KFS is now open for Fiscal Year 2021 Processing. Happy New Fiscal Year!

As you begin to look at balances on your accounts in KFS, please note the following:

1. Although Fiscal Year 2021 is the default on balance inquiries, you have the option to change the date to Fiscal Year 2020 by typing over 2021.
2. When looking at Fiscal Year 2020 balances on the “General Ledger Balance” inquiry, there is an additional period called “Year End.” This is where you will see any activity posted after June 30, 2020 that relates to Fiscal Year 2020. On the General Ledger Entry inquiry, you will see these transactions in Fiscal Period “13.”
3. 3. Fiscal Year 2021 Budgets are loaded for all 2-ledger, 3-ledger, and Fiscal 4-ledger/6-ledger accounts. (Sub-funds OPTUI, OPOTF, OPAUX, RFNDO, RFNDA). Budgets for project accounts are scheduled to be updated overnight on July 1st as pending entries (see #4 below). Processing for all accounts should continue as necessary.
4. KFS has the ability to show the prior year balances carried over into the new fiscal year. Ending balances from Fiscal Year 2020, which are scheduled to be loaded overnight on July 1st as pending entries, will be regularly updated into Fiscal Year 2021 until the final close in August.
5. Encumbrances:
6. New Fiscal Year 2021 external encumbrances (Purchase Orders) are in KFS
7. Prior Year external encumbrances that are carried forward into Fiscal Year 2021 are also in KFS.
8. Fiscal Year 2021 payroll encumbrances will be posted the night of July 8, 2020.

If you have any questions, please contact Annette Pavone at Annette.pavone@uconn.edu.

 

Annette Pavone, CPA
Accounting Manager, Inventory Control & Capitalization
Accounting Office
University of Connecticut
343 Mansfield Road
Storrs, CT 06269-1074
Phone (860) 486-2934

Hi everyone,

You are being contacted because you have initiated a CR or AD edoc in FY20 or are a regular contact of ours for depositing.

To accommodate year-end deposits, Cash Operations will be available to accept deposits from 8:30am – 10:00am on Monday, June 29^th   instead of Wednesday July 1st.  June 29^th will be the last day for cash/check deposited through Cash Operations to be recorded in Core for FY20.

We will resume our (now) normal Wednesday hours, 8:30am – 1:00pm, beginning Wednesday July 8^th  for FY21 deposits.

I know some departments have not been regularly going on campus to check mail for payments.  We highly suggest making accommodations to ensure any FY20 funds are recorded and deposited appropriately.

*Note: We will still be open next Wednesday, June 24^th, 8:30am – 1:00pm as usual.

Thank you,
Alyse

Alyse Lofman-Kwapien  |  Manager of Cash Operations

University of Connecticut | Office of the Bursar
233 Glenbrook Road Unit 4100 Storrs, CT  06269
Office: 860.486.6826 | Fax: 860.486.3307

To All KFS Users:

In preparation for the close of fiscal year 2020 and the opening of fiscal year 2021 in KFS, please make note of the following:

1. KFS will be unavailable for processing at 5:00 pm on Tuesday, June 30^th.
2. KFS will be available Wednesday morning, July 1^st for fiscal year 2021 processing.
3. eDocs that were routed to the central processing offices (Accounting, Accounts Payable, etc.) by the deadlines specified in the Controller Memo will be posted to fiscal year 2020, as well as any eDocs that missed these deadlines to the extent time permits. Fiscal year 2020 eDocs not finalized before June 30^th will be rolled over and posted in fiscal year 2021 when finalized.
4. Certain eDocs submitted after June 30 will be posted back to fiscal year 2020 by central offices, and you will notice these being reflected in fiscal year 2020, Period 13. If you have an eDoc that you believe should be posted to fiscal year 2020, (for example, to clean up a deficit account), please specify this on the eDoc before you submit it.

If you have any questions, please contact Lori-Anne Hansen (lori-anne.hansen@uconn.edu) or Annette Pavone (annette.pavone@uconn.edu).

 

Annette Pavone, CPA
Accounting Manager, Inventory Control & Capitalization
Accounting Office
University of Connecticut
343 Mansfield Road
Storrs, CT 06269-1074
Phone (860) 486-2934

To All P-Card Reconcilers and Fiscal Officers:

Please include the Project Code HOME on purchases of items that are being sent to people’s homes. This includes any IT peripherals, small equipment items, computers, and other items that will need to return to campus once people stop working from home.

The COVID19 project code should continue to be used for items that are directly related to the pandemic. The HOME object code is for items that would have been purchased regardless, but are being shipped to a personal residence due to stay-at-home orders.

Please contact me with any questions about these codes.

Thank you,
Annette

Annette Pavone, CPA
Accounting Manager, Inventory Control & Capitalization
Accounting Office
University of Connecticut
343 Mansfield Road
Storrs, CT 06269-1074

This email only applies to Cardholders, Record Managers and Fiscal Officers that have PCard transactions that have not been reallocated and approved. 

 Good Morning:

Reminder: We only have two week left of Fiscal year 2020 and there are over 2200 outstanding Pro-Card (PCDO) e-docs that need to be reallocated and or approved.  In some cases the PCDO e-docs have been reallocated but they are in the action list of the Fiscal Officer for approval.  Please make time to review your action lists in KFS to ensure that all your PCard e-docs have been reallocated and approved.   This MUST be done prior to the new fiscal year.  You do not need to wait for your statement to reallocate charges.  All transactions that need to be reallocated will be in your action list.

All Procard transactions with a Post date of June 15th and earlier must be reallocated and approved by the fiscal officer by June 30th.   This Wednesday, June 17^th is the last day a new PCDO will hit your action list.  All transaction feeds after Wednesday will be held and fed into KFS when FY21 opens.

 Cardholders – Please check your action list.  You will get an FYI each time a Pro-card transaction posts to your account.  Be sure to notify your reconciler with appropriate receipts and accounting information so they can reallocate your transaction.

 Reconcilers – Please check your action lists for any outstanding charges that need to be reallocated.   Please remember that the charge is not completely reallocated until your fiscal officer approves the e-doc.

Fiscal Officers – Please check your action lists for any PCDO’s that have been reallocated that are waiting for your approval.

Please let me know if you have any questions.

Thank you in advance for your attention to this matter!

Thank you,

Nancy Patrylak, CPCP
Procurement Solutions Center Manager
University of Connecticut
University Business Services
3 Discovery Drive, Unit 6076
Storrs, CT  06269
(860) 486-2622 – phone
(860) 486-5051 – fax

Attachment: Coding Expenses Associated with Coronavirus_3.13.2020

Sent on behalf of Trish Casey, Associate Vice President of Financial Operations and Controller:

As a reminder, expenses relating to the Coronavirus should be coded using Project Code COVID19. Please see the attached document for more details.

For transactions that have already posted to the general ledger that should have had the COVID19 project code, please submit an Intra-Account Adjustment (IAA) eDoc in KFS.

Instructions on how to complete an IAA:

On the IAA eDoc, the FROM side of the transaction represents how an expense is currently recorded; the TO side of the transaction will include the Project Code COVID19.

For negative expenses (credits), the TO and FROM sides should be reversed.

The Reference Number should be the eDoc number of the existing transaction.

For questions on completing the IAA, please contact Annette Pavone (annette.pavone@uconn.edu)

 

Thank you,

Annette Pavone, CPA
Accounting Manager, Inventory Control & Capitalization
Accounting Office
University of Connecticut
343 Mansfield Road
Storrs, CT 06269-1074
Phone (860) 486-2934

Attached document: Coding Expenses Associated with Coronavirus_3.13.2020

Sent on behalf of Trish Casey, Associate Vice President of Financial Operations and Controller:

As a reminder, expenses relating to the Coronavirus should be coded using Project Code COVID19. Please see the attached document for more details.

 

Thank you,

Annette Pavone, CPA
Accounting Manager, Inventory Control & Capitalization
Accounting Office
University of Connecticut
343 Mansfield Road
Storrs, CT 06269-1074
Phone (860) 486-2934

This email only applies to Cardholders, Record Managers and Fiscal Officers that have PCard transactions that have not been reallocated and approved. 

 Good Afternoon:

Reminder: The end of the fiscal year  2020 is fast approaching and there are many outstanding Pro-Card (PCDO) e-docs that need to be reallocated.  In some cases the PCDO e-docs have been reallocated but they are in the action list of the Fiscal Officer for approval.  Please make time to review your action lists in KFS to ensure that all your PCard e-docs have been reallocated and approved.   This MUST be done prior to the new fiscal year.  You do not need to wait for your statement to reallocate charges.  All transactions that need to be reallocated will be in your action list.

All Procard transactions with a Post date of June 15th and earlier must be reallocated and approved by the fiscal officer by June 30th.

 Cardholders – Please check your action list.  You will get an FYI each time a Pro-card transaction posts to your account.  Be sure to notify your reconciler with appropriate receipts and accounting information so they can reallocate your transaction.

 Reconcilers – Please check your action lists for any outstanding charges that need to be reallocated.   Please remember that the charge is not completely reallocated until your fiscal officer approves the e-doc.

Fiscal Officers – Please check your action lists for any PCDO’s that have been reallocated that are waiting for your approval.

 

Please let me know if you have any questions.

Thank you in advance for your attention to this matter!

 

From: Procard Users <PROCARD-L@LISTSERV.UCONN.EDU> On Behalf Of Patrylak, Nancy
Sent: Tuesday, May 5, 2020 2:01 PM
To: PROCARD-L@LISTSERV.UCONN.EDU
Subject: Year end reallocation of Pro-Card

Annual Year-End Deadlines

The annual notice of financial year-end deadlines for contracts, commitments, expenditures and other transactions is located at the following link: Fiscal Year End Deadlines 6/30/2020. Your attention to and assistance in meeting these deadlines are necessary to ensure an orderly closing of University financial records and the audit of the financial statements that ensues following the close.  As with any close of a fiscal year, the Finance team members are committed to assisting you with your procurement and reimbursement needs.  We will continue to process all documents in accordance with Federal, State and University requirements, in support of operational, educational and research activities during this period.

For more information, contact: Trish Casey, AVP of Financial Operations and Controller, University of Connecticut, 343 Mansfield Road, Unit 1074, Storrs at patricia.casey@uconn.edu. Please see link above for additional contacts.

 

Annette Pavone, CPA
Accounting Manager, Inventory Control & Capitalization
Accounting Office
University of Connecticut
343 Mansfield Road
Storrs, CT 06269-1074
Phone (860) 486-2934