KFS Adds Automatic Routing of Senior Executive Reimbursement Approvals

Sent to the AFS-Update mailing list on March 18, 2025

The Kuali Financial System Team is pleased to announce an update to how reimbursements for senior executives are routed for final approval. Formerly, financial managers and other processors were required to ad-hoc route senior executives’ reimbursements to the CFODFA Approval Group.

Effective immediately, KFS will automatically route reimbursements to the approval team for approval whenever it detects that the payee is one of the defined titles which includes vice chancellors, most deans, the university librarian, and the CEO of UCI Health.

For financial managers, this means you no longer need to ad-hoc document to the CFODFA Approval Group when the payee is one of the named roles. Please note the following important exception:

Departments must continue to ad-hoc route documents to the CFODFA Approval Group when reimbursing vendors or other people for events and purchases where a senior leader was in attendance but was not the primary payee. Approximately 25% of documents that require CFODFA Approval Group approval fall into this category.

This automated routing will streamline processes, reduce workload, and enhance compliance across the university.

For more information, see the CFODFA Approval Group Guide. The guide details the approval process for various payment types that involve senior executives, including a listing of all leaders subject to this type of approval, and links to relevant policies.