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Intro

A Guide Designed with You in Mind

The purpose of this Quick Start Training Guide is to get you up and running in KFS as quickly as possible. There is a lot to learn in KFS, but in this Guide we'll focus just on the salient points that are the most meaningful to you. 

In particular, we'll walk you through the travel-related KFS processes that are important to you to conduct your university business.

The instructions are cogent, and for your convenience we've also included video tutorials that are under 2 minutes each, as well as downloadable PDF 'handouts' of each topic that you can print out and use for offline reading, taking notes, etc.

Sign In to KFS

To begin your training, open a new tab in your browser and visit http://staging.portal.uci.edu.

Once you've logged in with your UCInetID and password, select the Faculty and Staff tab and then the KFS tab.

Below is a video that walks you through this process. Once you're finished watching the video, press the Back arrow in your browser to return to this page.

 Watch the video (0m:55s)

Navigating the eDoc

Watch the video (0m:56s) Download the handout

KFS is similar to email: it is a paperless document delivery system where users submit requests that are automatically routed to the appropriate parties for approval. The requests are in the form of Electronic Documents (or eDocs for short), and you can think of them as 'accordion files' of information, separated into tabs.

Just like an email message, an eDoc is the fundamental component of KFS: you review eDocs that are submitted for your approval and you create eDocs when you request something (like a Travel Reimbursement).

Steps

What you need to do

How to do it

1Access the Action List

In the KFS Tools portlet, select Action List. If you have an item in your Action List, then under the Document/Notification ID column, select one of the Document ID numbers listed there to open an eDoc.

2Navigate the eDoc
  1. When you open an eDoc, only the tabs with the most relevant information (or that require your input) will open automatically. Tabs that are not opened to you are typically optional. Fields that require your input will have an asterisk (*) next to them.
  2. To open a tab press Show, and to hide a tab press Hide.
  3. To close an eDoc, use the buttons at the bottom of the screen. The buttons may vary somewhat, but generally the same 4 will always be there:
    1. Press Submit to send your request for approval.
    2. Press Save when you're done working on a tab or when you want to continue working on an eDoc later. Remember the adage: "save often, lose nothing!"
    3. Press Close to leave the eDoc.
    4. Press Cancel to delete any unsaved work.

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Take Action

Create Your TEM Profile (if it doesn't already exist)

Watch the video (1m:05s) Download the handout

Before you can do apply for Travel Authorizations and Reimbursements, you must first create your TEM Profile.

Steps

What you need to do

How to do it

1

Access the TEM Profile Lookup feature

In the KFS Travel & Entertainment portlet, select the TEM Profile link and then select TEM Profile Lookup.

2

Create the TEM Profile

Press the Create New Profile button in the upper right-hand corner. NOTE: If you do not see this button in the upper-right hand corner, that means your Profile already exists and there is nothing you need to do. You can skip the next step.
3

Submit your request to create the profile

Scroll down and press Submit to create the profile.

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Approve a Travel Reimbursement (submitted on your behalf) in Your Action List

Watch the video (1m:25s) Download the handout

If an associate submitted a Travel Reimbursement (TR) on your behalf, the item will first be routed to you for your approval. You can find this item in your Action List, and here's how you approve it.

NOTE: If you've already approved the TR and are curious to know the status of the reimbursement, you can skip this section and go here for steps on how to check the status.

Steps

What you need to do

How to do it

1

Access the Action List

In the KFS Tools portlet, select Action List.

2

Select the TR you'd like to review

Open the Travel Reimbursement you'd like to review by selecting the Document ID Number.

3

Carefully review what was inputted

  1. You'll want to peruse the document, checking for any errors. Make sure information such as the trip dates, types of expenses and their amounts, payment method (how you'll be reimbursed), etc are correct. 
  2. If the data looks correct, scroll down and read the Statement under the Traveler Certification tab. This statement is your certification that the information provided for reimbursement is accurate. Select the box next to Employee Certification after you've read the Statement.

4

Approve the TR

If everything is correct, press Approve down below. Your request will continue on in the workflow for approval, where it'll be routed to the Fiscal Officer of the account entered in the Accounting Lines section and then on to the Accounting Reviewer (and possibly the Accounting Central Office i.e. KFS Travel Manager) for final approval.

If something is incorrect, press Disapprove and on the next screen state your reason why. Your associate can then resubmit the request, and when he does it will once again appear in your Action List for your approval.

You will be notified via email once it is complete. Alternatively, please see the instructions below for how to check the status of a Travel Reimbursement after you've initially approved it.

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Act On the Acknowledgements & FYIs in Your Action List

 Watch the video (1m:45s) Download the handout

There will be times when you'll receive items in your Action List that don't require your approval, but do require your input nonetheless. They are Acknowledge & FYI, and they are important for different reasons.

Items listed as Acknowledge can be thought of as 'responses' to certain types of requests you've submitted.

To Acknowledge the eDoc 

Steps

What you need to do

How to do it

1Access the Action List

In the KFS Tools portlet, select Action List.

2Acknowledge the eDoc

Open the eDoc to view the reason, scroll down and press Acknowledge. The item will disappear off your Action List.

Items listed as FYI are a little different: while your approval isn't required, it is still being brought to your information because it may be relevant to you. 

To FYI an eDoc

Steps

What you need to do

How to do it

1Access the Action List

In the KFS Tools portlet, select Action List.

2FYI the eDoc

Open the eDoc, scroll down and press FYI. The item will disappear off your Action List.

To clear multiple FYIs at once from your Action List

If you forget to press FYI after reviewing each eDoc, here's how to clear multiple FYIs right from the Action List.

Steps

What you need to do

How to do it

1Access the Action List

In the KFS Tools portlet, select Action List.

2FYI the eDoc from the Action List
  1. In the pulldown menu on the right-hand side of the Action List item (which currently says None) select FYI.
  2. Scroll to the bottom of your Action List and press Take Actions. 
  3. The item will disappear off your Action List.
3Clear multiple FYIs at once
  1. Go to the upper right-hand corner of your Action List and select FYI from the pulldown menu.
  2. Once you do, you can press the Default Action button just to the right of the pulldown menu, and all the items on this page listed as None will flip to FYI.
  3. Scroll to the bottom of your Action List and press Take Actions.
  4. The item(s) will disappear off your Action List.

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Review

Review the Status of a Travel Reimbursement

Watch the video (1m:53s) Download the handout

The TEM Custom Document Search tool is a great way to check the status of a TR; however, you can save yourself the time of searching by simply waiting for the email notification that the TR has been approved. You can enable these notifications in your TEM Profile.

Steps

What you need to do

How to do it

1

Access the Doc Search feature

In the KFS Travel & Entertainment portlet, select the Custom Document Search link and then select the Travel Reimbursement link.

2

Perform a TR Search

  1. You will now be in the Document Lookup screen.
  2. Start by deleting today's date from the Date From: field and then enter your last name in the Last Name field.
  3. Press Search when done.

3

Open the eDoc

In the results that appear below, select the Document ID number to open the eDoc.

4

Look for the DV in the View Related Documents tab.

  1. Collapse all the tabs by pressing Collapse All in the upper-right hand corner of your screen.
  2. Find the View Related Documents tab and press Show.
  3. There you will see your Disbursement Voucher (DV). Select the link to open the DV eDoc.
5Find the Processed Disbursement
  1. Collapse all the tabs by pressing Collapse All in the upper-right hand corner of your screen.
  2. Find the Pre-Disbursed Processing tab and press Show.
  3. Upon final approval the first field will read PAID. The PDP Extraction Date will inform you of when the funds were transferred from UCI to your bank. NOTE: If you signed up for Direct Deposit, your bank may take up to 2 business days before making the funds available to you. If you signed up for a paper check, it may take several days before it arrives in the mail.
  4. If the first field does NOT said PAID, read on to find out how to check the Route Log tab in this eDoc.

** If your money has not yet been PAID and you want to know whose approval is still needed, here's how to review the Route Log to find out who to contact.

StepsWhat you need to doHow to do it
1Open the Route Log tab
  1. In this same eDoc, scroll down to the final tab labeled Route Log.
  2. Press Show to open the tab.
2View the First Approver(s)

Under the heading Pending Action Requests tab, press Show to see of list of all individuals who have authority to Approve/Disapprove. Your request is currently in their Action List.

3View the Final Approver(s)Press Show next to the Future Action Requests tab to see who is next in line to approve. Depending on the document, the business rules in place etc, this tab may be empty or it may contain other users (e.g. Accounts Payable, Central Office, or even other upper-level managers in your Org) whose approval is required.

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Advanced

Lookup an Account

Watch the video (1m:03s)

 Download the handout

If you ever need to lookup an account (for example, if you want to add or change the default account number in your TEM Profile), here are a few ways to find what you're looking for.

You can search for an account using a number of different search criteria; however, we'll focus on the three simplest ways:

  • Lookup by Account Number
  • Lookup by Account Name
  • Lookup by Organization Code (i.e. the organization/department responsible for this account)
Steps

What you need to do

How to do it

1Access the Account Lookup page

In the KFS Lookups & Requests portlet, select Chart of Accounts and then select Account. 

2Lookup by Account Number
  1. In the Account Number field, enter the account number and press Search down below.
  2. In the search results, you will see the account number as well as other information about the account.
3Lookup by Account Name
  1. In the Account Name field, enter what you know and surround the query with *. For example if I were looking up the help desk, I would enter the following: *help desk*
  2. Press Search and the results will appear down below.
  3. In the search results, you will see the account name as well as other information about the account.
4Lookup by Organization Code
  1. In the Organization Code field, enter the 4-digit org code and press Search down below.
  2. A list of all the accounts for that org will appear in the results below.

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Edit Your TEM Profile (to Add a Profile Arranger, Add an Account Number etc)

Watch the video (1m:43s) Download the handout

You can edit a number of things in your TEM Profile including:

  • Adding/changing Emergency Contact Information
  • Adding/changing Default Accounting information (the Account Number you use most often)
  • Enabling/Disabling Email Notifications for Travel Authorizations, Travel Reimbursements, etc

In addition, every organization has a designated Organization Profile Arranger, which is someone who has the ability to edit the TEM Profiles for all users in your organization.

However, if you'd prefer to delegate someone else (perhaps an assistant) to edit your TEM Profile for you, here's how.

Steps

What you need to do

How to do it

1

Access the TEM Profile Lookup feature

In the KFS Travel & Entertainment portlet, select the TEM Profile and then select TEM Profile Lookup.

2Search for the UCInetID
  1. In the Principal Name field, enter the UCInetID and then press Search down below.
  2. When you find the UCInetID you're looking for in the search results down below, select Edit.
3Add a Profile Arranger
  1. If it isn't already open, press Show next to the Arrangers tab.
  2. Lookup the user's UCInetID by pressing the spyglass icon.
  3. In the Principal Name field, enter the UCInetID and then press Search down below.
  4. When you find the UCInetID you're looking for in the search results down below, select return_value.
  5. Once you are back in the Profile, press Add to add the user as a Profile Arranger.
  6. The person 's name will now appear in the Arranger Information sub-tab with an orange asterisk on either side of their UCInetIDs.
  7. Repeat the steps above to add another Profile Arranger.
4Edit your Profile Arranger(s)
  1. Check or clear the boxes next to the document types you would like them to be able to initiate (TAs, TRs, etc).
  2. If you have multiple Profile Arrangers, you can make one of them Primary by checking the Primary box.
  3. If you'd like to deactivate an arranger, deselect the Active box.

 

Here's how to enable or disable email notifications for Travel Authorizations, Travel Reimbursements, etc.

Steps

What you need to do

How to do it

1Enable/disable email notifications
  1. If it isn't already open, press Show next to the Email Notification Preferences tab.
  2. Select or deselect the boxes to receive notifications (e.g. TAs reach FINAL status, TR status changes, etc)

 

And here's how to add or change your Default Accounting information (the account number you will use most often). This is useful when you want to apply for the corporate credit card.

Steps

What you need to do

How to do it

1Add/Change an Account Number
  1. If it isn't already open, press Show next to the Edit TEMProfile tab.
  2. If you already know the account number, then under the Default Accounting heading input the number in the Account Number field and you can skip the next two steps.
2Lookup by Account Name

If you don't know the account number but you know the account name, here's how to look it up (these instructions are excerpted from the Lookup an Account topic above).

  1. In the Account Name field, enter what you know and surround the query with *. For example if I were looking up the help desk, I would enter the following: *help desk*
  2. Press Search and the results will appear down below.
  3. When you find the account you're looking for, under the first column (labeled Return Value) select return_value. 
  4. You will be taken back to the TEM Profile page and the account number will be automatically added.
3Lookup by Organization Number

If you don't know the account number but you know the organization/department that is responsible for it, here's how to look it up (these instructions are excerpted from the Lookup an Account topic above).

  1. In the Organization Code field, enter the 4-digit org code and press Search down below.
  2. A list of all accounts for that org will appear in the results below.
  3. When you find the account you're looking for, under the first column (labeled Return Value) select return_value. 
  4. You will be taken back to the TEM Profile page and the account number will be automatically added.

 

When you are done editing your TEM Profile, here's how to save your changes.

Steps

What you need to do

How to do it

1Provide a Description of the changes you made
  1. If it isn't already open, press Show next to the Document Overview tab.
  2. In the Description field, provide a brief description of the changes you initiated.
2Submit your changesOnce you are done making changes to the Profile, press Submit down below. Changes take effect immediately.

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Apply for the Corporate Credit Card

Watch the video (0m:47s) Download the handout

Follow these instructions to apply for the Corporate Credit Card through KFS. Keep in mind that you should create your TEM Profile and add a default account number to your TEM Profile before proceeding. Not doing so will result in an error.

Instructions on how to create the TEM Profile can be found here. Once that is done, instructions on how to edit your TEM Profile to add a default account number can be found here.

Steps

What you need to do

How to do it

1

Access the application

In the KFS Travel & Entertainment portlet, select the Maintenance link and then select the Corporate Card Application link.

2

Provide a reason

In the Description field up top, please provide a reason why you need the card. Alternatively, if you need more space please fill out the Explanation field just to the right. For example, if you have an email from a manager or a Dean, feel free to paste an excerpt of the email in this field. Keep in mind there is a 400 character limit.

3

Accept the User Agreement

Read & accept the User Agreement by checking the Accept User Agreement checkbox.

4

Submit your application

Press Submit down below. Your request will enter a workflow for approval, and you will be notified via email once it is complete.

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Perform a Document Search

Watch the video (1m:15s) Download the handout

The Document Search is a powerful tool you can use to find out the status of any request. You can either perform a basic Document Search or a Custom Document Search.

Steps

What you need to do

How to do it

1

Access the Document Search feature

In the KFS Tools portlet, select the Doc Search link.

2Perform a search

You can perform a search based on Initiator, Document ID#, date document created, etc.

Also, under some of the modules (KFS Travel & Entertainment, KFS Purchasing and Accounts Payable, etc) there are links to Custom Document Searches, such as Travel Reimbursements, Travel Authorizations, etc. Details on how to do this are below.

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Setting Up Your Action List Preferences 

 Watch the video (1m:35s) Download the handout

The Action List Preferences screen lets you customize the appearance and features of your Action List.

Steps

What you need to do

How to do it

1Access the Preferences
  1. In the KFS Tools portlet, select Action List.
  2. Next, select the Preferences icon in the upper right-hand corner.
2

Recommended settings for the General section

  1. Increase the Action List Page Size value to view more than 10 items on one page. This is useful when you have a large list of Action List items.
  2. Ensure the Email Notification field is set to Immediate. If you aren't in the habit of checking your Action List frequently, then you'll want to leave this setting as-is so that you don't miss any important items that may appear in your Action List.
3

Recommended settings for the Fields Displayed In Action List section

You may find that there is too much information displayed on the Action List, but by deselecting some of the columns from view it may be easier to read. At a minimum, keep Title, Initiator, Date Created and Clear FYI.
4

Recommended settings for the Document Route Status Colors for Action List Entries section

Get creative! One option would be to color items that have been Disapproved so that you can follow up with that individual in case you have questions.
5Save your changesWhen you're done making changes, don't forget to press Save at the bottom of the screen.

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