Financial Information Services

It's an unfortunate coincidence. What we used to call a Payment Request is actually a Disbursement Voucher (DV). The DV is available in the Financial Processing e-docs section on the KFS Main Menu tab. In KFS, the payment request function is actually the invoice payment that follows a purchase order, and only staff in the central Accounts Payable office can access this.

An Internal Billing (IB) e-doc records the sales of goods or services between units. The billing of these costs would typically include some overhead costs. This document is restricted to internal object codes to allow the university to eliminate internal entries from our financial report.

A Distribution of Income or Expense (DI) e-doc is used when you are sharing costs.

If you get an error message stating that your document does not balance, you can determine where the error exists by viewing the debits and credits you entered in the e-doc. Take the following steps to review your entries:

Units can reallocate using line-item budgets, including monthly line-item budgets, consistent with the overall award.

Subsequent accounts (either sub-accounts or project-related accounts) will be created primarily by the unit. Budgets will be allocated to project-related accounts by Sponsored Financial Services (SFS), while a unit can allocate budget to a KFS sub-account as necessary. SFS will, however, create a KFS sub-account for a new sub-recipient agreement and allocate the budget accordingly.

The development and implementation of the Kuali Coeus Award module will integrate with KFS will support the automatic creation of the Contract Control Account and the award budget.

The Initiator role for the Budget Adjustment e-doc and the delegated fiscal officer can reside outside the BSC.

The initial account (a.k.a., the Contract Control Account) will be set up by DFA’s Office of Sponsored Financial Services (SFS) - not by the unit - and established upon distribution of the agreement. Once the account is approved, the budget is entered via the Budget Adjustment e-doc and will route to the delegated fiscal officer (FO). Please note that sponsored budgets are entered as a current budget and are not a base budget adjustment.

The conversion is part of the central conversion process and requires no unit-level action. Please note, however, that...

• Budget activity for sponsored budgets, cumulative through May close, will be converted and available as of July 1 or shortly thereafter.
• June budget activity, which may include new budgets and/or modifications, will be loaded after we close our legacy system for fiscal year 2011 (scheduled for the last week in July 2011).