Processing a Transfer of funds Document on-line training Welcome to Processing a Transfer of Funds Document On-line Training. This guide will first provide an overview of the Journal Entry Documents in KFS and then review the Transfer of Funds eDoc. Fiscal Services Office Rev September 21, 2016

Overview KFS has six different electronic documents (eDocs) to process journal entries. Use is dependent on the type of transaction. In most cases, eDocs will route for at least one other approval other than the initiator to ensure separation of duties for internal control purposes. For eDocs involving extramural accounts, the following should be documented: Reason for the journal entry Certification that amounts are (1) allowable per sponsored agreement / Office of Management and Budget (OMB) Cost Principles (2) allocable - supports / benefits the project within the award period and (3) reasonable KFS has six different electronic documents used to process journal entries. Use of the different electronic documents or eDocs is dependent on the type of transaction. In most cases, eDocs will route for at least one other approval other than the initiator to ensure separation of duties for internal control purposes. For eDocs involving extramural accounts, the following should be documented: Reason for the journal entry Certification that amounts are (1) allowable per sponsored agreement / Office of Management and Budget (OMB) Cost Principles (2) allocable - supports / benefits the project within the award period and (3) reasonable

Six Journal Entry eDocs Distribution of Income and Expense (DI) Distribute income or expense from one account to one or more account(s) Distribute costs to sub account(s) or sub object(s) General Error Correction (GEC) Correct account(s) and/or object code(s) on previously posted entries Transfer of Funds (TF) Transfer cash between accounts Internal Billing (IB) Bill for goods/services provided by one university department to another university department Service Billing (SB) Note: Use of this document requires special permissions and authorization Salary Expense Transfer (ST) Correct or transfer salary and fringe benefit expenses from one account to one or more account(s) The six journal entry documents in KFS are the Distribution of Income and Expense, the General Error Correction, the Transfer of Funds eDoc, Internal Billing, Service Billing and Salary Expense Transfer.

Transfer of Funds eDoc Journal Entry eDoc Common Uses Distribution of Income and Expense (DI) Distribute income or expense from one account to one or more account(s) Distribute costs to sub account(s) or sub object(s) General Error Correction (GEC) Correct account(s) and/or object code(s) on previously posted entries Transfer of Funds (TF) Transfer cash between accounts Internal Billing (IB) Bill for goods/services provided by one university department to another university department Service Billing (SB) Note: Use of this document requires special permissions and authorization Salary Expense Transfer (ST) Correct or transfer salary and fringe benefit expenses from one account to one or more account(s) The Journal entry Doc discussed in this tutorial is the Transfer of Funds.

Transfer of Funds (TF) Used to transfer funds (cash) between accounts. Mandatory - required to meet contractual agreements. Non-mandatory - allocations of unrestricted cash between fund groups or accounts, which are not required by any external agreements. Most common: tuition cash from revenue control accounts to college/dept expending accounts. Navigation: Main Menu tab > Transactions > Financial Processing > Transfer of Funds The Transfer of Funds (TF) eDoc is used to transfer funds (cash) between accounts. There are two kinds of transfer transactions, mandatory and non-mandatory. Mandatory transfers are required to meet contractual agreements. Specific object codes are used to identify these transactions. Non-mandatory transfers are allocations of unrestricted cash between fund groups or accounts, which are not required by any external agreements. The most common non-mandatory transfers recorded by the University are transfers of tuition cash from the tuition revenue control account to the college/department expending accounts.

TF Document Layout TFs have six (6) tabs. The Document Overview tab is where you describe the transfer and if the transfer involves extramural accounts enter transfers that are allowable, allocable and reasonable. The Accounting Lines tab is used to enter the account transfer information Use the Notes and Attachments tab will be used for attaching supporting documents

Transfer of Funds Document Overview Tab When Extramural Accounts involved Provide certification that amounts are (1) allowable per sponsored agreement / OMB Cost Principles (2) allocable - supports / benefits the project within the award period and (3) reasonable. The first tab on the Transfer of Funds document is the Document Overview tab. In the Description field enter your 3 digit FO Code followed by a short description for the document. Use the Explanation field to provide a more detailed explanation of the description. For transfers involving extramural accounts, the following should be documented: reason for transfer certification that amounts are allowable per sponsored agreement / OMB Cost Principles allocable - supports / benefits the project within the award period and reasonable The Total Amount field will display after the accounting lines are entered and the document is saved. This field cannot be edited.

TF Accounting Lines Tab – From / To From section represents a decrease in cash. To section represents an increase in cash. Required fields to complete are Chart, Account Number, Object and Amount. Enter information directly into fields, use the drop downs or perform lookup by clicking on magnifying glass icons. Click “add” button to record accounting line in the document. The From section of the Accounting Lines tab represents a decrease in cash or where the cash is being transferred from. The To section of the Accounting Lines tab represents an increase in cash or where the cash is being transferred to. Required fields to complete are Chart, Account Number, Object and Amount. You may enter the information directly, use the drop downs or you can use the Account Number or Object lookup by clicking on the magnifying glass icon and performing a search for the correct code. Be sure to click the “add” button.

Transfer of Funds General Ledger Pending Entries (GLPE) Tab Displays the debit/credit information based on the accounts used in the Accounting Lines tab. Displays while document is ENROUTE or SAVED. Once fully approved, route status changes to FINAL, the transactions post to the GL in the nightly process, and the data on this tab are subsequently removed. Verify the GLPE against the accounting entries. The General Ledger Pending Entries (GLPE) tab displays the debit/credit information based on the accounts used in the Accounting Lines tab. The data on this tab are updated when the document is saved or submitted and will only be available while the transactions are pending. Once the document is fully approved, the route status changes from ENROUTE to FINAL, the transactions post to the GL in the nightly process, and the data on this tab are subsequently removed. Note: It is good habit to check the GLPE to verify the accounting entries for your respective eDoc.

TF Notes and Attachments Tab For extramural accounts attach PI’s authorization. If >90 days from posting of initial transaction, explain why not timely and how & how transfers will be made timely in the future. If notes and/or attachments are necessary click on the Notes and Attachments tab and populate the fields where applicable.   For TFs involving extramural accounts, the following should be documented: attach evidence of PI's authorization, if applicable for instances where the transfer is being made more than 90 days from posting of initial transaction, include an explanation as to why the transfer was not made in a timely manner and how transfers will be made timely in the future.

Transfer of Funds Ad Hoc Recipients Tab & Route Log Tab The Route Log tab can be reviewed prior to and/or after the submission of the eDoc to see the workflow of the document. If you need to ad hoc route the document to someone who is not in the normal routing, click on the Ad Hoc Recipients tab and populate the fields where applicable. Click “submit” to begin workflow routing.

KFS Contacts FMO website - http://www.fmo.hawaii.edu/ Kuali Financial - kfs.hawaii.edu/ Submit a Trouble Ticket - http://www.hawaii.edu/kualifinancial/feedbackForm.php KFS Help Desk - ph. 956-4357 Financial Systems Training - ph. 956-4357 or email fissrv@hawaii.edu

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