Accounting & Financial Reporting

Create an Organization

Gather Information

Step 1: Gather Information   
  What to do How to do it
A. What You Need to Know Each Chart of Accounts (COA) contains its own group of organizations. These are entities, such as departments or activities, that are defined in the financial System for routing and reporting purposes. All accounts belong to an organization, and each organization reports to another organization. This structure creates the hierarchy used for routing and approvals. The organization is not specified on financial transactions, but is a required attribute for each account.
B. Determine Chart Determine what Chart is to be used (most typically 3, L, or S).
C. Choose Organization Code Choose the 4-character code to be used to represent the organization. Organization codes must be exactly 4 characters in length and can be any combination of letters and numbers. Organization codes must be unique within a Chart of Accounts.

When creating an organization, you should know what structure and naming standards may have been developed by your Dean or Vice Chancellor's office (and department manager, if your department will be creating organizations).

D. Determine Reports To Organization Every organization reports to another organization (Deans' and Vice Chancellors' offices are at the top of the hierarchy and report to themselves). Use the Organization Hierarchy (50) lookup in FIS Decision Support to view your current organizational structure. Enter the highest level organization code used by your department to get a list of all the organizations beneath it. You will need to decide which organization is going to be the "reports to organization" for your new organization.
E. Select Organization Type
There are several levels of Organizations:
U: University (e.g., University of California)
A: Campus Aggregation (e.g., UC Davis or Systemwide)
C: Campus (e.g., Davis campus)
H: Health System (e.g., Medical Center)
R: Reporting (e.g., Central Managed Accounts)
W: Systemwide (e.g., Agricultural and Natural Resources--ANR)
V: Vice-Chancellor (e.g., Student Affairs, Research, University Relations)
N: Division
S: School or College (e.g., Veterinary Medicine, Graduate School of Management)
P: Plant
D: Department (e.g., Entomology)
G: Department Group
1: Sub-Department (e.g., Internal Medicine-Cardiovascular Medicine)
4: Sub-Department

In general, you will be creating Organization documents with Organization Type Code Department (type D) or Sub-Department (type 1); if setting up other types, the Organization document will route to General Accounting for approval; you will be required to send supporting documentation (e.g., letter from the Chancellor/Dean’s/Vice Chancellor’s office) establishing the division or school/college/VC.

F. Choose an Organization Manager All organizations are assigned an Organization Manager who is in charge of that organization. The Organization Manager is not used in routing and does not have any special rights or responsibilities in the financial system. The Organization Manager does not need to be a financial system user. This individual can be any employee of the university.
G. Look Up Home Department Code The Home Department Code is used by Payroll. These numbers are assigned and maintained by the Payroll department. To look up your department's code, use the Home Department Lookup in the Kuali Financial System (KFS). You can access this lookup by clicking on the Reference Tables tab and clicking the Home Department link.

Process an Organization Document

Step 2: Process an Organization Document   
  What to do How to do it
A. Start the Organization Document
  1. Select the Organization document from the Main Menu, Chart of Accounts channel. From here, you can search for an existing organization to edit or copy or you can click on the Create New button to create a new organization from scratch. The instructions below are for creating a new organization from scratch. (When editing/copying an organization, the old/current information will be on the left side of the screen and the new information should be entered on the right side of the screen.)
  2. Enter a Description in the header area (this text will appear on FIS Decision Support reports).
B. Enter the Organization Code
  1. Enter your Chart Code and tab to the next field.
  2. Enter a 4-character organization code, and tab out of the field.
C. Finish the Document
  1. You will need to insert the correct information for your new organization into the following fields:

    -Chart Code and Organization Code

    -Organization Name

    - Organization Manager

    - Organization Type

    - Begin Date

    - End Date (if applicable)

    - Reports to Chart Code

    - Reports to Organization

    - Home Department Code

    -Organization Physical Campus Code (DV for Davis)

    -Address Information (Organization Address, Organization Postal Code, Organization Country Code)

    - Active Indicator


  2. The Organization Management section identifies the Management Services Officer (MSO) or Dean's Office staff for certain specific organization types.  See the Organization Management page to learn more about when the fields will appear and what information should be entered.
  3. In the Edit Purchasing/Accounts Payable Info section, complete the purchasing contact and billing information that will default on Requisitions created for that organization.
  4. Click Submit to route the Organization document for approval. Your document will then route to any existing organization review hierarchies for approval.

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