Iowa State University

Financial Accounting & Reporting

Home >  Sub-Account (formerly Project Accounting System)

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 (called projects).

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 sub-accounts?

How do I create sub-accounts?

What is a miscode report?

How do I correct a miscode or move transactions between sub-accounts?

What is the Salary Breakdown for Projects System?

Who do I contact with questions?
 
 
 

How to Get Access to or Training on Sub-Accounts

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.
 

Miscode Reports

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 between Sub-Accounts

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.)

  1. From the ADIN System Selection Menu, enter PC (Payroll Commitments).
  2. 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 SECTION PROJECT.
  3. 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.
  4. 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.