KFS Training Manual Labor Ledger Basics

KFS Training Manual Labor Ledger Basics

Table of Contents University of Maryland Objectives... 1 Resources... 1 Kuali Financial System... 3 Logging into KFS...3 Creating a Salary Expense Transfer (Full Transfer - 100%)...6 Creating a Salary Expense Transfer Using a Non-Fringe Account (Ledger 1 to Ledger 1)...20 Creating a Salary Expense Transfer (Partial Transfer - 50%)...37 Viewing the Account Status (Current Funds) Balance Inquiry...51 Searching for Labor Entries using Labor Ledger View...55 Page iii

Objectives Learn how to log into KFS Understand how to Complete a full salary expense transfer Understand how to Complete a partial salary expense transfer Learn how to transfer a salary expense using a non-fringe account (Ledger 1 to Ledger 1) Learn how to search for labor entries using the Labor Ledger view Learn how to view the current funds using the Account Status Balance Inquiry Resources All of the materials covered in this workshop are also covered in the online tutorials at http://kualifinancial.umd.edu/upk/upk_login.html. The online tutorials can be useful before or after training in case you want to get a head start on training or just need a quick refresher. Email your questions to: kfs@umd.edu. The Kuali Financial Website has pages to assist you with using Kuali Financial Systems. KFS Training Registration: http://kualifinancial.umd.edu/kfs/kfs-registration-all1.html Helpful Resources: http://kualifinancial.umd.edu/kfs/ UMD Policies and Procedures: http://www.president.umd.edu/policies/ * In order to connect to the Kuali Financial System (KFS) users MUST already be connected to the campus VPN with the UMapps profile/group BEFORE trying to connect to the KFS. VPN Software is available via the IT Service Center and includes the download and software installation instructions. Page 1

REVISION LOG This document is under version control. Version Date Description 1.0 11/07/13 Document Creation 1.1 12/2/13 Document finalized 1.2 12/12/13 Increased screen shot size Page 2

Kuali Financial System Logging into KFS Procedure This tutorial walks you through logging into the University of Maryland's Kuali Financial System also known as KFS. 1. The Kuali Financial System is a web-based application, which can be accessed from any computer. Note: You will need the VPN to access the Kuali Financial System. To download the VPN client click on the link below. https://www.itsc.umd.edu/mrcgi/mrticketpage.pl?user=&mrp=0&projecti D=1&MR=33566 2. You will be required to log into KFS each time you access it. You can click on any of the tabs at the top of the page or any of the links found on the Main Menu. Note: The system will automatically sign you out after 30 minutes of no activity. Page 3

3. After accessing the URL for KFS, you arrive at the Main Menu. This is where you will access most of your electronic documents or transactions. Click the Main Menu tab. 4. The CAS login screen will ask you for two pieces of information, your Directory ID and password. In this example, you will be signing into KFS using a training ID and Password. Enter "kfstrain###" in the Directory ID: field. Page 4

5. Enter "tstpwd###" in the password: field. 6. If you have forgotten your Directory ID you can click on the Identification Verification page or Password Change page if you have forgotten your password. 7. Click in the LOGIN field. 8. You are now logged in to Kuali Financial Systems. End of Procedure. Page 5

Creating a Salary Expense Transfer (Full Transfer - 100%) Procedure The Salary Expense Transfer Document allows the user to perform a payroll transfer for an employee by pay period. In this tutorial you will transfer 100% (Full Transfer) of an employee's salary and fringe expenses for Payroll Fiscal Year 2014 from a Ledger 1 Account to Ledger 4 Account. Navigation: Main Menu > Transactions > Labor Distribution > Salary Expense Transfer 1. Click the Salary Expense Transfer link. Page 6

2. In the Document Overview tab, a few of the fields have been completed for you. For more information on completing the Document Overview tab please view the Understanding the Document Overview Tab tutorial. 3. For Salary Expense Transfer documents, it is mandatory that you describe the percent (%) of salary being transferred and the reason for transferring salary for compliance. 4. To close the Document Overview tab, click the hide button. 5. To open the Ledger Balance Importing tab, click the show button. Note: This allows you to search for an employee to perform the salary transfer for. Page 7

6. The Payroll End Date Fiscal Year field is where you would specify the Fiscal Year of the Pay Period in which you are trying to perform the salary transfer. Note: Payroll End Date Fiscal Year is automatically populated with the current Payroll Fiscal Year. You may need to change the Payroll End Date Fiscal Year when performing transfers for a previous Payroll End Date Fiscal Year. Contact the Accountant in OCGA assigned to this award for Compliance if you are initiating a salary transfer past 90 days. 7. Enter the Emp ID of the employee that you are transferring salary for. In this case, you will enter Helena's Emp ID. The University ID and Emp ID are synonymous. Note: If you do not know the Emp ID you may conduct a lookup using the search magnifying glass. Enter "103654568" in the Emp ID field. Page 8

8. Once you have finished typing the Emp ID, you will search for the employee's posted salary. Click the search button. 9. The Ledger Balance Lookup for Salary Expense Transfer Document screen displays the posted salary amounts from each account and object code. They are organized by pay periods. Page 9

10. In this example, you will transfer salary for Pay Period 01. Click the Pay Period 01 checkbox. 11. Once the Pay Period has been selected, you will return the salary entry to the Salary Expense Transfer document. Click the return selected button. Page 10

12. The selected Pay Period is returned to the From Accounting Line. Note: You may need to use the horizontal scroll bar to see all of the fields within the Accounting Lines tab. 13. Since you are transferring the full salary (100%), you do not have to change the amount in the Amount field. Next, you will copy the Accounting Line to the To section. Click the copy button. Page 11

14. The values in the Accounting Line fields (i.e., Chart, Account, and Object) are copied over from the From Accounting Line. The To Accounting Line is where you specify the Account to transfer the salary. In this example, you will transfer to a Ledger 4 Account. Enter "4300230" in the Account field. 15. Since you are performing a full salary transfer, the Amount does not need to be updated. Note: The Total Amount in the To Accounting Lines must balance with the Total Amount in the From Accounting Lines. Click the save button. Page 12

16. Once the document has been saved successfully, a message appears in the top-left corner. Note: Please take note of your Doc Nbr in the event you need to locate your document in KFS. 17. To facilitate viewing of the document, click the collapse all button. Page 13

18. To open the Labor Ledger Pending Entries tab, click the show button. Page 14

19. The Labor Ledger Pending Entries will show your debits (D) and credits (C) for salary and fringe entries. These pending entries are generated after you save or submit the Salary Expense Transfer document. There is a magnifying glass button available for further lookups on the Labor Ledger Pending Entries. Please refer to the Performing a Search on Labor Ledger Pending Entries tutorial. Fringe entries on the Salary Expense Transfer document are automatically calculated and generated based on the percent of salary transfer amount and associated fringe for that employee. Note: A2 entries (entries with Balance Type of A2) are generated for the purpose of Effort Reporting. 20. To close the Labor Ledger Pending Entries tab, click the hide button. 21. To open the Notes and Attachments tab, click the show button. Page 15

22. If applicable, you may also attach any notes and/or attachments to this edoc (e.g. 90-day Compliance Memo). Please refer to the Reviewing the Notes and Attachments Tab tutorial. To close the Notes and Attachments Tab, click the hide button. 23. To open the ad hoc request to a recipient on the Salary Expense Transfer document, click the show button. 24. For more information on sending an Ad Hoc request, please refer to the Reviewing the Ad Hoc Recipients Tab tutorial. Note: If you need to inform another office /department/principal investigator, you may designate them in this tab. Your options for notifying them are Approve, FYI or Acknowledge. To close the Ad Hoc Recipients tab, click the hide button. 25. Click the submit button. Page 16

26. As an added feature, the Salary Expense Transfer document checks for any pending salary transfers with the same employee and pay period(s). If a pending Salary Expense Transfer document already exists when you create the salary transfer for the employee, an error message appears. Page 17

27. Since this employee does not have any pending Salary Expense Transfer documents, there is no error message shown. Once the Salary Expense Transfer document has been submitted successfully, a message appears in the top-left corner. The document status changes to ENROUTE as seen in the upper-right corner, which means the Salary Expense Transfer document is routing for approval. 28. You may see whom the Salary Expense Transfer document routed to for approval, acknowledge, and FYI by expanding the Route Log tab. To open the Route Log tab, click the show button. Page 18

29. For more information on the Route Log, please refer to the Reviewing the Route Log Tab tutorial. To close the Route Log tab, click the hide button. 30. You have successfully completed the tutorial for Creating a Salary Expense Transfer (Full Transfer - 100%) using the Salary Expense Transfer document. For more information on creating a Partial Salary Expense Transfer please view the Creating a Salary Expense Transfer (Partial Transfer - 50%) tutorial. End of Procedure. Page 19

Creating a Salary Expense Transfer Using a Non-Fringe Account (Ledger 1 to Ledger 1) Procedure The Salary Expense Transfer Document allows the user to perform a payroll transfer for an employee by pay period. In this tutorial you will perform a Salary Transfer using a Non-Fringe Account (Salary account that does not accept fringe). Navigation: Main Menu > Transactions > Labor Distribution > Salary Expense Transfer 1. Begin by initiating the Salary Expense Transfer document. Click the Salary Expense Transfer link. 2. Click the show button. Page 20

3. A few fields have been completed for you for you in this tutorial. To complete the Document Overview tab, please refer to the Understanding the Document Overview tab tutorial. 4. For Salary Expense Transfer documents, it is mandatory that you describe the percent (%) of salary being transferred and the reason for transferring salary. Page 21

5. To close the Document Overview tab, click the hide button. 6. To open the Ledger Balance Importing tab, click the show button. Note: This allows you to search for an employee you are performing the salary transfer for. Page 22

7. The Payroll End Date Fiscal Year field is where you would specify the Fiscal Year of the Pay Period in which you are trying to perform the salary transfer. Note: Payroll End Date Fiscal Year is automatically populated with the current Payroll Fiscal Year. 8. For convenience, Emp ID field has a Person Lookup feature for if you do not know the University ID of the employee you are trying to perform the salary transfer for. Refer to the Using the Magnifying Glass and Wildcards to conduct a Lookup Tutorial. 9. Enter the Emp ID of the employee that you are transferring salary for. In this case, you will enter the Emp ID. Note: University ID and Emp ID are synonymous. Enter "103654568" in the Emp ID: field. Page 23

10. Once you have finished typing the Emp ID, you will search for the employee's posted salary. Click the search button. Page 24

11. The Ledger Balance Lookup for Salary Expense Transfer Document screen displays the posted salary amounts from each account and object code. They are organized by pay periods. Page 25

12. In the example, you will transfer salary for Pay Period 03. Click the Pay Period 03 checkbox. 13. Once the Pay Period has been selected, you will return the salary entry to the Salary Expense Transfer document. Click the return selected button. Page 26

14. Collapse the Ledger Balance Importing tab. Click the hide button. 15. To view the selected Pay Period 03 that was returned from the Ledger Balance Lookup, click the show button. Page 27

16. Copy the From accounting line to the To accounting line. Click the copy button. 17. Enter "1182120" in the Account field. 18. Note: The Non-Fringe Account Override checkbox is displayed to indicate that the Account specified does not accept fringe. Checking the Non-Fringe Account Override checkbox will charge benefit expense(s) to the fringe account assigned to the salary account. Click the Non-fringe Account Override checkbox. Page 28

19. The Total Amount in the To Accounting Lines must balance with the Total Amount in the From Accounting Lines. 20. To close the Accounting Lines tab, click the hide button. Page 29

21. Click the save button. 22. Once the document has been saved successfully, a message appears in the top-left corner of the webpage. Note: Please take note of your Doc Nbr in the event you need to locate your document in KFS. Page 30

23. To open the Labor Ledger Pending Entries tab, click the show button. Page 31

24. The Labor Ledger Pending Entries will show your debits (D) and credits (C) for salary and fringe entries. These pending entries are generated after you save or submit the Salary Expense Transfer document. There is a magnifying glass button available for further lookups on the Labor Ledger Pending Entries. Please refer to the Performing a Search on Labor Ledger Pending Entries tutorial. Fringe entries on the Salary Expense Transfer document are automatically calculated and generated based on the percent of salary transfer amount and associated fringe for that employee. Note: A2 entries (entries with Balance Type of A2) are generated for the purpose of Effort Reporting. 25. To close the Labor Ledger Pending Entries tab, click the hide button. 26. To open the Notes and Attachments tab, click the show button. Page 32

27. If applicable, you may also attach any notes and/or attachments to this edoc (e.g. 90-day Compliance Memo). Please refer to the Reviewing the Notes and Attachments Tab tutorial. To close the Notes and Attachments tab, click the hide button. 28. To open the ad hoc request to a recipient on the Salary Expense Transfer document, click the show button. Page 33

29. For more information on sending an Ad Hoc request, please refer to the Reviewing the Ad Hoc Recipients Tab tutorial. Note: If you need to inform another office /department/principal investigator, you may designate them in this tab. Your options for notifying them are Approve, FYI or Acknowledge. To close the Ad Hoc Recipients tab, click the hide button. 30. Click the submit button. 31. After submitting the document, the status changes to ENROUTE as seen in the upper-right corner, which means the Salary Expense Transfer document is routing for approval. You may see whom the Salary Expense Transfer document routed to for approval by expanding the Route Log tab. To open the Route Log tab, click the show button. Page 34

32. For more information on the Route Log, please refer to the Reviewing the Route Log Tab tutorial. To close the Route Log tab, click the hide button. Page 35

33. You have successfully completed the tutorial for Creating a Salary Expense Transfer Using a Non-Fringe Account. End of Procedure. Page 36

Creating a Salary Expense Transfer (Partial Transfer - 50%) Procedure The Salary Expense Transfer Document allows the user to perform a payroll transfer for an employee by pay period. In this tutorial you will transfer 50% (Partial Transfer) of Helena's salary and fringe expenses for Payroll Fiscal Year 2014. Navigation: Main Menu > Transactions > Labor Distribution > Salary Expense Transfer 1. Begin by initiating the Salary Expense Transfer document. Click the Salary Expense Transfer link. 2. To facilitate viewing, you may collapse all tabs on the document. Click the collapse all button. Page 37

3. Click the show button. Page 38

4. In this tutorial, a few fields have been completed for you. For more information on completing the Document Overview tab, please refer to the Understanding the Document Overview tab tutorial. 5. For Salary Expense Transfer documents, it is mandatory that you describe the percent (%) of salary being transferred and the reason for transferring salary. 6. To close the Document Overview tab, click the hide button. 7. To begin searching for an employee to perform the salary transfer, expand the Ledger Balance Importing tab. Click the show button. 8. The Payroll End Date Fiscal Year field is where you would specify the Fiscal Year of the Pay Period in which you are trying to perform the salary transfer. Note: Payroll End Date Fiscal Year is automatically populated with the current Payroll Fiscal Year. Click the Blank Payroll End Date Fiscal Year: field. Page 39

9. You may enter the employees Emp ID into the Emp ID field or conduct a lookup using the search magnifying glass. Note: For more information on conducting a search magnifying glass please view the Using the Magnifying Glass and Wildcards to Conduct a Lookup tutorial. 10. Enter the University ID of the employee that you are transferring salary for. In this case, we will enter Helena's University ID. Note: University ID and Emp ID are synonymous. Enter "103654568" in the Emp ID: field. 11. Once you have finished typing the University ID, you will search for the employee's posted salary. Click the search button. Page 40

12. The Ledger Balance Lookup for Salary Expense Transfer Document screen displays the employee s posted salary amounts from each account and object code, organized by pay periods. 13. In our example, you will transfer the employee s salary for Pay Period 02. Click the Pay Period 02 checkbox. Page 41

14. Once the Pay Period has been selected, you will return the salary entry to the Salary Expense Transfer document. Click the return selected button. 15. To close the Ledger Balance Importing tab, click the hide button. 16. Expand the Accounting Lines tab to view the selected Pay Period 02 that was returned from the Ledger Balance Lookup. Click the show button. Page 42

17. The selected Pay Period 02 is returned to the From Accounting Line. Page 43

18. Since you are performing a partial transfer (50% of Helena's salary for Pay Period 02), calculate 50% of $4,303.57. Note: Only dollar amounts are allowed in the Amount field. Enter "2151.78" in the Amount field. 19. After a salary amount has been specified, you need to copy the From accounting line to the To accounting line. Click the copy button. 20. The To Accounting Line is where you specify the Account to transfer the salary. In our case, we will transfer to a Contracts and Grants Account. Enter "4300230" in the Account field. Page 44

21. After entering the Account to transfer salary to, collapse the Accounting Lines tab. Note: Since you updated the amount before you copied the From Accounting Line, that amount is copied over to the To Accounting Line. To close the Accounting Lines tab, click the hide button. 22. The Total Amount in the To Accounting Lines must balance with the Total Amount in the From Accounting Lines. Click the save button. 23. Once you have saved the Salary Expense Transfer document, view the Labor Ledger Pending Entries for this salary transfer. To open the Labor Ledger Pending Entries tab, click the show button. Page 45

24. The Labor Ledger Pending Entries will show your debits and credits for salary and fringe entries. In this example, the fringe object code amounts will represent 50% of fringes. These pending entries are generated after you save or submit the Salary Expense Transfer document. There is a magnifying glass button available for further lookups on the Labor Ledger Pending Entries. Please refer to the Performing a Search on Labor Ledger Pending Entries tutorial. Fringe entries on the Salary Expense Transfer document are automatically calculated and generated based on the salary transfer amount and associating fringe for that employee. Note: A2 entries (entries with Balance Type of A2) are generated for the purpose of Effort Reporting. 25. Once you have confirmed the pending entries for the salary transfer, you can collapse the Labor Ledger Pending Entries tab. To close the Labor Ledger Pending Entries, click the hide button. Page 46

26. If applicable, you may also attach any notes and/or attachments in the Notes and Attachments tab. To open the Notes and Attachments tab, click the show button. 27. For more information on attaching a note or attachment, please refer to the Attaching Notes and Attachments to KFS Documents tutorial. To close the Notes and Attachments tab, click the hide button. 28. If applicable, you may also send an ad hoc request to a recipient on the Salary Expense Transfer document. To open the Ad Hoc Recipients tab, click the show button. 29. To close the Ad Hoc Recipients tab, click the hide button. Page 47

30. Now that you have completed the Salary Expense Transfer document, submit the document for approval. Click the submit button. 31. After submitting the document, the status changes to ENROUTE as seen in the upper-right corner, which means the Salary Expense Transfer document is routing for approval. You may see whom the Salary Expense Transfer document routed to for approval by expanding the Route Log tab. To open Route Log tab, click the show button. Page 48

32. For more information on the Route Log tab, please refer to the Reviewing the Route Log Tab tutorial. To close Route Log tab, click the hide button. Page 49

33. You have completed the tutorial for Creating a Salary Expense Transfer (Partial Transfer - 50%) using the Salary Expense Transfer document. End of Procedure. Page 50

Viewing the Account Status (Current Funds) Balance Inquiry Procedure This lookup retrieves employees paid on a specific account and specific object codes. Retrieved data includes all activity for a month, including actual expenditures and encumbrances. In this tutorial, we will perform an inquiry on the status of the Associate Dean's account from the Academic Program department. 1. Click the Account Status (Current Funds) link. Page 51

2. The Fiscal Year is defaulted to the current fiscal year, which is 2014 in this case. Enter "2013" in the Fiscal Year: field. 3. Enter "01" in the Chart Code: field. Page 52

4. Enter "1101300" in the Account Number: field. Page 53

5. Click the search button. 6. Search results are displayed by Fiscal Year, Chart Code, Account Number, Object Code, and Employee. 7. You may drill on any of the values that are underlined. This functionality is available across all lookups in KFS. 8. You have successfully completed the tutorial for performing an inquiry on the status of the Associate Dean's account from the Academic Program department. End of Procedure. Page 54

Searching for Labor Entries using Labor Ledger View Procedure The Labor Ledger View allows the user to view compensation for a specific employee by accounting string and fiscal period (including pay period). In this tutorial, we will search for an employee s salary and fringe expenses for Fiscal Year 2013. 1. Click the Labor Ledger View link. Page 55

2. Fiscal Year defaults to the current fiscal year. In this case, we want to view Fiscal Year 2013. Enter "2013" in the Fiscal Year: field. Page 56

3. Enter "104853267" in the Employee ID: field. 4. Click the search button. Page 57

5. The inquiry results include all details about the employee plus the monthly salary expenditure total. 6. You may drill on any of the values that are underlined. This functionality is available across all lookups in KFS. 7. You have successfully completed the tutorial for searching for an employee s salary and fringe expenses for Fiscal Year 2013. End of Procedure. Page 58