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Beginning July 1, 2013, the Project Accounting System is being replaced with sub-accounts in the new Kuali Financial System (KFS). Please
refer to Creating and
Editing a Sub-Account Job Aid for complete instructions on sub-account attributes, as well as how to create, copy, edit and route sub-accounts.
Prior to July 1, 2013, the Project Accounting System was the subsidiary accounting system used
by departments to account for transactions within an account by cost centers.
The system allowed users to sub-divide the 7-digit account number into sub-accounts
The Financial Accounting & Reporting (FAR) staff is available to
answer any questions you may have and to assist you in reconciling your
records and processing your transactions. We hope that the following frequently
asked questions will answer many of your questions regarding Sub-Accounts.
If you have any further questions, please contact us.
How do I get access to or training on
How do I create sub-accounts?
What is a miscode report?
How do I correct a miscode or move transactions
What is the Salary Breakdown for Projects
Who do I contact with questions?
How to Get Access to or Training on
By default, you should have access to view KFS in your uBusiness tab in AccessPlus. Please
contact your Fiscal Officer if you do not see the KFS link.
See also: Quick Reference Guide:
How to Log Into Kuali Financial System (KFS). Click here for training materials available at ISU's Kuali website.
How to Create Sub-Accounts
Please refer to Creating and
Editing a Sub-Account Job Aid for complete instructions on how to create, copy, edit and route sub-accounts.
The miscode report, which can be accessed from the e-Data warehouse, is a list of all transactions that posted to an account with sub-accounts,
that did not have sub-accounts assigned. These transactions previously posted to the 99-9999 section project. They now post to the null,
which is blank. This report summarizes unassigned transactions for a given period. Prior to July 1, 2013,
miscode statements were generated each Monday. Starting July 1, 2013, you have the ability to run miscode reports at your convenience.
Please refer to Generating Sub-Account Reports
for complete instructions on how to run the miscode report.
Correcting miscodes and moving transactions
Sub-account users may process corrections in KFS with any of the following eDocs:
Salary Expense Transfer (ST),
General Error Correction (GEC),
Distribution of Income or Expense (DI),
and Transfer of Funds (TF).
Please refer to the following flowchart for help in determing which eDoc to use for processing corrections:
Processing a Correction or Adjustment Job Aid.
Salary Breakdown for Projects
The Payroll system is not capable of processing salaries
at the sub-account level. Therefore, the Salary Breakdown for Projects form
was created to facilitate the automatic distribution of salaried personnel
payroll to sub-accounts within a fund account. You must enter the sub-account
number(s) via the Section Project Breakdown function within the Payroll
Commitments System to allow Payroll to distribute salaries to specific
sub-accounts within a fund account.
All salaries charged to a fund-account on the sub-account
system must be identified with a sub-account number. The user may charge
a salary to up to six sub-accounts within a fund-account. In order
for the sub-account breakdown to be effective for the current month,
the data must be entered into the system by the following deadlines
for the current fiscal year.
The Payroll System will continue to recognize the most
current sub-account breakdown entered. This saves effort for the many
users whose sub-account salary distribution changes little from month to month.
The following steps should lead you through the procedure
to add, delete, and change sub-accounts for salaried personnel. (NOTE: This is a legacy system and still refers to section projects. Please
enter sub-accounts where it asks for section projects.)
From the ADIN System Selection Menu, enter PC (Payroll Commitments).
Enter PR (Section Project Breakdown) after FUNC. Enter the
University ID number of the salaried employee after ID / SSN and the Fund
Account the employee is being paid from after FUND ACCT. Press Enter on
the keyboard. The system will display the employee's name, title and the
date the record was last changed. The cursor will locate directly below
Type in the first sub-account (six digit) number to which
the employee's salary should be charged. Type in the percentage of the
salary to be charged to the respective sub-account. To enter more than
one sub-account/percentage, tab to the next line and continue typing
in any remaining sub-accounts that the salary should be charged. Up
to six sub-accounts may be identified for each fund account. The total
of the percentages charged to the sub-accounts for the fund account
must equal 100 percent.
To delete the salaried employee from sub-accounts within
a fund account, tab down to the delete section of the screen. Enter a D
after the DELETE. Press "ENTER" on your keyboard.
Who to Contact
The FAR staff is available to answer any questions you
may have and to assist you in reconciling your sub-account records and processing
your transactions. For assistance, please
refer to the following chart to determine your FAR contact person. If your
contact person is unavailable, feel free to contact any other FAR staff
person for immediate assistance.