A: When processing a DV in KFS:
- Under Payment Information Tab - Check "Special Handling" box
- Under Special Handling tab
- special handling name - enter Campus Code FO# Dept Name (ex: MA 0017 SOEST)
- special handling address 1 - enter "Special Handling"
- Under Notes and Attachments tab - enter note explaining need for special handling
A: If you receive an invoice from a vendor for a KFS purchase order, please notate the following on the invoice. After notating the necessary information, please forward the original invoice and a copy of the purchase order to SOEST Fiscal A/P.
**If there are multiple account codes, please include all account codes with a breakdown of the amounts being charged to each account.
- Date the invoice was received
- Date the goods/services were received
- PO Number (if not stated on the invoice)
- Account Code**
- Object Code
If SOEST Fiscal A/P receives an invoice directly from the vendor for a KFS purchase order, A/P will scan the invoice and contact the Department Admin for the following information:
- Date the goods/services were received
- PO Number (if not stated on the invoice)
- Account Code
- Object Code
- Copy of the PO
A/P will review the invoice and information provided. The invoice and information will be forwarded to UH Disbursing for further processing. UH Disbursing will generate a Payment Request (aka PREQ) in KFS for the FA to review and approve. Payment will be mailed directly to the vendor.
A: Please submit a trouble ticket to the KFS team:
1. Go to http://www.fmo.hawaii.edu/financial_systems/index.html
2. Click on Submit Trouble Ticket icon in bottom right corner
A: When processing a DV in KFS, please remember to include the following:For more information regarding the processing of DV's, please refer to the Disbursement Voucher User Guide:
- FA number in the description field on the "Document Overview" Tab
- Attach a copy of the invoice in the "Notes/Attachments" Tab
- Date invoice was received as a comment in the "Notes/Attachments" Tab
- Date the goods/services were received as a comment in the "Notes/Attachments" Tab
- DV User Guide
-for general information regarding disbursment vouchers
A: Please do the following to look up sponsor billings in KFS:
- Do an account code lookup to find proposal number.
- Lookup and Maintenance>Chart of Accounts>Accounts
- Enter Chart Code and Account Number
- Proposal Number will be in the "Contract and Grants" tab
- Use proposal number to look up invoices.
- Lookup and Maintenance>Contract & Grants>Award
- Enter Proposal Number
- Under the "Actions" column, select "View Invoices"
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UH Forms
For a quick list of commonly used KFS forms, please visit the following link (Select KFS Forms from the top menu):
http://www.soest.hawaii.edu/soest_fiscal/forms.html#uhkfsforms
For a complete listing of KFS Forms, please visit the UH Financial Management Office Website:
http://www.fmo.hawaii.edu/financial_systems/index.html#tab9
For a listing of UH Foundation Forms, please visit the following link:
http://www.uhfoundation.org/resources/forms
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eThority
Q: How do I gain access to eThority?
A: In order to gain access to eThority, you will need to submit a KFS Security Form (Form 40) to the Kuali Security Administrator. Please contact your FA for assistance.
Note: The SOEST Fiscal Office will also need a General Confidentiality Notice (Form 92) on file.
Q: Which report template should I use to find my account balance or if a transaction has hit my account?
A: The eThority team created general templates; however, the SOEST Fiscal office has modified some of the templates to make them more user friendly. For access to the SOEST Fiscal report templates, please contact Dane Campbell at dtc@hawaii.edu or 956-8201.
For training/tutorial information, please visit the following link:
http://www.fmo.hawaii.edu/financial_systems/index.html#tab10
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