We are writing to announce a new electronic access request form for the systems supported by the Enterprise Financials Team. Links to the form have been updated on both the Employee Self Service website (https://ess.uconn.edu) and on our team page (https://financialapps.its.uconn.edu/). The new form, developed using the “Kuali Build” workflow application, replaces the older form which used “HCL LEAP”. Forms currently outstanding in LEAP workflow will be honored, and we’ll continue to send out reminders for requests which have not yet been departmentally approved. If you have any links to the old form on websites, or bookmarks in your browser, please update them to the link below.
Enterprise Financials Access Request Form (direct link):
From: Kuali Financial System <KFS-L@LISTSERV.UCONN.EDU> On Behalf Of Pavone, Annette Sent: Tuesday, December 6, 2022 7:52 AM To: KFS-L@LISTSERV.UCONN.EDU Subject: KFS Unavailable after 5pm - Wednesday, December 7th
To All KFS Users:
The Final Close for the KFS AAChart for Fiscal Year 2022 will take place tomorrow night, Wednesday, December 7, 2022. KFS will be unavailable beginning at 5 pm Wednesday the 7th. While the close of the AA Chart will not directly impact most KFS users, please plan accordingly for the unavailability of KFS after 5pm.
In preparation for the close of fiscal year 2022 and the opening of fiscal year 2023 in KFS, please make note of the following:
KFS will be unavailable for processing at 5:00 pm on Thursday, June 30th.
KFS will be available Friday morning, July 1st for fiscal year 2023 processing.
eDocs that were routed to the central processing offices (Accounting, Accounts Payable, etc.) by the deadlines specified in the Controller Memo will be posted to fiscal year 2022, as well as any eDocs that missed these deadlines to the extent time permits. Fiscal year 2022 eDocs not finalized before June 30th will be rolled over and posted in fiscal year 2023 when finalized.
Certain eDocs submitted after June 30 will be posted back to fiscal year 2022 by central offices, and you will notice these being reflected in fiscal year 2022, Period 13. If you have an eDoc that you believe should be posted to fiscal year 2022, (for example, to clean up a deficit account), please specify this on the eDoc before you submit it.
Are you a Fiscal Officer who is planning a summer vacation? Please be sure that your accounts have a delegate who can approve eDocs on your behalf so that eDocs do not get stuck in Workflow. The Accounting Office recommends having a permanent secondary delegation on your accounts, and also recommends delegating “UP” to a supervisor when possible. Keep in mind that the Fiscal Officer is responsible for actions taken on their behalf.
There are 2 reports in KFDM to help you with your delegations (Standard Reports ~ KIM folder):
Missing Account Delegations: This report will show all of your accounts where no delegation is set up.
Account Delegations Summary: This report will show current active delegations. You can run it by:
Fiscal Officer NetID
To set up delegations for multiple accounts, use the Account Delegate Global eDoc. To set up a delegation on only one account, use the Account Delegate eDoc.
As a reminder: The Account Delegate Global eDoc will override any existing delegations; the Account Delegate eDoc will notoverride any existing delegations.
If you are looking to close an account effective for FY23, the following steps 1 – 3 need to be completed before June 30, 2022. To close a grant account (sub-fund = RSTSP, UNRSF, UNRSP), please contact SPS. For all other accounts, please follow the directions below:
1. The Account must have no balance sheet amounts remaining, so be sure that all account activity is complete. Then initiate a Transfer of Funds e-doc (TF) to move any remaining available cash (1100 object code) out of the account. Be sure to use the correct transfer object codes 32XX and 33XX on the TF. Once the TF has been completed (prior to June 30th), the account can be closed only after year end processing has occurred (in August). For more information, contact the Accounting Office.
2. There should be no open encumbrances in an account, so make sure that all purchase orders are either closed or amended to include a different account. On the Open Encumbrances inquiry, the Outstanding Amounts should all be zero. For more information, contact Purchasing.
3. Eliminate any current or base budgets in KFS by initiating a Single Sided Budget Adjustment. For more information, contact your Budget Analyst.
The following step should be completed after the final close of FY22 has been completed, at the end of August:
4. After all of these steps are done, and the final close of FY22 has been completed at the end of August, initiate an Account edit eDoc (search for the account, then click edit):
a. Choose an expiration date (today or later than today)
b. Click the “closed” box on the Account Maintenance tab
c. Enter a Continuation Chart of Accounts Code and a Continuation Account Number on the Account Responsibility tab
Annette Pavone, CPA
Lead Accountant, Inventory Control & Capitalization