How To Make A T Account

Accounts are an of import element of UCI'due south financial system. Ensuring all accounts are setup correctly is essential to accurately reporting our financial continuing as a public institution. UCI reports its financial standing to the Academy of California, Function of the President (UCOP) based on how our accounts are coded. These results are published in the UC'south Annual Fiscal Report and Financial Schedules.

This page contains the data needed to set up an account that will accurately report your system's finances. Central Offices and the Medical Heart have unique attributes that need to be discussed with the Chart Director before creating accounts.

Central Business relationship Attributes Related to Reporting

The three most important fields to see in the account document are KFS Organization Code, 2. Control Account or UC Fund Number, and Higher Education Function Code (HEFC).

When you create a new business relationship in KFS, pay attending to the following attributes because they play a key role in how our finances are reported to UCOP:

KFS Arrangement Code
This indicates the department responsible for the account. Notation that accounts should only exist mapped to organization codes that are at the everyman level of the hierarchy.

UC Business relationship
The UC Account name should exist descriptive of the overall purpose of the KFS accounts that share the same UC Account attribute. The UC Account may represent a demand to track fiscal activities for a particular project, operation, person, or activity. The UC Business relationship allows tracking expenses and income across multiple fund sources. The UC Account code has meaning every bit well. The first two digits stand for function, and relate to the Higher Education Function Code (HEFC) as follows:

UC Account Number	Name of Function (click for description)	HEFC Code
40xxxx	Pedagogy & Departmental Enquiry	INST
40990x	Summer Session	INST
61xxxx	University Extension	INST
42xxxx	Education Hospitals	TEHS
43xxxx & 40xxxx	Academic Back up (the default is 43, but many historic accounts were set upwardly with xl)	ACAD
44xxxx – 47xxxx	Organized Research: Dept., Institutes, Centers, Etc.	RESR
48xxxx – 49xxxx	Organized Research: Federal Contracts	RESR
50xxxx – 55xxxx	Organized Enquiry: Institutional Grants & Special Commission Grants	RESR
56xxxx – 59xxxx	Organized Research: Committees of the Academic Senate Grants	RESR
60xxxx	Libraries	LIBR
62xxxx	Public Service	PBSV
64xxxx	Maintenance & Operation of Physical Constitute	MOPP
66xxxx	Full general Assistants	ISUP
72xxxx	Institutional Support & Services	ISUP
68xxxx	Student Services	STSR
76xxxx	Auxiliary Enterprises	AUXE
77xxxx	Financial Assistance	GRFA
78xxxx	Graduate Financial Aid	GRFA
79xxxx	Post Doc Fiscal Assistance	GRFA
80xxxx	Provision for Allocations	PROV

The UC Account also has a relationship to the KFS organization (section) to which it belongs. No one UC Business relationship number can exist in more one organization. In some circumstances, the second set of digits of the UC Business relationship (XX01XX), tin can be mapped to a particular organization code, whereby a item set of digits in the three^rd and 4^th position conspicuously identify the UC Account as belonging to a particular department. Such coding can be valuable for reporting, assay, and identification when reviewing and approving transactions. Unfortunately, some of this coding consistency was lost when KFS went live, every bit maintaining the centre two digits with a particular structure is not strictly enforced when setting upward new accounts. Even so, if such coding is valuable to the unit maintaining the chart of accounts, it is recommended that such coding considerations be maintained whenever possible.

Control Account or (UC Fund Number)
The Control Account and UC Fund should ever be identical—except that the Control Account number is prefixed with the letters "UC". The terms are often referred to interchangeably. Both indicate the source of the funding, and they should accept the same Sub Fund Grouping attributes. They are maintained equally separate fields for UCOP reporting.
Higher Instruction Function Code (HEFC)
This code plays a role in how we study our finances and, as noted to a higher place, should correspond to the get-go 2 digits of the UC Account number assigned to each account. In the University'due south fiscal study, operating expenses are broken downwards according to the HEFC of the KFS Account. Click the image to the right to see an example of what this breakdown looks like. See the detailed descriptions of all HEFCs to determine which part code you should be using.

Finding an Account to Copy

In the Kuali Fiscal Organization, new accounts are created by copying existing accounts. When creating a new business relationship, the procedure is easiest if you lot are able to detect an account to copy in the same lowest level arrangement in which the new account is needed that matches the advisable HEFC. If possible, friction match the UC Account besides.

If Y'all Cannot Detect an Advisable Account to Copy

If y'all cannot find an existing account within your organization that has the required HEFC or UC Account, your local fiscal manager will demand to piece of work with the Budget Office and Bookkeeping to gear up a new UC Account. If the HEFC does non exist in your organisation, your local financial management will need to work with the Budget Office to decide the following information so Accounting tin can setup the new UC Account for your group:

UC Account Name
UAS (Compatible Accounting Structure) KFS=HEFC
AGC (Account Group Code) UC Account Type
ARC (Annual Report Code) Financial Schedule Reporting
PHDC (Payroll Home Section Code) UCPath=Hr Org

After y'all have this information, you lot can go on to copy an business relationship according to the instructions below. The AGC, UAS, ARC, and PHDC can be included in the e-document'southward Explanation box. The Chart Manager in the Accounting Department will use this information to setup your account with an advisable HEFC/UC Account.

Tip: Before requesting a new Sales and Services Fund, or Other Sources Fund, you lot should as well start by contacting the Budget Part.

Step-past-Step Instructions: Copying an Account

Before y'all begin this process, make certain you understand how to find an appropriate account to copy. This is described in detail in a higher place.

Getting Started

Logging Into KFS

Log in to ZotPortal with your UCInetID and password.
Select the Faculty & Staff tab and then the Finances/KFS tab.

Business relationship Lookup

In the KFS Lookups & Requests portlet, expand the Nautical chart of Accounts department and click the "Account" link.
Look upwardly an appropriate business relationship to copy according to the guidelines described in the sections above. Compliance with these guidelines is mandatory.
In the left column labeled Deportment, select copy. (You must have the Chart of Accounts Maintenance User Role in KSAMS to copy accounts.) On the resulting screen, complete each tab as follows below.

Account Maintenance Tab

Edit Description	Enter a brief clarification of the account maintenance certificate, east.grand. "Create a new KFS account."
Edit Caption Field	This footstep is required fifty-fifty though there isn't an asterisk. Use this box to describe the purpose, changes, and what the desired HEFC fund would exist. If this is a new HEFC for your system, delight include the AGC, UAS, ARC, and HDC codes from the Budget Office. The Chart Manager volition apply this information to setup the UC Account and HEFC afterwards the document is submitted. (Optional) If you have a preferred UC Account, delight betoken what you would like the UC Account to be here.
Enter Nautical chart Code	Select the Nautical chart Code, or search for it from the Nautical chart lookup by pressing the magnifying glass icon: IR - Campus MC - Medical Center
Do Not Alter Business relationship Number	The Account Number will be completed automatically with the KFS Document Number, located to a higher place. Do not change this number. The system will assign the KFS account number at the end of the process.
Enter Account Proper noun	The Account Proper noun must begin with the 6-digit UC Account number and five-digit Fund (Control Account) number. The name should be written in all caps. Example: "123456-78901 Start" If the new UC Account number is not known, enter only the information you know and enter x's to agree space for the UC Account and Fund. Example: "40xxxx-1234 DESKTOP Calculating"
Enter Organization Lawmaking	Enter the KFS System Code (at the lowest level) where this account will be mapped in the General Ledger. This is non hierarchical, for instance if you create an business relationship at the 7xxx level, and you have orgs that reports to that org below it in 6xxx, it should be mapped to 6xxx.
Enter Account Constructive Date	For the Business relationship Constructive Date, enter the appointment this account will start.
Sub-Fund Grouping Code	Sub-Fund Group Code should be correct if you selected the correct Fund to begin with. If you are using a dissimilar Fund than what y'all copied, delight find and enter the correct SFG from another account with that Fund.)
Skip To Next Tab	Y'all may safely disregard the rest of the fields in the Business relationship Maintenance Tab and movement on to the Account Responsibility Tab.

Business relationship Responsibility Tab

Alter Those Responsible For Account	Nether the Account Responsibleness tab, you can change the UCInetIDs of the Fiscal Officer, Business relationship Supervisor, or the Account Manager. Call back that the Fiscal Officer cannot be the aforementioned as the Account Supervisor.
Skip To Side by side Tab	Afterward you accept updated the beginning 3 rows (Financial Officeholder, Account Supervisor, and Account Director) as needed, yous may safely disregard the rest of the fields in this tab.

Guidelines and Purpose Tab

Enter Brief Description	Under the Guidelines & Purpose, provide a cursory description of the purpose of the business relationship in the Account Purpose text field.
That's it!	You may safely condone all other fields in this tab.

All Remaining Tabs

Skip Remaining Tabs

You may safely disregard the rest of the tabs.
This information will be completed by the Chart Director or some other node in the workflow.

Submitting and Adjacent Steps

When you are satisfied that all information is correct, click the submit button down beneath. The document will go along through workflow, including approving from the Chart Managing director in Accounting. If you're curious to know who will ultimately vet this request, visit the Route Log tab. Under the Pending and Future Action Requests tabs y'all will see a list of individuals who will receive this item in their Activity Lists.