Current as of February 7, 2013
| CAMPUS Document Type Code | Document Type | Description | Comment | Initiate | Special Condition Routing | Special Condition Routing | Sub-Account Reviewer | *Account Review | Organization Review | Special Condition Routing | Special Condition Routing | Sub-Fund Review | Award | Special Condition Routing | Campus | Special Condition Routing | FINAL | ||
| Maintenance e-Doc | |||||||||||||||||||
| ACCT | Account Maintenance | Maintenance documents | Add role 36 to Account Maintenance Document WF by Subfund | (54) Financial Sys User | (41) Fiscal Officer NOT in TST | (7) Organization Reviewer | (36) University Admin Budget Manager (except C&G) | Plant COA, Acct Nbr Edit - (46) Plant Fund Accountant only if Plant | (39) CG Processor (determination from KC if routing should include GA) insert special conditions if identified | General Accounting Reviewer New Role All Documents | Chart-(37) Chart Mgr | Chart - (53) Univ Chart Manager | FINAL | ||||||
| SUB ACCT (SACC) | Account Maintenance | Maintenance documents | Add role 39 to SUB Account SACC WF | (54) Financial Sys User | (41) Fiscal Officer | (7) Organization Reviewer | (39) CG Processor if C&G Account | FINAL | |||||||||||
| ORGN | Organization Maintenance | Maintenance documents - Business Process Ad Hoc to KC | Added Role 36 to Organization Maintenance Document WF | (54) Financial Sys User | (7) Organization Reviewer | (36) University Admin Budget Manager IN WF TST | Chart-(37) Chart Mgr | Chart - (53) Univ Chart Manager | FINAL | ||||||||||
| OBJT | Object Code | Maintenance documents | Approved 12-18-2012 | (54) Financial Sys User | (7) Organization Reviewer | (36) University Admin Budget Manager | General Accounting Reviewer (New Role) | Chart-(37) Chart Mgr | Chart - (53) Univ Chart Manager | FINAL | |||||||||
| SUB OBJT (SOBJ) | Object Code | Maintenance documents | (54) Financial Sys User | (41) Fiscal Officer | (7) Organization Reviewer | FINAL | |||||||||||||
| PCDH | Pal Card | Maintenance document (contribution from U of A) Elana | P Card Holder Maintenance Document - No Current Routing in TST WF | (1002) P Card Administrator | FINAL | ||||||||||||||
| PROJECT (PROJ) | Project Code | Maintenance documents | Organization Flex Field | (54) Financial Sys User | (7) Organization Reviewer | FINAL | |||||||||||||
| KIM | Rice Documents | Base=central users only | (51) Technical Administrator | FINAL | |||||||||||||||
| Financial Transaction e-Doc | |||||||||||||||||||
| FP Receipting Documents | |||||||||||||||||||
| AD | Advance Deposit | Records deposits that go directly to the bank without being verified through the normal cash receipts process. This document enables distribution of the amount received to the appropriate accounts in the financial system. | (54) Financial Sys User | Cash Manager (11) in TST WF | General Accounting Reviewer (New Role) | FINAL | |||||||||||||
| FP Budget Document | |||||||||||||||||||
| BA | Budget Adjustment | Budget office will not review - there will be restrictions on transactions between funds | Removed C & G | (54) Financial Sys User | (41) Fiscal Officer | (28) Accounting Reviewer | (48) Sub-Fund Reviewer Victor | (39) CG Processor if C&G Account in TST WF | FINAL | ||||||||||
| FP Disbursement Documents | |||||||||||||||||||
| DV | Disbursement Voucher | Processes payments that are not transacted through the Accounts Payable/Purchasing module of the KFS. | Remove roles 15, 26 and 39 from DV WF | (54) Financial Sys User | (41) Fiscal Officer | (28) Accounting Reviewer | (50) Tax Manager | (39) CG Processor if C&G Account in TST WF | (29) AP Manager Exempt Flag marked on PCDO | (12) Disbursement Manager | Payment Method - (70) Disbursement Method Manager | FINAL | |||||||
| ND | Non-Check Disbursement | Records charges or debits directly assessed to an institution’s bank accounts. It is used primarily by the Tax and Treasury Accounting areas to record wire transfers, foreign drafts, etc. | Central Office Only General Accounting | (54) Financial Sys User | (41) Fiscal Officer (Derived from Acct) located in GA | (28) Accounting Reviewer | (48) Sub-Fund Reviewer C & G in TST WF | (39) CG Processor if C&G Account in TST WF | FINAL | ||||||||||
| ICT | Inter Campus Transfer | Inter Campus Transfer | InterCampus Transfer/Billing formerly TOEI Document not in TST | (54) Financial Sys User | (41) Fiscal Officer | (28) Accounting Reviewer | General Accounting Reviewer | (48) Sub-Fund Reviewer C & G | FINAL | ||||||||||
| IB | Internal Billing | Bills for goods or services provided by one institution’s department to another institution’s department, reflecting income to the provider and expense to the customer. | (54) Financial Sys User | (41) Fiscal Officer | (28) Accounting Reviewer | (48) Sub-Fund Reviewer in TST WF | FINAL | ||||||||||||
| IBFR (UCI) | Internal Billing for Fabrication (UCI) | Verify with Keiko if document will be ready by go live (Internal Billing document will be used until this document is ready IB doc has Capital Edit Tab - Elana Training | Used to collect labor cost associated with fabrication; Equipment Office will review at the final node Document not in TST | (54) Financial Sys User | (41) Fiscal Officer | (28) Accounting Reviewer | (48) Sub-Fund Reviewer in TST WF | (34) Asset Manager | FINAL | ||||||||||
| SB | Service Billing | A restricted use document. Like the Internal Billing document, it is used for the billing of goods and services provided by an institution’s department to another internal department, reflecting income to the provider and expense to the customer. The servicing department generates these transactions. However, unlike the Internal Billing document which routes according to the pre-set workflow rules, the Service Billing document does not route for approval. | Prior Approval Required | (13) Service Bill Processor | FINAL | ||||||||||||||
| FP Distribution/Transfer Documents | |||||||||||||||||||
| DI | Distribution of Income and Expense | Reallocates income and expense or assets and liabilities within the organization. | FS OC 9xxx or AC 9xxxxx | (54) Financial Sys User | (41) Fiscal Officer | (28) Accounting Reviewer | Asset Manager (34) FS OC 9xxx must route to asset manager no general accounting review required | (48) Sub-Fund Reviewer Plant Acct route to general accounting for plant funds (Isabelle to submit criteria) | (39) CG Processor (Rebecca to send special condition routing request) | FINAL | |||||||||
| TF | Transfer of Funds | Transfers funds (cash) between accounts. Up and Over transactions | Central Office Use Only ( Accounting and Budget) | (54) Financial Sys User | (41) Fiscal Officer (derived by control account) | (28) Accounting Reviewer (Group for Campus and Medical Center | (36) University Admin Budget Manager For Plant Funds | General Accounting Reviewer (New Role) | (39) CG Processor | FINAL | |||||||||
| PCDO | Procurement Card | P-card reconciliation document | TOEP - Reviewed with Karen Miller 11-14-2012 | (62) KFS Sys User (kfs) | P Card Reconciler Verify with Keiko | (41) Fiscal Officer (Derived from Acct) Also account full edit | (28) Accounting Reviewer | (48) Sub-Fund Reviewer | (29) AP Manager Exempt Flag marked on PCDO | FINAL | |||||||||
| FP Specialized Documents | |||||||||||||||||||
| AV | Auxiliary Voucher | Records accrual, adjustment and recode entries. These may be posted to open periods, which are set by each institution. | Accounting at Year End only allowed at year end (MC monthly) | (54) Financial Sys User | (41) Fiscal Officer | (28) Accounting Reviewer | (48) Sub-Fund Reviewer based on year end review | FINAL | |||||||||||
| JV | Journal Voucher | Allows central administration to correct errors that occur during General Ledger processing. The GLCP document allows users to correct errors in several different ways. | Central Office Only More powerful than the transfer of funds For use by general accounting. Document is initiated by the KFS Managers (44) | (44) Manager* | General Accounting Reviewer (New Role) | FINAL | |||||||||||||
| FP Encumbrance Document | |||||||||||||||||||
| PE | Pre-Encumbrance | Allows you to add encumbrances using an e-doc instead of relying on information from a system outside the KFS. These transactions are for the use of the Fiscal Officers to earmark funds for which unofficial commitments have already been made. | (54) Financial Sys User | (41) Fiscal Officer (Derived from Acct) | (28) Accounting Reviewer | (48) Sub-Fund Reviewer in TST WF | FINAL | ||||||||||||
| FP Correction and Adjustment Document | |||||||||||||||||||
| GEC | General Error Correction | Corrects inappropriate or incorrect accounting string data for general ledger entries generated from other financial transactions. | C & G only reviews over 120 days. GL and Object Code edits will review all others | (54) Financial Sys User | (41) Fiscal Officer | (28) Accounting Reviewer | (48) Sub-Fund Reviewer Balance Sheet Accounts Only General Accounting C & G Subfunds will route to C & G | (39) CG Processor (Over 120 days) | (29) Accounts Payable Manager Correcting PCDO after to remove use tax | FINAL | |||||||||
| ICA | Indirect Cost Adjustment | Allows adjustment to the amount of indirect cost expense charged to a Contracts and Grants account and automatically adjusts the associated amount of indirect cost revenue. | C & G Only | (54) Financial Sys User | (41) Fiscal Officer (Derived from Acct) | (28) Accounting Reviewer | (48) Sub-Fund Reviewer in TST WF | (39) CG Processor | FINAL | ||||||||||
| GLCP | General Ledger Correction Process | Corrects inappropriate or incorrect accounting string data for general ledger entries generated from other financial transactions. | Central Office Only Ad hoc route if appropriate | (45) Operations | FINAL | ||||||||||||||
| FP Year-End Documents | |||||||||||||||||||
| YEBA | Year-End Budget Adjustments | Posts to the open period of the previous fiscal year and inherit all the business rules of their regular counterpart with the exception of certain routing rules. | General Accounting will create a year end schedule for access and usage of YE docs | (54) Financial Sys User | (41) Fiscal Officer Not in TST WF | (28) Accounting Reviewer | (48) Sub-Fund Reviewer in TST WF | (39) CG Processor | FINAL | ||||||||||
| YEDI | Year-End Distribution of Income and Expense | Posts to the open period of the previous fiscal year and inherit all the business rules of their regular counterpart with the exception of certain routing rules. | General Accounting will create a year end schedule for access and usage of YE docs | (54) Financial Sys User | (41) Fiscal Officer | (28) Accounting Reviewer | Asset Manager (34) FS OC 9xxx must route to asset manager no general accounting review required | (48) Sub-Fund Reviewer Plant Acct route to general accounting for plant funds (Isabelle to submit criteria) | (39) CG Processor (Rebecca to send special condition routing request) | FINAL | |||||||||
| YEGEC | Year End General Error Correction | Posts to the open period of the previous fiscal year and inherit all the business rules of their regular counterpart with the exception of certain routing rules. | General Accounting will create a year end schedule for access and usage of YE docs | (54) Financial Sys User | (41) Fiscal Officer Not in TST WF | (28) Accounting Reviewer | (48) Sub-Fund Reviewer Balance Sheet Accounts Only General Accounting C & G Subfunds will route to C & G | (39) CG Processor (Over 120 days) | FINAL | ||||||||||
| YETF | Year End Transfer of Funds | Posts to the open period of the previous fiscal year and inherit all the business rules of their regular counterpart with the exception of certain routing rules. | General Accounting will create a year end schedule for access and usage of YE docs | (54) Financial Sys User | (41) Fiscal Officer Not in TST WF | (28) Accounting Reviewer | (36) University Admin Budget Manager For Plant Funds | General Accounting Reviewer (New Role) | (39) CG Processor | FINAL | |||||||||
| Verify PURAP workflow with Elana 12-10-2012 | |||||||||||||||||||
| Purchasing and Accounts Payable | |||||||||||||||||||
| PVEN | Vendor Maintenance | Allows you to create or edit vendors | (54) Financial Sys User | (56) Vendor Reviewer (Campus) | FINAL | ||||||||||||||
| Vendor On-Boarding (UCI) | Vendor Maintenance | Vendor On-Boarding App | (56) Vendor Reviewer (Campus) | FINAL | |||||||||||||||
| VIG (UCI) | Vendor OIG Update Doc (UCI) | Med center to update OIG indicator after the vendor has been approved by central AP | OIG Initiator (Med Center Only) | FINAL | |||||||||||||||
| ACM | Contract Manager Assignment | Associates a Purchasing Contract Manager (ACM) with an approved Requisition document using the PO document | (44 ) Manager* | FINAL | |||||||||||||||
| CM | Vendor Credit Memo | Initiates adjustments or records refunds for goods or services related to invoices processed on Purchase Orders | (22) AP Processor | Image Attachment - (22) AP Processor | (41) Fiscal Officer (Derived from Acct) | FINAL | |||||||||||||
| RCVB | Bulk Receiving | (54) Financial Sys User | FINAL | ||||||||||||||||
| RCVL | Line Item Receiving | Allows you to receive items at the line item level | Outstanding Transaction-(62) Sys User (kfs) | FINAL | |||||||||||||||
| REQS (Base) | Requisition | Indicates goods or services that you wish to order through the KFS system. The requisition also provides purchasing with the authority to use funds from the accounts specified. | (54) Financial Sys User | Content Review-(24) Content Reviewer | (60) Workflow Initiator (Derived) | (68) Sub-Account Reviewer | (41) Fiscal Officer (Derived from Acct) | (28) Accounting Reviewer | Commodity- (23) Commodity Reviewer | Separation of Duties-(55) Workflow Admin | FINAL | ||||||||
| PO (Base) | Purchase Order | A contract with a vendor to deliver goods or services. PO is automatically generated from an approved requisition document. | (26) Purchasing Processor* | Internal Purchasing Review-(25) Contract Mgr | Commodity- (23) Commodity Reviewer | Chart - (79) Budget Reviewer | Vendor Tax Review-(50) Tax Manager | FINAL | |||||||||||
| REQS (UCI) | Requisition | Indicates goods or services that you wish to order through the KFS system. The requisition also provides purchasing with the authority to use funds from the accounts specified. | Modified version for UCI based on UC Procurement rule. Work in progress | (54) Financial Sys User | Content Review-(24) Content Reviewer | (68) Sub-Account Reviewer | (41) Fiscal Officer (Derived from Acct) | (28) Accounting Reviewer | Asset Manager (34) | Automated Assignment of Buyer (System) | FINAL | ||||||||
| PO (UCI) | Purchase Order | A contract with a vendor to deliver goods or services. PO is automatically generated from an approved requisition document. | Modified version for UCI based on UC Procurement rule. Work in progress | (25) Contract Manager | FINAL | ||||||||||||||
| PREQ | Payment Request | Initiates a payment request after receiving an invoice for goods or services from a vendor referencing a Purchase Order (PO) | (22) AP Processor | Image Attachment - (22) AP Processor | Receiving-(62) System User | (68) Sub-Account Reviewer | (41) Fiscal Officer (Derived from Acct) | (28) Accounting Reviewer | Vendor Tax Review-(50) Tax Manager | FINAL | |||||||||
| C & G | |||||||||||||||||||
| AWD | Award Document | Collects proposal information for institutional review and approvals. Institutions engaged in research or other sponsor-funded activities normally have some sort of routing form that gathers the proposal budget information including cost sharing commitments, sponsoring agency, personnel information, research risk items, proposal submission information, project dates, project titles, and other data elements specific to each proposal for external funding. | Kuali Coeus | Rebecca Proposed C & G Review Here | (41) Fiscal Officer | (7) Organization Reviewer | FINAL | ||||||||||||
| Capital Assets | |||||||||||||||||||
| AICD | Asset Inventory Certification Document | NEW DOCUMENT - See Functional Spec per Keiko Assigned U242 Signature | (6) CAM Processor (Department Users) (34) Asset Manager (35) Asset Manager | (41) Fiscal Officer (Derived from Acct) | (7) Organization Reviewer Must route to Department Head per Helen | FINAL | |||||||||||||
| AT | Asset Transfer | Maintenance Document | Give or sell capital equipment to another university organization or department. Optional for non-capital equipment. FT must be issued prior to AT | (6) CAM Processor (Department Users) (34) Asset Manager (35) Asset Manager | (41) Fiscal Officer (Derived from Acct) | (7) Organization Reviewer | (34) Asset Manager Asset Processor (35) Central CAM Manager 35 is Medical Center Only (Custodial Code 0100-1499) | Asset Processor (35) Central CAM Manager 35 is Medical Center Only (Custodial Code 0100-1499) | FINAL | ||||||||||
| MPAY | Asset Payment | Adding a payment to asset, Manual Payment | (34) Asset Manager (35) CAM Manager | FINAL | |||||||||||||||
| AA | Asset Global | Maintenance Document | Create an asset in the asset database not purchased through CAB | (6) CAM Processor (34) Asset Manager (35) CAM Manager | (41) Fiscal Officer (Derived from Acct) | (7) Organization Reviewer | (34) Asset Manager If (6) CAM Processor initiates document+O4 | FINAL | |||||||||||
| ARG | Asset Retirement Global | Maintenance Document | Disposes capital assets from the university asset database | (6) CAM Processor (Department Users) (34) Asset Manager (35) Asset Manager | (41) Fiscal Officer (Derived from Acct) | (7) Organization Reviewer | (9) Account Supervisor (FYI-external transfer) | (34) Asset Manager Asset Processor (35) Central CAM Manager 35 is Medical Center Only (Custodial Code 0100-1499) | Asset Processor (35) Central CAM Manager 35 is Medical Center Only (Custodial Code 0100-1499) | FINAL | |||||||||
| FR | Asset Fabrication Maintenance Document | Maintenance Document | Create a capital moveable asset that is created by a university or an institution (constructed asset). Create a control asset used to post payments that are reclassified as supplies and canceled invoices | (6) CAM Processor (Department Users) (34) Asset Manager (35) Asset Manager | (41) Fiscal Officer (Derived from Acct) | (7) Organization Reviewer | (34) Asset Manager Asset Processor (35) Central CAM Manager 35 is Medical Center Only (Custodial Code 0100-1499) In TST WF | Asset Processor (35) Central CAM Manager 35 is Medical Center Only (Custodial Code 0100-1499) In TST WF | FINAL | ||||||||||
| ALOC | Location | Maintenance Document | Change Location of Asset | (6) CAM Processor (Department Users) | (7) Organization Reviewer | (34) Asset Manager Asset Processor (35) Central CAM Manager 35 is Medical Center Only (Custodial Code 0100-1499) | Asset Processor (35) Central CAM Manager | FINAL | |||||||||||
| ELR | Equipment Loan and Return | Maintenance Document | Loan or return capital equipment. Renew document must be processed to extend the loan after two years | (6) CAM Processor (Department Users) (34) Asset Manager (35) Asset Manager | (41) Fiscal Officer (Derived from Acct) | (7) Organization Reviewer | (74) Asset Borrower (derived) Notify only | (34) Asset Manager Asset Processor (35) Central CAM Manager 35 is Medical Center Only (Custodial Code 0100-1499) | Asset Processor (35) Central CAM Manager 35 is Medical Center Only (Custodial Code 0100-1499) | FINAL | |||||||||
| PTAG | Pre-Tagging | PreAsset Tagging on requisition | (6) CAM Processor (Department Users) | (7) Organization Reviewer | (34) Asset Manager Asset Processor (35) Central CAM Manager 35 is Medical Center Only (Custodial Code 0100-1499) | FINAL | |||||||||||||
| BCIE | Barcode Inventory Error | Maintenance Document | Upload barcode inventory file and process barcode inventory error document | Asset Manager (34) Central | FINAL | ||||||||||||||
| AA | Combine Asset | Combine assets that work as a system. Retires the merged asset | Asset Merge | (34) Asset Manager (35) Asset Manager | FINAL | ||||||||||||||
| AA | Separate Asset | Used to create additional assets in the case where the purchases are made in bundles. | Separate Asset | (34) Asset Manager (35) Asset Manager | FINAL | ||||||||||||||
| Contributions | |||||||||||||||||||
| TXPR, TXPM, TXPA | 1099 Screens - TXPM not in TST TXPA not in TST | Create, maintain and produce 1099 Tax Documents | Central Office Only | (1001) 1099 Tax User | FINAL | ||||||||||||||
| CSCR | Check Reconciliation | Set Up, perform and check reconciliation | Central Office Only | (1000) Check Recon User | FINAL | ||||||||||||||
| PRJS | Prorate Journal Entries | (Verified document initiated by Manager in TST) | Central Office Only Award Document Verify with Keiko | (44) Manager* | FINAL | ||||||||||||||
| DV Batch Upload | Role (44) in TST | Feeders | (45) Operations | FINAL | |||||||||||||||
| PO Batch Upload | No Workflow created | Feeders | (26) Purchasing Processor* | FINAL | |||||||||||||||
| Notes: | |||||||||||||||||||
| Kuali Coeus will be notified on all Organization Maintenance documents through ad hoc workflow |