Account codes are established to monitor the financial activities for a functional unit and to facilitate accurate financial reporting within the university community.
Account String
The data entered on a transactional e-doc (electronic document representing a business transaction or maintenance action) tells the system how to record the accounting information in the general ledger. In KFS, the account string consists of the chart, account, sub-account, object code, sub-object code, project code, org ref ID and amount, sometimes referred to the “transaction string”. The Chart of Accounts Attribute Table may be viewed below.
Please visit the Financial System website for training and information related to KFS.
The chart in KFS is a two character code that makes up the high level structure of the chart of accounts and uniquely identifies who has management responsibilities for each chart. The University currently has eighteen chart codes in KFS.
___________________________________________________________________________________________________________________
Chart Code
Chart Listing:
| Chart | Description |
|---|---|
| CC | CC Administration |
| CW | Community Colleges |
| FS | Consolidated University of HI |
| HA | Hawaii Community College |
| HI | UH-Hilo |
| HO | Honolulu Community College |
| KA | Kapiolani Community College |
| KU | Kauai Community College |
| LE | Leeward Community College |
| MA | UH-Manoa |
| MU | UH Maui College |
| NI | Non-imposed Fringe |
| RC | Research Corp of UH |
| SW | Systemwide |
| UF | UH Foundation |
| UH | University of Hawaii |
| WI | Windward Community College |
| WO | UH-West Oahu |
___________________________________________________________________________________________________________________
Account Number
Account number is a unique value of up to seven alphanumeric characters that identifies a functional unit established for a specific purpose with one individual having primary responsibility for it. KFS enables users to do an account lookup.
Account Number Lookup:
- In the Lookup and Maintenance section of KFS, you can search for an account number related to specific chart.
- Required attributes are noted with an asterisk (*). When a magnifying glass icon appears you can click it to look up information from a list.
To create a new account, KFS allows you to copy an existing account or create a new account altogether. Please follow the instructions as provided in the Account Maintenance User Guide. A summary on the process is outlined in the flowchart. Extramural accounts are created by the Office of Research Services (ORS).
Account Maintenance Procedure
An Account e-doc is used to create new account, or to edit or copy existing accounts
___________________________________________________________________________________________________________________
Sub-Account
Sub-Account allows departments the flexibility to monitor at a finer level of detail the financial activity within a particular account. KFS enables users to do a sub-account lookup.
Key Points related to Sub-account codes
- Sub-accounts accounts take on most of the attributes of the account to which it reports.
- Sub-accounts are optional.
- Sub-accounts enable departments to monitor financial activity in detail.
Sub-Account Number Lookup:
- In the Lookup and Maintenance section of KFS, you can search for sub-account number related to specific chart.
Required attributes are noted with an asterisk (*). When a magnifying glass icon appears you can click it to look up information from a list.
___________________________________________________________________________________________________________________
Object Codes
In KFS, four-character object codes represent all income, expense, asset, liability and fund balance classifications that are assigned to transactions and help identify the nature of the transaction. Like many things in KFS, object codes are hierarchical to support our accounting and reporting needs. The University’s object code structure is shown in the graph below.
| Object Codes | Type | Normal Balance | Most Commonly Used |
|---|---|---|---|
| 00XX – 0XXX | Revenue | Credit | |
| 2XXX – 7XXX | Expenses | Debit | 2XXX – Salaries & Benefits |
| 3XXX – 7XXX – Other Expenses | |||
| 8XXX | Asset | Debit | 81XX – Cash |
| 83XX – Receivables | |||
| 9XXX | Liability | Credit | 91XX – Accounts Payable |
| 9900 | Fund Balance | Credit |
Object Code Lookup:
- In the Lookup and Maintenance section of KFS, you can search for an object code with its attributes within a fiscal year.
- Required attributes are noted with an asterisk (*). When a magnifying glass icon appears you can click it to look up information from a list.
___________________________________________________________________________________________________________________
Sub Object Code
Sub Object Code is an optional element of the accounting string related to the university object code that allow the creation of a finer distinction within a particular object code on an account.
Key Points related to Sub-object codes
- Sub-object codes can use up to three alphanumeric characters.
- Sub-object codes are associated with an account number, fiscal year, and one object code.
- Sub-object is a table-driven field, so users must enter a valid three-character value.
- Sub-object codes can be queried.
Sub-Object Code Lookup:
- In the Lookup and Maintenance section of KFS, you can search for a sub-object code with its attributes.
- Required attributes are noted with an asterisk (*). When a magnifying glass icon appears in the e-doc, you can click it to look up information from a list.
___________________________________________________________________________________________________________________
Chart of Accounts Attributes Table
The chart of accounts is the set of controlling tables that define financial information, such as the codes and coding structures within KFS, including attributes like Accounts, Organizations, and Object Codes. The COA module exists primarily to support and validate entries into the General Ledger (G/L). Account attributes are alpha-numeric identifiers, which are assigned at the time a new account number is requested. The information from the attributes can be filtered to provide the University with specific information for reporting purposes.
Provided below are various attributes and the corresponding description.
| Attribute | Description |
|---|---|
| Account Expense Guideline Text | A description of expenses associated with the account. Unallowable expenditures should also be explicitly stated. |
| Account Income Guideline Text | A description of the source of funds (income). Unallowable revenue should also be explicitly stated. |
| Account Name | The description of the pool of funds assigned to a specific institution entity for a specific function. |
| Account Number | A unique number to identify a pool of funds assigned to a specific institution entity for a specific function. |
| Account Purpose | A description of the overall purpose and function of the account. |
| Account Restricted Status Code | A code used to designate the account status as Restricted (R) Temporarily Restricted (T) or Unrestricted (U) |
| Account Sufficient Funds Code | A code that indicates at what level the account will be checked for sufficient funds in the transaction processing environment. |
| Account Supervisor Principal Name | The name of the person overseeing the management of the account at a higher-level than the (FO). The account supervisor cannot be the same as the Fiscal Officer or account manager. |
| Account Type Code | A code that designates an account category (e.g. Fee Remissions, Equipment). |
| Budget Plan ID | A code that identifies the budgetary units at which funds are allocated and controlled for internal management reporting purposes. |
| Budget Record Level Code | A code that indicates whether the account is recording its budget by Account (A), Consolidated (C), Object Code (O), Level (L), Sub-account (S), Mixed (M) or No budget (N). |
| Campus Code | The physical campus to which the account belongs to. |
| Chart Code | A two character code that defines a specific campus chart. Accounts and object codes are specific to each chart. |
| Continuation Account Number | The account number designated to accept transactions posted to an expired account. |
| Fiscal Officer Principal Name | The name of the Fiscal Officer responsible for the management of the account. |
| Higher Education Function Code | A code that classifies the purpose of the account (e.g. instruction or research).Click here for function code listing |
| NSF Survey Code | A code that identifies accounts with current fund expenditures for separately budgeted research and development by field of science and engineering as well as non-science and engineering fields which is used for reporting to the National Science Foundation (NSF). |
| Organization Code | A number assigned to the units at many different levels within the institution. It also designates the owner of the account. |
| Revenue Function Code | A code that indicates the major funding source of the account. |
| Sub-Fund Group Code | A code used to designate the type or purpose of funds that are found in that particular account. |
| UH Fiscal Officer (FO) Code | The three (3) digit code assigned to each Fiscal Officer. |
| UH Fund Appropriation | A code that identifies the specific sources, major functions and purposes of University funds. |
Chart of Accounts Clean-up Project Function Codes