This Q&A page will be updated weekly with new questions received by the KFS Core Team. If you have a question not already posted, please email kfs@uci.edu and we will collaborate with the team to gather the most up-to-date information for you.
Topics
| KFS Module | Question | Answer |
|---|---|---|
| PURAP | Will changing to KFS still allow organizations to have Managed Spend Cards and/or PALcards? Also, if the users need to use their cards for ‘blocked vendors,' can exceptional purchases still be made? | Both the PALcard and Managed Spend Cards exist outside the Kuali system and do not interact on a purchasing level. Therefore, there will be no changes to current purchasing processes or policies for those card holders. Organizational reviewers will see a slight change in the review/purchase approval process. Review, charge approval, and the possibility to upload documentation will be done through KFS (online). Training on this process will be coming soon... |
| PURAP | Will blanket POs still be allowed? | Yes, blanket purchase orders will still exist. However, their initial length should be limited to 1 year, depending on the circumstance. Extensions and/or encumbrance changes can be done through the Purchase Order Amend (POA) function. |
| PURAP | How would I reimburse someone? | You can reimburse individuals for supplies & materials, honoraria, prizes/awards, and services through a Disbursement Voucher (in the Financial Transactions module) in KFS. Any travel, meeting, and relocation reimbursements can be done through the Travel & Entertainment module (TEM) in KFS. The various modules of PayQuest, and some paper forms, are being replaced by only two modules in KFS, making reimbursements simpler. |
| Access & Workflow | As an Account Manager, can the PI approve a transaction in workflow? | A PI is typically assigned to an account as Account Manager. This is not a role, rather simply an identification of account responsibility. Each organization’s business process may require that certain transactions by Ad-Hoc routed to the PI for review. |
| Access & Workflow | How long do unresolved action items stay in the user’s action list? | Currently, pending action items will stay in a user’s action list forever. |
| Access & Workflow | Does a transaction with Ad-Hoc routing for “acknowledgement” cause the workflow to stop until this transaction has been viewed and acknowledged? | No, requiring document acknowledgement allows the document to continue through the workflow. |
| Access & Workflow | How will workflow be approved by the Fiscal Officer if there are multiple accounts? | The Fiscal Officer for each account must approve the transaction. |
| Access & Workflow | Will Ad-Hoc approval replace the Fiscal Officer approval? | No. The Ad-Hoc approval will be in addition to the base workflow. |
| Access & Workflow | Can anyone see/create a document in the Kuali Financial System? | Yes. Any University employee with a UCInetID will have access to KFS and the ability to initiate most documents. |
| Access & Workflow | Can a manager view their employee’s action list? | No. However, the manager will be able to view documents created by using the document search workflow tool. |
| CAM | How do you look up an asset? | You can look up an asset by clicking asset in the main menu under Capital Asset Management, then searching by a variety of different attributes. |
| CAM | What fields can you update in CAM? | Requestor Name/PI, Responsible person, Warranty, Alternate description, Notes and attachment, Serial number, Maintenance Date, Usage type/percentage, Asset location (building & room), repair, and manufacturer. |
| CAM | Will the CAM e-docs be replaced the EIMR form? | Yes. Once we go live in KFS, CAM e-docs will be replaced the EIMR form. |
| CAM | How do you loan out equipment? | After searching for the equipment you would like to loan out, you can begin the loan process by selecting the loan function. |
| CAM | Where do the CAM e-docs reside? | In the Main Menu, under look up and Maintenance, then in Capital Asset Management. |
| CAM | Can you search all UCI assets? | Yes. Any KFS users can view and search all capital assets. |
| CAM | Can you initiate/update asset for other organization? | No. Only a CAM processor can initiate changes to the assets in their own organization. |
| COA | Can one KFS account belong to more than one school? Within the same school, can one KFS account belong to different level of organization hierarchy? What is the relationship between KFS organization hierarchy and account? | One KFS account is only associated with one organization code, hence, to one level only. You can bring up reports in Cognos for all the accounts associated under one organization hierarchy. The general relationship is any accounts to one org. |
| COA | Object type does not need to be entered for online journal because object code itself can tell the system what the object type should be. Please confirm if your understanding is the same. | Correct! |
| Access & Workflow | As a DSA, how would I request access to the system? | Use the same organization process that’s being done now; however, the Kuali Service Request (KSR) form should be used. |
| Access & Workflow | Is SAMS still going to be available? | Yes. SAMS is used in conjunction with the KSF form. |
| Access & Workflow | In the system lookup/search screen, is “Principal Name” going to be changed to UCInetID? | No. Unfortunately, “Principal Name” will be one of the new terms to learn in KFS (and it will refer to the UCInetID). |
| Access & Workflow | Can a Fiscal Officer delegate their authority without going through their Department Security Administrator (DSA)? | Yes. A Fiscal Officer role can assign and reassign different delegates quickly and without having to go through their DSA. |
| Access & Workflow | If I have multiple roles in the system, can I delegate all my roles at once? | If you have multiple roles in the system, you will need to delegate each role individually, and only if delegation of that role is available. |
| Access & Workflow | Are new system access requests going to be instant or overnight? | Most KFS access requests will be instant. The ones that depend on prerequisites (PALcard, payroll, etc.) will not be activated until training requirements have been met. |
| Access & Workflow | Who can change the Account Manager? | The Fiscal Officer can change the Account Manager assignee, who is the person responsible for the funding (commonly, it will be a PI). |
| Access & Workflow | What is an organization code and how does it report to others? | An organization code is similar to what used to be a department code (but not the same number), since departments and units are now being identified by organizations. Organization codes are randomly assigned and can be tied into other organization codes (like a department reporting to a school). |
| Access & Workflow | How does someone get assigned to a role, and who can make changes in the system? | DSAs can assign individuals to roles and make changes in the system. DSAs should follow department, school, and administrative unit decisions regarding assigning individuals a role in the system. There will be controls in place as to who can make role changes in the system. |
| Access & Workflow | Will employee roles be designated at the department/organization level or school level? | Employee role designation is not done by Accounting Systems. Assigning employees/positions to have certain roles (like Fiscal Officer, etc.) must be discussed between the school, the department, and any other appropriate unit, in order to make a decision before KFS goes live. |