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Kuali@USC
Division of Financial and Business Services

Kuali eDocs and Associated User Roles

This document lists the individual user roles (and user groups, where applicable) that are associated with the Kuali Financial System (KFS) and Kuali Enterprise Workflow (KEW) eDocs already in use at USC or expected to be rolled out soon for general use.

Kuali Financial System (KFS)

KFS Cashiering: Advance Deposit (Regular and Year-End)

Description: This eDoc is used to process ACH, Wire Transfer, and Lock Box deposits for the day, as well as any other deposits that go directly to the bank without assistance from the Cashier office. Departments that use direct pickup from armored couriers will use Advance Deposit also.

Individual Roles

Initiator

Primary Approver

Secondary Approver

Access Rules: Initiators must have received appropriate training and must apply for access. Approver roles are optional and determined by each business center (contact your SBO). User groups are not currently applicable for this eDoc.

KFS Cashiering: Cash Receipt (Regular and Year-End)

Description: This eDoc is used to process cash and check deposits for the day.

Individual Roles

Initiator

Primary Approver

Secondary Approver

Access Rules: Initiators must have received appropriate training and must apply for access. Approver roles are optional and determined by each business center (contact your SBO). User groups are not currently applicable for this eDoc.

KFS Cashiering: Credit Card Receipt (Regular and Year-End)

Description: This eDoc is used to process credit card deposits for the day.

Individual Roles

Initiator

Primary Approver

Secondary Approver

Access Rules: Initiators must have received appropriate training and must apply for access. Approver roles are optional and determined by each business center (contact your SBO). User groups are not currently applicable for this eDoc.

KFS General Journal Voucher (Regular and Year-End)

Description: This eDoc is used to record miscellaneous financial transactions, including interdepartmental income, external income, transfers between accounts, receivables, payables, gifts, and investments.

Individual Roles for

General or SPA JVs

Initiator

First Approver

Second Approver (optional)

Access Rules: Both Initiators and Approvers must have received appropriate training and must apply for access. Initiators and Approvers are tied to specific JV numbers. Each JV number is usually associated with more than one Initiator and Approver. An individual user can be both an Initiator and an Approver; however, a JV eDoc cannot be initiated and approved by the same individual. User groups are not currently applicable for this eDoc.

KFS Pre-Encumbrance (in development; not yet available)

Description: In accounting, an encumbrance is a restriction that reserves funds in a given account for planned expenditures (e.g., budgeted purchases or legal obligations). This eDoc enables authorized fiscal officers to request a special type of encumbrance that will set aside account funds for anticipated expenses that might not otherwise be encumbered. This eDoc can also be used to request the reversal of an existing KFS pre-encumbrance.

NOTE: Within the USC accounting system, pre-encumbrances are sometimes referred to as “commitments.”

Individual Roles Initiator SBO (no Approver; FYI only)

Access Rules: Initiators must have received appropriate training and must apply for access, which is restricted by Account Level Security. User groups are not currently applicable for this eDoc.

KFS Procurement Card Reallocation

Description: This eDoc enables authorized USC employees to reallocate procurement card transaction expenses to the correct account number and object code. Unlike other financial transaction eDocs, which are initiated by Kuali users, the Procurement Card Reallocation eDoc is generated automatically by the system in a batch mode based on an electronic feed of posted transactions from USC’s procurement card issuer.

Individual Roles Reallocator Approver

Access Rules: Reallocators (reviewers) and Approvers must have received appropriate training and must apply for access, which is restricted by organization code. Reviewer and approver roles for this eDoc are likewise restricted by organization code. No roles for this eDoc are derived, except that the cardholder data and billing come from a data feed. User groups are not currently applicable for this eDoc.

KFS Procurement Card eStatement

Description: This eDoc enables authorized USC employees to receive and review the statement of their procurement card transactions in the form of an eDoc. The recipient is then able to attach scanned or electronic receipts to that eDoc and submit it through the Kuali system to the appropriate supervisor for review and approval. Unlike other financial transaction eDocs, which are initiated by Kuali users, the eStatement is generated automatically by the system in a batch mode based on an electronic feed of posted transactions from USC’s procurement card issuer.

NOTE: The roles shown in red italics are derived roles, which are assigned automatically, based on data residing in tables within the system.

Individual Roles

Cardholder

Proxy

Approver

Dept. Reviewer

Access Rules: Cardholder data is matched against a user’s 10-digit USC ID to determine access. The Proxy role is assigned according to who the Cardholder is. A user with the Proxy role can prepare the eDoc, but only the Cardholder can submit it. Dept. Reviewers must apply for access, which is restricted by organization code. User groups are not currently applicable for this eDoc.

Notes about the Derived Roles: Cardholders are derived from a data feed supplied by the card issuer. Approvers are the supervisors, as assigned through payroll data feed, although this can be modified by Procurement Card and Kuali Access administrators.

 

Kuali Enterprise Workflow (KEW)

KEW Chart of Accounts (New Accounts or Changes)

Description: This eDoc enables authorized users to request the creation of a new account or specify changes that should be made to an existing account.

Individual Roles

Initiator

Primary Approver (SBO)

Secondary Approver (optional; only a VP or Dean)

Access Rules: Initiators must apply for access. All roles for this eDoc are restricted by department code and organization code. The SBO can both initiate and approve. SBO and VP roles are derived from COA department tables. User groups are not currently applicable for this eDoc.

KEW Course Scheduling (in development; not yet available)

Description: This eDoc enables Scheduling Coordinators to add, change, or delete sections during the period of restricted course schedule changes that follows the initial period of data being entered directly into the Student Information System (SIS).

NOTE: This eDoc can only be used to make additions, changes, or deletions for regular sessions and Special Topics courses.

Individual Roles

Initiator (unrestricted)

 

Groups

 

College Academic Programs Workgroup

Access Rules: Anyone can initiate this eDoc, but only requests from authorized submitters will be approved.

KEW General Purpose Workflow

Description: This eDoc provides traceable messaging capability within the Kuali system. It enables a Kuali user to send notes and attachments to other Kuali users for review and approval, with an assigned document number for tracking purposes. Unlike most eDocs, it lacks any pre-defined workflow routing, and can therefore be routed to any USC employee or group.

Individual Roles Initiator (unrestricted)

Access Rules: Anyone can initiate this eDoc, which has no pre-defined route path and therefore depends entirely on Ad Hoc routing. User groups are not currently applicable for this eDoc.

KEW Gift Processing Document

Description: This eDoc is used to record gifts (charitable donations, etc.) donated to the university.

Individual Roles

Initiator (Gift Preparer)

 

Groups

 

Gift Reviewer

Gift Approver

Access Rules: Initiators must have received appropriate training and must apply for access. All roles and groups for this eDoc are specific to individual departments or schools, and restricted by department code and organization code.

 

The information on this web page can also be downloaded as a PDF: Kuali eDocs and User Roles.