From: Kuali Financial System <KFS-L@LISTSERV.UCONN.EDU> On Behalf Of Pavone, Annette
Sent: Friday, June 5, 2020 9:34 AM
To: KFS-L@LISTSERV.UCONN.EDU
Subject: Steps to close an account

If you are looking to close an account effective for FY21, the following steps 1 – 3 need to be completed before June 30, 2020. 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 FY20 has been completed, at the end of August:

4.After all of these steps are done, and the final close of FY20 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

Accounting Manager, Inventory Control & Capitalization

Accounting Office

University of Connecticut

343 Mansfield Road

Storrs, CT 06269-1074

Phone (860) 486-2934

From: Kuali Financial System <KFS-L@LISTSERV.UCONN.EDU> On Behalf Of Pavone, Annette
Sent: Wednesday, June 3, 2020 2:22 PM
To: KFS-L@LISTSERV.UCONN.EDU
Subject: Fiscal Officer Account Delegations

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

Accounting Manager, Inventory Control & Capitalization

Accounting Office

University of Connecticut

343 Mansfield Road

Storrs, CT 06269-1074

Phone (860) 486-2934