From: Kuali Financial System On Behalf Of Budget – Budget Office
Sent: Thursday, December 3, 2020 8:46 AM
To: KFS-L@LISTSERV.UCONN.EDU
Subject: ** UPDATE/CORRECTION ** KFS Reminder – COVID Expenses

Correction: As I’m sure many of you realized, the IAA eDoc has been replaced by the GLT (General Ledger Transfer). Please see corrected language highlighted below. Sorry for any confusion.

************************************
As a reminder, expenses relating to COVID should be coded in KFS using Project Code COVID19. It will be extremely helpful to have any current purchases related to COVID posted to KFS prior to December 30th for reporting purposes.

Some examples of the types of expenses related to COVID are:
1. Personal Protective Equipment (PPE)
2. Purchasing of equipment to work remotely (Computers, cables, iPads, etc)
3. Purchase of additional cleaning materials to clean offices, bathrooms, doors, etc.
4. Additional services needed from vendors for facility services and housekeeping, etc.
5. Supplies or services related to distance learning.

So for transactions that have already posted to the general ledger that should have had the COVID19 project code, please submit the correction to add the COVID19 code via a GLT eDoc in KFS prior to December 30, 2020.

Instructions on the GLT can be found at this link: GLT Procedure Guide If the link does not work for you, please visit https://pmo.its.uconn.edu/training/ and click on “Access Our Knowledgebase.” All KFS learning tools and procedure guides are listed on that page.

Dear Fiscal Officer,

We are writing to announce that as of Monday, October 26, 2020, Pro-card transactions will be reconciled in Concur as Company Billed Statement Reports.

Starting with the November 2020 statement (October 24^th through November 23^rd), Pro-Card transactions will be fed directly into Concur, building a Company Billed Statement report instead of creating a procurement card document (PCDO) in KFS.

The new workflow in Concur will be as follows:

1. 1. 1. Pro-Card transactions will feed into Concur on a daily basis, on a Company Billed Statement Report.
      2. Pro-Card holder, or Preparer delegate, will be responsible for reconciling these transactions on the Company Billed Statement Report in Concur (i.e., assigning KFS account number, attaching receipts, etc.). This reconciliation can occur at any time during the statement period, but must be completed by the 15^th of the month following the statement period.
      3. If you currently have a record manager that assists you with reallocating your Pro-Card transactions, then such person can still continue doing so if you assign that person as a Preparer delegate in Concur. Please see the following link on how to assign a Preparer delegate in Concur: How to add a Delegate. As the cardholder, you will be responsible for submitting the report after your Preparer delegate has prepared it.
      4. Pro-Card holder submits the Company Billed Statement Report no sooner than three (3) days after statement period closes and by the 15^th of the month following the statement period.
      5. Once submitted, the Company Billed Statement Report will route to the appropriate fiscal officer(s) for approval in Concur. Concur will identify the fiscal officer(s) based on the KFS account number assigned to the transactions.
      6. Once fully approved, all the transactions on the Company Billed Statement Report will be sent to KFS to post to the General Ledger.

   We have scheduled several WebEx Info Sessions over the next few weeks to provide a Demo of the Company Billed Statement Report in Concur and an open Q & A for users who have questions about this new process. Training documents and other resources will also be available on our website (https://travel.uconn.edu/training-and-resources/). Note that additional training can be arranged by contacting the Procurement Solutions Center at PCard@uconn.edu.

    

   Click the link below to register for the upcoming Info Session.

   Company Billed Statement Information Session (after opening the link, click the arrow in line with the word Enroll to see the session times.)

    

   Thanks,

   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
   Purchasing.ubs.uconn.edu
   *For travel inquiries please contact us at travel@uconn.edu

Dear Fiscal Officer,

We are writing to provide you with information about changes to the reconciliation process for Pro-Card transactions.

As previously announced, starting with the November statement (October 24^th through November 23^rd) Concur will become the reconciliation tool for transactions purchased on the Pro-Card. Pro-Card transactions will be fed directly into Concur instead of creating a procurement card document (PCDO) in KFS.

The workflow in Concur will be as follows:

1. Pro-Card transactions will be fed into Concur on a daily basis, on a Company Billed Statement Report.
2. Pro-Card holder, or Preparer delegate, will be responsible for reconciling these transactions on the Company Billed Statement Report in Concur (i.e., assigning KFS account number, attaching receipts, etc.). This reconciliation can occur at any time during the statement period, but must be completed by the 15^th of the month following the statement period.

If you currently have a record manager that assists you with reallocating your Pro-Card transactions, then such person can still continue doing so if you assign that person as a Preparer delegate in Concur.  Please see the following link on how to assign a Preparer delegate in Concur: How to add a Delegate. As the cardholder, you will be responsible for submitting the report after your Preparer delegate has prepared it.

1. Pro-Card holder submits the Company Billed Statement Report no sooner than three (3) days after statement period closes and by the 15^th of the month following the statement period.
2. Once submitted, the Company Billed Statement Report will route to the appropriate fiscal officer(s) for approval in Concur. Concur will identify the fiscal officer(s) based on the KFS account number assigned to the transactions.
3. Once fully approved, all the transactions on the Company Billed Statement Report will be sent to KFS to post to the General Ledger.

We have scheduled two (2) WebEx Info Sessions to provide a Demo of the Company Billed Statement Report in Concur and an open Q & A for users who have questions about this new process. Training documents and other resources will also be available on our website (https://travel.uconn.edu/training-and-resources/). Note that additional training can be arranged by contacting the Procurement Solutions Center at PCard@uconn.edu.

 

Click the link below to Register for the upcoming Info Sessions.

Company Billed Statement Info Session October 21th 1:00 pm

Company Billed Statement Info Session October 27th 10:00 am

 

Thanks,

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

Purchasing.ubs.uconn.edu

*For travel inquiries please contact us at travel@uconn.edu

New KFS Cash and AR Procedure Guide

Do you/your department invoice for goods and/or services? If so, the Accounts Receivable (AR) Office within the Bursar’s Office is offering assistance and trainings!

Trainings are currently available for:

• Invoicing (including UConn Health)
• Credit memos
• Creating customers
• Collecting on past-due accounts

Quick Tip: KFS was upgraded on September 26th and looks quite different! Rest assured, you can still do everything you need to do—just quicker and easier. For questions on Accounts Receivable procedures, please refer to the updated Cash and AR Procedure guide on our website. We have completely overhauled the guide to reflect the new layout of KFS.

For more information, email accountsreceivable@uconn.edu.

For more information, contact: Accounts Receivable at accountsreceivable@uconn.edu

Source link: https://dailydigest.uconn.edu/publicEmailSingleStoryView.php?id=162022&cid=24&iid=4865