To All KFS Users:

In preparation for the close of fiscal year 2021 and the opening of fiscal year 2022 in KFS, please make note of the following:

1. KFS will be unavailable for processing at 5:00 pm on Wednesday, June 30^th.

2. KFS will be available Thursday morning, July 1^st for fiscal year 2022 processing.

3. 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 2021, as well as any eDocs that missed these deadlines to the extent time permits. Fiscal year 2021 eDocs not finalized before June 30^th will be rolled over and posted in fiscal year 2022 when finalized.

4. Certain eDocs submitted after June 30 will be posted back to fiscal year 2021 by central offices, and you will notice these being reflected in fiscal year 2021, Period 13. If you have an eDoc that you believe should be posted to fiscal year 2021, (for example, to clean up a deficit account), please specify this on the eDoc before you submit it.

If you have any questions, please contact Lori-Anne Hansen (lori-anne.hansen@uconn.edu) or Annette Pavone (annette.pavone@uconn.edu).

 

Annette Pavone, CPA

Lead Accountant, Inventory Control & Capitalization

Accounting Office

University of Connecticut

343 Mansfield Road

Storrs, CT 06269-1074

Phone (860) 486-2934

Are you a Fiscal Officer who is planning a Spring or Summer vacation? (Or maybe just some time off from telecommuting?) 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

Parent Organization

Organization

Account

Delegate 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 not override any existing delegations.

 

For answers to your questions about delegations, please see the Delegations topic here: https://pmo.its.uconn.edu/knowledgebase/faqs/ , or you may contact me directly.

 

Thank you, and enjoy your time off!

 

Annette

 

Annette Pavone, CPA

Lead Accountant, Inventory Control & Capitalization

Accounting Office

University of Connecticut

343 Mansfield Road

Storrs, CT 06269-1074

Phone (860) 486-2934

If you are looking to close an account effective for FY22, the following steps 1 – 3 need to be completed before June 30, 2021. 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 30^th), 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 FY21 has been completed, at the end of August:

4. After all of these steps are done, and the final close of FY21 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

Accounting Office

University of Connecticut

343 Mansfield Road

Storrs, CT 06269-1074

Phone (860) 486-2934

To All KFS Users:

 

As you know, the end of fiscal year 2021 is quickly approaching. For an orderly close of KFS, there is a need for all FY21 KFS eDocs to be finalized before the end of June. There are eDocs in KFS that have a status of “enroute” – some of these are several months old.  A document that is “enroute” is waiting for approval by someone. Every KFS User is being asked to do the following:

 

1. Check your Action List regularly, and look in the “Action Requested” column for items that say “Approve.”  You may also utilize the “My KFS” tab to see eDocs in your action list sorted and filtered by document type. Open up each eDoc, and approve or disapprove it as appropriate. Once you take the action requested, the eDoc will disappear from your Action List, and move on to the next approver or to Final or Processed status. For more information about managing your Action List, and for details on other Route Statuses and other Actions Requested, please see KFS FAQ's  (Action List).
2. We also ask that you find eDocs that you have initiated that are still enroute, and have not yet routed to a central department such as Accounts Payable or Accounting.  (Many of you do not initiate eDocs so this does not apply.)  For these eDocs, look at the route log to see whose action list it is in, and contact that person to remind them to take action on the eDoc.
3.  To find your enroute eDocs:

a. Click on the “doc search” button

b. Click on the “detailed search” button

c. Enter your netid in the Initiator box

d. In the Route Status box, choose “ENROUTE”

e. Optional: Name this search by entering “My enroute eDocs,” for example, in the “Name this search” box. To easily re-create this search in the future, use the Searches dropdown list.

f. Click “search”

g. To see the route log on an eDoc:

i. Open up the eDoc and go to the Route Log tab, or

ii. Click on the “Route Log” icon in the far right column. This will open up only the route log.

h. In the Pending Action Requests area, look for “IN ACTION LIST APPROVE” – this is where the eDoc is currently waiting for action. If it is a group, you can click on the group name to see the individual members in this group.

 

If you are unable to approve an eDoc that it is your action list, or if you encounter any other issues, please go to https://financialapps.its.uconn.edu/, click on “Request Help,”  and complete a Help Ticket. Please provide the eDoc number, and a description of the error that you are receiving.

 

We thank you in advance for your cooperation.

 

 

Annette Pavone, CPA

Lead Accountant, Inventory Control & Capitalization

Accounting Office

University of Connecticut

343 Mansfield Road

Storrs, CT 06269-1074

Phone (860) 486-2934