KFS Update for June 19, 2017

Sent to the KFS-Update mailing list on June 19, 2017

TEM and DV Fiscal Close Deadline is Friday, June 23

All Travel and Event Management (TEM) documents and Disbursement Vouchers (DV) must be submitted, scanned, fully approved, and in Accounting’s Action List by 4 p.m. on June 23 to be recorded for the 2016-17 fiscal year.

  • If you miss the June 23 deadline, DO NOT hold the documents. Submit your documents and be sure supporting documents are scanned. The Accounting office will make every effort to post them to the June ledger. DO NOT submit New Year (2017-18) transactions until July 1.
  • Review older documents for notes that Accounts Payable has added requesting additional supporting documents or approvals. Accounts Payable is making every effort to contact the initiator as well to inform them of any additional requirements.

Submit Requests to Transfer to/from Reserves by July 14

Auxiliary and sales & service units who want to record transfers to/from reserve funds for the 2016-17 fiscal year should send requests to the Accounting Department no later than 5 p.m. on Friday, July 14. Transfers should be requested using this Excel Template. Both auxiliary and sales & service units should use the same template, but please note the following:

Reserve Funds (Auxiliary Enterprises)
  • It may be appropriate for an auxiliary to accumulate reserves intended to be utilized (expensed) in future years (example: expected capital renewal/replacement costs)
  • Auxiliaries are assigned specific fund numbers for reserves
  • Requests should be sent via Excel template to Accounting by 5 p.m. on July 14
Reserves (Non-Auxiliary)
  • Sales & service units can fund reserves for similar reasons to auxiliaries – when accumulating reserves for future year expenses is appropriate
  • Sales & service units should use fund 76390 for reserves
  • 76390 should be used by official sales & service units only (units that require yearly Budget Office review). If you don’t know if you are a sales & service unit, or you’re interested in starting a new one, contact the Budget Office.
  • Requests should be sent via Excel template to Accounting by 5 p.m. on July 14

For questions about reserves, please contact Victor Cesario in General Accounting.

New Origin Code for Combined Mail Recharges

Transportation & Distribution Services recently updated their system so that all mail recharges are posted to the general ledger with the “MD” origin code. Additionally, mail recharges are now being combined into a single monthly transaction. Previously, mail recharges used the parking (PK) origin code and each transaction posted individually to the ledger.

About Origin Codes

Many systems around campus feed data into KFS, and each feeder system has an origin code that can help you identify the source of fed charges. The code appears in the Origin Code column on the general ledger (see the list of definitions of General Ledger columns).

You can lookup origin codes from the KFS Lookups & Requests portlet. If you need additional information about a charge from a feeder system, you can refer to the Origin Code lookup, which includes a functional and technical contact person for each feeder system.

shows KFS Lookups and Requests portlet with the Origin Code link emphasized.

Sign Up to Get A&FS News in Your Email

Subscribe to the following mailing lists to keep up to date on the latest UCI financial news.

Follow the links above, type your email address into the first box and click the subscribe button. All the other boxes are optional.