Good Morning,

As a result of the Core-CT implementation, the new HR/Payroll system will now be the system of record for UConn’s departmental hierarchy. The current 5-tiered structure housed in the Kuali Financial System (KFS) is being replaced by an 8-tiered structure to be consistent with the Core-CT departmental hierarchy.  This change will take effect on 9/16 in KFS and will be reflected in KFDM on 9/17.  The MUD Table departmental hierarchy will remain intact within Genesys until the conversion to Core-CT on 9/26.

At the close of business on 9/16 we will execute the changes in KFS to update the department hierarchy to be reflective of the structure below.  In addition, users will be assigned new security permissions based on the responses we received from Organization Heads.

Currently in KFS	Core-CT
(U) University (E) Executive Level (V) Division/Unit (D) Department (B) Sub-Department	(U) UOC-PRES – University (4) UOC-DIVS – Division (5) UOC-VP-CAB – VP / Cabinet (6) UOC-AVP-DN – AVP / Dean (7) UOC-DISGRP – Discipline/Grouping/Assoc Dean (8) UOC-DEPT – Department (9) UOC-SBDPT1 – Sub-Department 1 (T) UOC-SBDPT2 – Sub-Department 2

Reporting:

In preparation for this change, many of the KFDM standard reports will be updated on 9/17 with an additional filter which allows users the flexibility to select just a specific organization or all organizations which report to it.  Previously the only option was to select an organization and return all results within that organization including those which report to it.  It was necessary to add this filter so departments could get reports on accounts from higher level organizations without having to pull all subordinate organizations as well.  If you have custom written reports in KFDM which use this org hierarchy filter logic, please make note of this change as your reports may need to be updated.

Next Monday you will receive additional information, including a link to the new organizational structure.

Support and Questions:

The Finance Systems Team and KFS Subject Matter Experts have taken extra care to ensure this transition to the Core-CT departmental structure is as smooth as possible.  However, if systemic or security issues do arise, we stand ready to assist you.  If you encounter any KFS problems resulting from this change, please contact the Finance Systems Team through the UITS Help Center at 860-486-4357 or enter at ticket at http://serviceit.uconn.edu.

Thank you,

The Finance Systems Team

To All KFS and KFDM Users: 

The Final Close for Fiscal Year 2016 will take place tomorrow night, Wednesday, August 24, 2016. KFS will be unavailable beginning at 5 pm.  By Thursday morning, August 25^th, final balances from 2016 will be carried over into Fiscal Year 2017 as beginning balances. These amounts will no longer be seen as pending entries in Fiscal Year 2017; they will be final and posted amounts.  

For contract and grant accounts, ending balances for 2016 will be seen in the “Contracts Grants Beginning Balance Amount” field on the General Ledger Balance Lookup for 2017. 

For all other account types, ending balances for 2016 will be seen in the “Beginning Balance Line Amount” field on the General Ledger Balance Lookup for 2017. 

The Kuali Financial Data Mart (KFDM) will also be updated to include the beginning balances for Fiscal Year 2017. 

If you have any questions or concerns, please feel free to contact Annette Pavone at 486-2934 or Robin Hoagland at 486-3780.
 

Annette Pavone, CPA
KFS Functional Coordinator & Accounting Manager
Accounting Office
University of Connecticut
343 Mansfield Road
Storrs, CT 06269-1074
Phone: (860) 486-2934
Fax: (860) 486-0570

KFS is now open for Fiscal Year 2017 Processing. Happy New Fiscal Year!

As you begin to look at balances on your accounts in KFS, please note the following:

1. Although Fiscal Year 2017 is the default on balance inquiries, you have the option to change the date to Fiscal Year 2016 by typing over 2017.

2. When looking at Fiscal Year 2016 balances on the “General Ledger Balance” inquiry, there is an additional period called “Year End.” This is where you will see any activity posted after June 30, 2016 that relates to Fiscal Year 2016. On the General Ledger Entry inquiry, you will see these transactions in Fiscal Period “13.”

3. Fiscal Year 2017 Budget Balances are loaded for all 2-ledger, 3-ledger, and Fiscal 4-ledger accounts. (Sub-funds OPTUI, OPOTF, and OPAUX). Budgets for project accounts are scheduled to be updated tonight as pending entries (see #4 below). Processing for all accounts should continue as necessary.

4. KFS has the ability to show the prior year balances carried over into the new fiscal year. Ending balances from Fiscal Year 2016, which are scheduled to be loaded tonight as pending entries, will be regularly updated into Fiscal Year 2017 until the final close in August.

5. Encumbrances:

   a. New Fiscal Year 2017 external encumbrances (Purchase Orders) are in KFS.

   b. Prior Year external encumbrances that are carried forward into Fiscal Year 2017 are also in KFS.

   c. Fiscal Year 2017 payroll encumbrances are scheduled to be loaded within the next couple of days.

If you have any questions, please contact Annette Pavone at 486-2934.

 

Annette Pavone, CPA
KFS Functional Coordinator & Accounting Manager
Accounting Office
University of Connecticut
343 Mansfield Road
Storrs, CT 06269-1074
Phone: (860) 486-2934
Fax: (860) 486-0570

It has recently come to our attention that there are many enroute eDocs that can be approved by a Secondary Delegate. In many instances, the Secondary Delegate must approve the document because the Fiscal Officer has retired, or is on an extended absence.  Even if the Fiscal Officer has since been updated, eDocs that are routed to the original Fiscal Officer may still be awaiting action.

We are requesting that people check their Delegation Filter at the top right of the KFS Screen to see if there are items that need to be approved.  It will be sorted by name, but you can also choose “All Secondary Delegations”.

Note: If you do not see this filter at the top of your action list, it means you do not have any items to approve as a delegate. The filter appears and re-appears as needed.

If you have any questions about routing and delegations, please contact Annette Pavone at 486-2934.

Thank you,

Annette

 

Annette Pavone, CPA
KFS Functional Coordinator & Accounting Manager
Accounting Office
University of Connecticut
343 Mansfield Road
Storrs, CT 06269-1074
Phone: (860) 486-2934

Fax: (860) 486-0570

For Kuali Project Information please visit www.financesystems.uconn.edu

To All KFS Users: 

In preparation for the close of fiscal year 2016 and the opening of fiscal year 2017 in KFS, please make note of the following: 

1. KFS will be shut down at 5:00 pm on Thursday, June 30^th.

2. KFS will be available Friday morning, July 1^st for fiscal year 2017 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 2016, as well as any eDocs that missed these deadlines to the extent time permits. Fiscal year 2016 eDocs not finalized before June 30^th will be rolled over and posted in fiscal year 2017 when finalized. 

4. Certain eDocs submitted after June 30 will be posted back to fiscal year 2016 by central offices, and you will notice these being reflected in fiscal year 2016. If you have an eDoc that you believe should be posted to fiscal year 2016, (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 Robin Hoagland (486-3780) or Annette Pavone (486-2934). 

 

Annette Pavone, CPA
KFS Functional Coordinator & Accounting Manager
Accounting Office
University of Connecticut
343 Mansfield Road
Storrs, CT 06269-1074
Phone: (860) 486-2934
Fax: (860) 486-0570

For Kuali Project Information please visit www.financesystems.uconn.edu