Organization Request Process (for KFS and UCPath)

Purpose

To provide guidance on the process to request changes to the organization level hierarchy on the UCI Chart of Accounts. Below provides steps and a checklist to request a new org and make changes to an existing org, including reports to changes.

Role(s)

Although there are multiple roles associated with this process, the scope of this process will be limited to Initiator and the Budget Office Approver roles.

Budget Office Approver(s)

1. Brian Varela (Primary Approver)
2. Kyong Salmons
3. Katherine Gallardo

System: KFS

Navigate to Chart of Accounts/Organization

KFS | Organization Lookup

The role of “Chart of Accounts Maintenance User” is needed to be able to request new organization codes and to request changes to existing organization codes. Please route system access requests through the procedures established by your unit. Access is granted per org, based on hierarchy and not campuswide unless the employee’s position requires broad access, i.e., is a staff member in the Budget Office who will need to establish/edit orgs campuswide.

Two Ways to Initiate a Request for a New Organization

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Option 1: Organzation Lookup

Using Organization Lookup – in the Organization Code field, enter the org code that you want to copy. In the Search Results, under ACTIONS, there are two options Edit and Copy.

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Selecting Copy brings up information related to the Organization Code that was entered on the left side with a copy of the PROPOSED on the right side. Make changes to the appropriate fields for the new org code that is being requested.

Description: Brief description of the request.

Explanation: Provide additional detail/explanation for the request. If needed, include wording “UCPath Dept requested” and provide default payroll account.

Organization Begin Date: Cannot be earlier than today’s date (the date you submit). The Budget Office Approver will need to change what is entered if earlier than the approval date as system will not allow submission of the request with an earlier date.

Make edits to the remaining fields as needed.

Option 2: Create New

Clicking on “Create New” in the upper right corner.

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All fields that begin with * require an entry.

Organization Code: Use generic as a placeholder, for example if requesting a code starting w/ 7, enter 7abc, 7def, 7xxx, 7xyz. If the code is already being used, the system will not allow the request to be submitted and will show error. This will be updated by the Budget Office approver before approval.

Organization Name: Character limit is 30 and includes spaces. Budget Office Approver will edit if needed and inform the Initiator for confirmation before approving.