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Kuali Financial System (KFS)

Kuali Financial System will upgrade to version 7.0 in late October. There will be four training sessions available on Monday, October 21st, so that you can be prepared for the new version of Kuali when it goes live! Times will be posted in the Digest so please sign up for a session. The sessions will cover: the changes to the appearance of the screen; review menu changes; teach you how to create favorites; and discuss a few minor functionality changes. The sessions will consist of 30 minutes of training followed by 30 minutes of time to ask questions and explore KFS 7.0 in the sandbox (test environment). Business Financial Services (BFS) strongly encourages all KFS Users to take one of these training sessions.

Training session material can be found below:

About KFS

KFS is one of the systems supported by the Kuali Foundation, a consortium of colleges and universities. The Kuali modules are open and community-sourced Enterprise Resource Planning (ERP) systems and support a wide range of campus operations. Kuali reduces paper processes, enables faster turnaround, and allows for decisions to be made based on up-to-date information. Kuali also provides built-in checks and balances, thereby giving more control and flexibility to the documents and creating audit trails.

The decision to transition to Kuali was based in part on these major benefits:

  • Reduced implementation costs: No vendor or licensing fees. The goal of the Kuali Foundation
    is to lower the total cost of ownership of such software for higher education. KFS is much less
    expensive to implement and maintain than a commercial product.
  • Consistent look and feel of integrated modules: All KFS modules have the same look and
    feel, and information is readily available across the system.
  • Electronic security and workflow: KFS provides for electronic routing of all financial
    transaction and maintenance documents with attachments and notes. Monitoring document
    status is simplified through e-mail notification and action lists.
  • Streamlined processes and data entry: KFS reduces paper processes, enables copy
    functionality for routine transactions, and facilitates uploading transactions from Excel
    spreadsheets.
  • Robust query and reporting functionality: KFS allows drill down from the highest level to
    detailed transactions and source documents. Results can be downloaded into Excel.
  • Increased business office and end user control: Streamlined processes and data entry,
    electronic security and workflow, and simple query and reporting functionality enhances faster
    turnaround and decision making by business financial services and department staff.

Our KFS suite of financial modules includes:

  • General Ledger and Chart of Accounts
  • Electronic Documents Workflow
  • Purchasing/Accounts Payable
  • Capital Asset Management
  • Financial Reporting
  • Travel

What modules are NOT included with KFS

Some financial process and transactions using Administrative Information System (AIS) will continue as in the past, including:

  • Payroll
  • Student Employment
  • Student Accounts Receivable
  • Financial Aid Disbursement
  • Student Records

Kuali Website

The Kuali Financial System (KFS) web page is located on the Business Financial Services link and will be a primary resource for information and support with KFS. In addition to accessing the KFS application, the BFS pages will include important announcements, training schedules, reference materials, tips of the day, and Frequently Asked Questions.

Training

A basic user training is held for all new employees as part on the HR on-boarding process. BFS also offers a monthly travel training as well as a Fiscal Officer, Account Manager, Account Supervisor training. Please check the Training page for sessions scheduled for this fiscal year.

User Access

All users must attend basic training to gain access to the KFS system. After attending a training session, complete a CSU-Pueblo Computing Resource Application (CRA) to request access to the system. A CRA also should be used to change existing access or delete a user's access.

System Availability

KFS production is available throughout the business day until 7 p.m. The system is unavailable from 7 p.m. until midnight for nightly cycle processing.

Notifications will be posted on the KFS website or sent to the user community if the system is unavailable during normal operating hours.

System Login

It is recommended to use a Windows 7 operating system with a Firefox browser, if possible.

You can access the KFS website directly, using the following instructions:

  1. Enter https://secure.colostate.edu/Pueblo in your web browser to connect to the website.
  2. Enter your CSU-Pueblo network eAccount Name and Password; select the "Login" command
  3. Select the KFS Production link
  4. Select the Colorado State University-Pueblo link in the lower right corner of the "Choose Your Campus" page.
  5. Enter your CSU-Pueblo network eAccount Name and Password again; select the "Login" command.

Alternatively, you can access the website through the Faculty/Staff Portal, and follow steps 2 through 5 above.

You may access the system remotely from home, or anywhere you can access the internet, using the same instructions.

Feedback or Questions

Please report system issues with KFS via the Provide Feedback link in the upper right hand corner of the KFS application menu. Please include the document number, details about what you were doing when the problem occurred, and screenshots of relevant information. This will help system administrators keep track of issues, make enhancements, and correct problems as efficiently as possible.

Please direct navigation, chart of account, or "how to" KFS questions to your accounting or purchasing representatives.

Questions will arise in the coming months, and we will answer those as quickly as possible. Check out our FAQ page for answers to common questions. Submit a question by selecting the "Have a Kuali Question?" command then send an email to have your question and answer published.

Important Reminders

  • Workflow and the Action List: KFS uses a robust workflow process to route transactions for approval. Transactions are not processed until all approvals for each transaction have been completed. Please check your Action List on a regular basis to ensure all pending transactions are processed in a timely manner.
  • Route Log: If you do not see transactions posted to your accounts, please review the Route Log for any pending actions that may still be required.
  • Levels of Approval:
    • Ad Hoc: Not required, except where noted below (*)
    • Fiscal Officer: Every transaction
    • ORG (Organization) Approver:
      Transactions less than $1,000: adjustment vouchers, budget adjustments, distribution of income and expense, general error corrections, encumbrances, and transfer of funds
      Transactions $1,000 and greater: same as <$1,000 AND disbursement vouchers, internal billings and orders, and requisitions.
      • DIV (Division) Approver: Every transaction $10,000 or greater and official functions
      • Specialty Approvals: Hazardous materials, controlled substances, animal research, separation of duties, etc.
  • *Ad Hoc Approval: When creating transactions to spend funds from another department's budget (i.e. central funds allocated), you are required to request ad hoc approval from the funding department. Documents that have not been approved by the funding department will be disapproved by the Fiscal Officer.
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