Workflows for Financial Processing (FP) e-Documents

The workflows for the most common Financial Processing e-documents are listed below. KFS users may also optionally choose to ad-hoc route any of these documents to additional individuals though this will extend the time it takes to process the transaction.

General Error Correction (GEC)

The General Error Correction document is used to correct or modify entries that have been posted to the General Ledger.

  • 1. Initiator - Must be Role 54 or Basic Financial User C&G
  • 2. Project Director - receives an Action List FYI
  • 3. Fiscal Officer - approves the eDoc

The Advance Deposit document is used to record deposits that go directly to the bank. Use of this document is restricted. It can only be initiated by users with AD User role.

  • 1. Initiator - Restricted to the AD User role
  • 2. Fiscal Officer - receives an Action List FYI when final/processed

Auxillary Voucher (AV)

The Auxiliary Voucher document is used by Central Accounting to record adjustments or accruals. Use of this document is restricted. It can only be initiated by users with AV User role.

  • 1. Initiator - Restricted to the AV User role
  • 2. Fiscal Officer - receives an Action List FYI

Budget Adjustment (BA) & Budget Appropriation Transaction (BAT)

The Budget Adjustment document is used to record current budget transactions for Inception to Date funds. The Budget Appropriation Transaction document is used to record current budget transactions for Year to Date funds.

  • 1. Initiator - Must be Role 54 or Basic Financial User C&G
  • 2. Fiscal Officer - receives an Action List FYI

Cash Receipt (CR) & Credit Card Receipt (CCR)

The Cash Receipt document is used to record cash and checks received by units, for subsequent deposit into bank accounts. The CR document is only used by the Medical Center. The Credit Card Receipt document is used to record the receipt of income via credit card payments to the university and distribute the funds received to the appropriate accounts in the financial system.

  • 1. Initiator - Must be Role 54 or Basic Financial User C&G
  • 2. Cash Manager - approves the eDoc

Distribution Of Income And Expense (DI)

The Distribution of Income and Expense document is used to distribute income or expense from account(s) to another account(s). The use of this document is restricted.

  • 1. Initiator - Restricted to the DI User role
  • 2. Fiscal Officer - approves the eDoc

Indirect Cost Adjustment (ICA)

The Indirect Cost Adjustment document is used to adjust the amount of indirect cost expense charged to a Contracts and Grants account and automatically adjust the associated amount of indirect cost revenue.

  • 1. Initiator - Contracts and Grants Division
  • 2. Fiscal Officer - approves the eDoc

Intercampus Transfer (ICT)

The Intercampus Transfer document is used to record goods or services provided by/to one UC University to/from UC Irvine.

  • 1. Initiator - Must be Role 54 or Basic Financial User C&G
  • 2. Fiscal Officer - receives an Action List FYI

Internal Billing (IB)

The Internal Billing document is used to bill for goods or services provided by one university department to another university department, reflecting income to the provider and expense to the customer.

  • 1. Initiator - Must be Role 54 or Basic Financial User C&G
  • 2. Fiscal Officer - approves the eDoc

Internal Encumbrance (IE)

The Internal Encumbrance document is a UCI-custom document that will allow users to make adjustments to the internal encumbrance transactions that are fed from feeder system.

  • 1. Initiator - Restricted to the IE User role
  • 2. Fiscal Officer - receives an Action List FYI

Pre-Encumbrance (PE)

The Pre-Encumbrance document allows you to add encumbrances using an e-doc. These transactions are for the use of the fiscal officers to earmark funds for which unofficial commitments have already been made, setting aside amounts for future anticipated expenses that might not otherwise be encumbered. The document can also be used to disencumber open encumbrances created with the PE document.

  • 1. Initiator - Must be Role 54 or Basic Financial User C&G
  • 2. Fiscal Officer - approves the eDoc

Service Billing (SB)

The Service Billing document is a restricted use document. It is used for the billing of goods and services provided by a university department to another internal department without workflow approval. A formal pre-agreement must exist between the service provider and the department being billed.

  • 1. Initiator - Restricted to Service Bill Processors
  • 2. Automatic Approval - SB eDocs are approved upon submission.

Year End Department Accrual (YEDA)

The Year-End Department Accrual is used to submit Accruals and Deferrals during Fiscal Year End.

  • 1. Initiator - Must be Role 54 or Basic Financial User C&G
  • 2. Fiscal Officer - approves the eDoc