Understanding Accounts and Funds

Organizations

An organization is a four-character (alphanumeric) identifier used in KFS to facilitate reporting by department and by school, college or vice chancellor. Every department has at least one organization; most have several. Organization is one of the few attributes that has a hierarchical structure which consists of different levels. Levels are created based on the "Reports to" organization.

Organization Types

S - School/College

Are assigned to the dean at the school/college.

  • These are Level 4 organizations.

  • S (School/College) cannot have any accounts directly under it as this is used to aggregate all accounts for a school/college.

  • "Reports to" Organization will be one of the Level 3 Organizations: CMP (Campus), HSYS (Medical Center), or ANRS (Systemwide).  

  • Please note: The College of Letters & Science is the only exception.  The divisions in the college have an organization type of "S".

V - Vice Chancellor

Are assigned to the Vice Chancellor’s office. 

  • These are Level 4 organizations.

  • V (Vice Chancellor) cannot have any accounts directly under it as this is used to aggregate all accounts for a vice chancellors office.

  • "Reports to" Organization will be one of the Level 3 Organizations: CMP (campus), HSYS (Medical Center), or ANRS (Systemwide). 

N - Division

Are assigned to major divisions at the school, college or Vice Chancellor’s office. 

  • “Reports to” a Level 4 Organization S (School/College) or V (Vice Chancellor).

  • N (Division) cannot have any accounts directly under it as this is used to aggregate all accounts for a division.

  • G (Department Group) and D (Department) are the only organization types that can report to N (Division).

  • There is no Management Ledger Review (MLR) required for a division, but you can run the MLR at the Division level for informational purposes.

G - Department Group

Reflect a cluster or group which is providing administrative services to multiple departments.

  • Can either report directly to a S (School/College), V (Vice Chancellor) or N (Division).

  • Accounts are allowed under a G (Department Group)

  • D (Department) is the only organization type that can report to G (Department Group).  

  • When there is a G (Department Group), the Management Ledger Review (MLR) is only required at the G (Department Group) level and not at the D (Department).  This provides a higher level review of each of the departments below.

D - Department

Are assigned to departments or programs at the school, college or vice chancellor’s office.

  • Can either report directly to a S (School/College), V (Vice Chancellor),  N (Division), or G (Department Group).

  • 1 (Sub-Department) is the only organization type that can report to D (Department).  

  • The Management Ledger Review (MLR) is required at the  D (Department) organization if it does not report directly to a G (Department Group).  If the D (Department) reports to a G (Department Group), the MLR is required only at the G (Department Group) level organization.

1 - Sub-Department

Are driven by internal or Dean/VC reporting needs.

  • Can only report to a D (Department).

  • No Management Ledger Review (MLR) is required at the 1 (Sub-Department) and below.

  • 1 (Sub-Department) may report to another 1 (Sub-Department).

  • 4 (Sub-Department) may only report to a 1 (Sub-Department).

4 - Sub-department

Are driven by internal or Dean/VC reporting needs.


For Ledger Review purposes the Quarterly Ledger Review (QLR) is required quarterly at the S (School/College) or the V (Vice-Chancellor) organization types.  The Management Ledger Review (MLR) is required monthly at the G (Department Group) or the D (Department) organization types.  The Analytical Ledger Review (ALR) is required monthly at the account level.

Examples of possible organizational structures.

Org Structure

Frequently Asked Questions

How are organizations created or updated in KFS?

Organizations are created and updated using the KFS Organization (ORGN) document. A common reason for updating organizations is to modify the organization information (e.g., business contact name, department address) that defaults into purchasing documents.  

Where can I see my organization's structure?

The Organization Hierarchy report (DS 50)  illustrates the KFS organizational hierarchy. The input page requires a chart and organization code, and enables you to run it with accounts included.  The report also identifies the organization type in your hierarchy.

Note: when creating new accounts, consider where the new accounts will fit within the existing organization hierarchy.  

What do I need to know if I’m going to change an account’s organization?

If you change the organization to which an account belongs and the organization is within the same department, we recommend changing at the start of a new fiscal year instead of during the year. If changes are made during the year, and you will need to run the Transaction Listing Report (DS 2) by each organization for the periods that account was in each organization.  

Remember to work with your Dean's/VC's office if you are creating/changing an organization type from a Division, Department Group or Deparment in Levels 5 or 6.

What if an entire program or department is changing?

If accounts/programs are moving to another department within the same school/college or vice chancellor’s office, you should also review the account attributes – specifically the Annual Report Codes (ARC) for each account.  The ARC is set up for specific departments and programs so, if the account is moving to a different department/program, the ARC for the account may also need to be updated.  Please contact General Accounting to make that request or to get help/information to determine if the ARC needs to be changed/updated.  It is also more important to make sure the organization change happens at the beginning of a fiscal year, if possible. 

If the accounts/programs are moving to a different school/college or vice chancellor’s office, normally you should create new accounts under the organization for the new school/college or vice chancellor’s office.  You should not use the same UC Account.  Contact General Accounting who will work with you to review the old UC Accounts and the Annual Report Codes (ARC) and determine what changes need to be made for the new organization.    

What organization types are required to review the MLR?

For the Management Ledger Review (MLR) purposes, the review happens either at type G (Department Group) or D (Department).  For a G (Department Group) the MLR is only required at the G (Department Group) level and not at the D (Department) Level.  For review purposes you can run the MLR with any organization code but the review button will not appear for other organization types.

Currently all active organizations of type code G (Department Group) or D (Department) will show up on the MLR regardless of account activity.  If you have an organization with no activity, you should move it to a 1(Sub-Department).

How do I change the person reviewing the MLR?

The organization document has an organization management tab that will display if the organization is either G (Department Group) or D (Department).  In this tab there is field called the MSO/Manager Principal Name.  This field populates who is required to review the MLR.

How do I change the person reviewing the QLR?

The organization document has an organization management tab that will display if the organization is either S (School/College), V (Vice-Chancellor) or R (Central Managed Accounts).  In this tab you can update the following:

  • Dean/Vice Chancellor User ID
  • Assistant Dean User ID
  • Budget Analyst User ID
  • BIA Analyst User ID

Please note that the Dean/Vice Chancellor User ID field is for informational purposes and they will not be able to sign-off on the review of the QLR.

By default the Budget Analyst receives the quarterly reminders to complete the QLR.

Can a N (Division) have accounts directly reporting to it?

No divisions, schools/colleges and vice-chancellor type organizations cannot have accounts directly reporting to them.

Can a G (Department Group) have accounts directly reporting to it?

Yes, G (Department Groups) can have accounts reporting to it.

I have an organization code that is only used for expired accounts, what organization type should it be?

You should set up organizations for expired accounts as 1 (Sub-Department) to ensure that the organization does not appear for review in the MLR.


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