User Manual Request fr General Ledger Chartfields & WhKeys (CF & WK) Request fr General Ledger Chartfields & WhKeys The University f Iwa Accunting and Financial Reprting Grant Accunting Office 6/7/2017
Request fr General Ledger Chartfields & WhKeys User Manual Cntents: Sectin 1: General Infrmatin 2 Hw will the Request fr General Ledger Chartfields & WhKeys applicatin be used? 2 What are the cmmn features, cntrls and general business rules acrss requests? 3 Sectin 2: Navigatin, Features & Request Frms 6 Hme Page and Navigatin Optins 6 Request Frm: Add Department 8 Request Frm: Add Subdepartment 11 Request Frm: Add Grant/Prgram 12 Request Frm: Add Grant/Prgram Gift accunt 14 Request Frm: Add Grant/Prgram Cst Share accunt 16 Request Frm: Add Grant/Prgram Other Accunt (Grant/Prgram begins with 5) 18 Request Frm: Add WhKey 20 Request Frm: Add WhKey Gift accunt 23 Request Frm: Add WhKey Cst Share accunt 25 Request Frm: Add WhKey Salary Cap accunt 27 Request Frm: Add WhKey Other accunt (Grant/Prgram 00000000 r begins with 5) 29 Request Frm: Add Cst Center 31 What d I see/receive when I have submitted a request t Wrkflw? 32 Request Histry/Search page 33 Sectin 3: Wrkflw 35 Wrkflw: Initiatr submitted requests and Wrkflw ptins 35 Wrkflw: Apprver expectatins 36 Wrkflw: Apprvals & Rute ptins 41 Sectin 4: Integratin: General Ledger, Institutinal Rles, & WhKey Administratin applicatins 43 Sectin 5: Questins & Cntact Infrmatin 44 Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 2
Request fr General Ledger Chartfields & WhKeys User Manual Sectin 1: General Infrmatin Hw will the Request fr General Ledger Chartfields & WhKeys applicatin be used? The applicatin will be used t request new Chartfield values fr Department, Subdepartment, Grant/Prgram and Cst Center as well as fr WhKey t be laded t the General Ledger (GL) and integrated with ther applicatins dependent upn the GL data. Chartfields and assciated WhKeys available t request within the applicatin: Departments Subdepartments Grant/Prgram (G/P): Cst Share accunt (G/P begins with 3 ), Gift accunt (G/P begins with 8 ), Other accunt (Grant/Prgram begins with 5 ) Cst Centers: Individual faculty cdes in the range 1000-8999 WhKeys: Cst Share accunt, Gift accunt, Salary Cap accunt (G/P 31111111), Other accunt (Grant/Prgram 00000000 r begins with 5 ) Chartfields and assciated WhKeys nt included in the applicatin: Fund, Org Unit, Institutinal Accunt, Organizatinal Accunt, Departmental Accunt, Functin Grant/Prgrams: Grants & Cntracts (G/P begins with 1 r 2), Building Renewals and Plant Funds (G/P begins with 6), Central Prgrams & Schlarships (G/P begins with 7 ), Investments (G/P begins with 9 ) Cst Centers: Buildings (0001-0699), Imprvements (0700-0899), Other (0900-0999) and Open (9000-9999) Mdificatins, r changes t existing Chartfields and WhKeys fr descriptin, pen r clse dates are nt included in the applicatin at this time. Current prcesses shuld cntinue t be used as included in the GL Chartfield and WhKey Maintenance Request Guidelines and frm any ther instructins prvided by Accunting and Financial Reprting, the Grant Accunting Office r Financial Analysis. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 3
Request fr General Ledger Chartfields & WhKeys User Manual What are cmmn features, cntrls and general business rules acrss requests? Accessible thrugh Emplyee Self Service t all General Ledger DSS nline users. GLDSS nline security is granted thrugh Secndary Security by the Org/Dept t their emplyees. Within each frm type, a yellw prgress bar is visible that mves frm the left t right (abve the applicatin s black header bx) when an actin is in-prgress. When the bar disappears, the frm and next fields are available fr mving frward with cmpleting the request. Definitins f fields and help text are available fr each frm within the applicatin. Drp-dwn menus utilize cascading parameters when available, e.g., the Department list is based n the Org Unit selected and specific fields available in certain drp-dwn fields in each Grant/Prgram frm type are based n business rules specific t that frm. Valid ranges f values allwed t be selected fr Department, Grant/Prgram Other accunt and Cst Center are driven frm the Org Unit selected. Chartfield and WhKey cmbinatins are verified against established business rules t ensure they re valid befre a request can be saved r submitted t Wrkflw. Example: nly valid Functin cdes are available in drp-dwn chices fr setting up new WhKeys, based n the Fund selected. Chartfield drp-dwn values and manually entered values are validated against the Open Date selected fr each request at the tp f the frm. If a Chartfield value is nt pen as f the Open Date selected, that value will nt appear in the drp-dwn nr will it be allwed t be manually entered. If an emplyee needs t be appinted retractively, r have a Retractive Change f Status prcessed in the HR Transactin system, then the Open Date needs t reflect the effective date needed t prcess that transactin. Fr example, if a new WhKey is requested in September 2016 but that WhKey is needed fr a Retractive COS t be prcessed with a July 1, 2015 effective date, then the Open Date used must be 7/1/2015 t wrk in the HR Transactin system. Fields are pre-ppulated where apprpriate and the value can be manually updated if desired. Examples are Department, Subdepartment, Grant/Prgram, Cst Center and Clse Date. Requests must have all required fields ppulated and valid cmbinatins used per established business rules within the applicatin, fr the initiatr t select Save r Save and Submit t Wrkflw. Varius applicatin errrs are displayed, upn selecting Save r Save and Submit t Wrkflw fr data entered that des nt meet the rules. There is nt an ptin t save a request in an incmplete status t return t later t finish fr submittal. T cancel a Department, Subdepartment, Grant/Prgram, WhKey nly r Cst Center frm request nt yet submitted, yu can click n the Hme link and the request will nt be saved. New Chartfield Department, Subdepartment and Grant/Prgram values previusly requested within the applicatin that are in a status ther than Cmpleted, are nt available t be used in anther request, until the prir transactin has been apprved thrugh Wrkflw and laded t the GL. Fr example, if a new Department has been requested t be set up by ne intiatr, and that request has been Saved r is in-prcess f ruting thrugh Wrkflw, that Department value will nt be available thrugh the drp-dwns r by manually typing in the value, fr any subsequent requests, until the riginal request is apprved in Wrkflw and laded t the GL. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 4
Request fr General Ledger Chartfields & WhKeys User Manual What are cmmn features, cntrls and business rules acrss requests (cntinued)? An initiated request that duplicates an existing request frm the same initiatr r smene else, in any status in the CF/WK applicatin cannt use Save r Save and Submit t Wrkflw. Either the initial request shuld be cmpleted thrugh Wrkflw r vided s a new request can be created within the applicatin. Sme supplemental infrmatin related t the Chartfields and WhKeys requested at time f set up is nw required t be input and submitted as part f the request. Examples include WhKey Owner, Reviewer and Departmental Administratr rle ppulatin and Gift supprt. While navigating thrugh the CF/WK applicatin, all actins will cause navigatin t ccur in the same windw. If yu wuld like t have multiple windws r tabs pen at the same time within the applicatin, right click n any f the links in the applicatin header (Chartfield, Hme, Request Histry/Search) t pen a 2 nd windw r tab. All submitted request frm types are ruted thrugh established Universal Wrkflw rutes. The CF/WK applicatin rules require that all requests rute t the Institutinal Rles Business Officer (BO) and any Administrative Delegate (AD) rles set up under that persn. The BO r their AD(s) must take actin fr each transactin submitted t Wrkflw accrding t the Org # assciated with the request. An Org r Department may als ptinally establish Custm Office r Default Office rutes fr use with the CF/WK requests, as necessary t meet their wn needs. Permitted r Required individuals n the Wrkflw rute can apprve, vid r edit certain fields fr submitted transactins. Within Wrkflw, individuals n the apprval rute can add cmments and attachments t the transactin. This functinality is nt currently available within the CF/WK applicatin, therefre the initiatr cannt add cmments r attachments in Wrkflw unless he/she is als added as an apprver by anther persn n the Wrkflw rute. Email ntificatins are sent t the initiatr and all individuals n the Wrkflw rute fr cmpleted packages. Email ntificatins are sent t the initiatr and previus individuals n the Wrkflw rute fr vided and edited packages. Email ntificatin f cmpleted Department requests are sent t the Payrll Office if the check bx is Yes when asked if emplyees will be appinted t this department. The Budget Develpment Office will be ntified fr all cmpleted Department requests. Infrmatin frm apprved requests is laded t and available fr usage in the General Ledger (GL) immediately upn cmpletin in Wrkflw, as well as being laded immediately t Institutinal Rles and WhKey Administratin applicatins, as applicable. The initiatr lgged int the applicatin will see a list f all requests that are saved, ruting, cmpleted r vided n their Request Histry/Search page. This page may als be used t search all requests that have been saved r prcessed in the applicatin. If a submitted request has been submitted t Wrkflw but there is an integratin issue with GL, Institutinal Rles r WhKey Administratin applicatins, the request will be displayed n the initiatr s Request Histry/Search page and the status will indicate it s in errr. Once the CF/WK applicatin administratrs reslve the issue, typically within ne business day, yu will receive a Cmplete ntice email and the status will be updated t Cmplete. This shuld be a rare ccurrence. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 5
Request fr General Ledger Chartfields & WhKeys User Manual Sectin 2: Navigatin, Features & Request Frms Hme Page and Navigatin Optins: The Hme page is the first screen viewed upn lgging int the applicatin. All requests are initiated frm this page by selecting the desired request frm. Navigatin Optins available n the black header bar frm any page within the applicatin include: Hme. Yu will be returned t the hme page n matter where yu are at within the applicatin. TIP: If yu are in-prcess f filling ut a request and have nt yet selected Save r Save and Submit t Wrkflw and yu click n the Hme link, yur request frm will be lst withut prviding yu a warning message. If that ccurs yu will need t start yur request again. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 6
Request fr General Ledger Chartfields & WhKeys User Manual Other features and infrmatin available n the Hme page and all pages within the applicatin: Always Lgut f the applicatin t clse it, by clicking n the dwn arrw under the name lgged in t the applicatin at the tp right: Custmer supprt email is listed at the bttm right f all pages as afr-chartfieldwhkey@uiwa.edu: Request Histry/Search. This prvides the user lgged int the applicatin with a cmplete list f all requests initiated by him/her that have been saved, cmpleted, vided, in-prcess f ruting r have an integratin errr. Additinally the user can use this page t search n any requests by using the Advanced Search ptin. Admin. This ptin will nly be displayed fr Accunting and Financial Reprting and Grant Accunting Office staff supprting the applicatin. Campus users will nt see this tab. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 7
Request fr General Ledger Chartfields & WhKeys User Manual Request Frm: Add Department This frm type allws an initiatr t request a new Department value fr an pen Organizatinal (Org) Unit. Fr this applicatin, each Org Unit has been assigned a range f Department values that can be used t request new Departments. These ranges are viewable in the applicatin as well as being displayed in the Accunting Cde Manual (ACM) in the Department and Subdepartment sectin. A Subdepartment value f 00000 is autmatically set up with all Department requests and is the nly value that is set up with the initial request fr a new Department. In the same request, the initiatr can ptinally request t create up t ten new WhKeys (sub frm r Add On ) using that Department/Subdepartment value fr Grant/Prgram f 00000000 r begins with a 5. Unique fields & business rules fr the Department frm Will this Department be used fr HR Transactin Frms? An answer f Yes indicates this new Department will have emplyees appinted t it and ntificatin is sent t the Payrll Office upn the request being apprved in Wrkflw, e.g. a Cmpleted status. Department. This represents a reprting entity defined by the Bard f Regents, central administratin r the Org Unit t meet reprting requirements. The next available nn-existing value (e.g. value des nt already exist in GL r value has nt been previusly saved r submitted thrugh this applicatin) is preppulated based n the Org Unit selected. It can be manually changed t anther nn-existing value within the Department range fr the selected Org Unit. T retrieve the system-generated value, click n Return t Pre-ppulated Number. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 8
Request fr General Ledger Chartfields & WhKeys User Manual The 00000 Subdepartment value is autmatically created and its descriptin is carried in GL fr the 4-digit department. In GL, Department and Subdepartment are a single 9-digit field and it s the 00000 last 5-digits f the 9-digit field that is used t create the 4-digit Department # and descriptin that is displayed n varius GLDSS nline and EFR Summary reprts. Descriptin. This text appears n GL-related reprts and applicatins and shuld describe the Department. It must be between 5-30 characters and can use a cmbinatin f upper/ lwer case letters, numbers and special characters. Department Administratr. This represents the individual wh has respnsibility fr planning, directing and managing the fiscal and/r administrative functins f a department and will be added t Institutinal Rles with the Department recrd. A valid, active Hawkid can be manually entered r selected by using the persn search ptin (magnifying glass). Wuld yu like t create a WhKey fr this new Department? This field is nt available t select a Yes, add WhKey r N, dn t add a WhKey, until all required fields have been ppulated and the business rules specific t the Department Request frm have been met. This means that any errrs that appear in a red bx belw the field with an errr, must be reslved. Once the Department frm up until this pint is valid, the radi buttns will be enabled. Either the Yes r N buttn must be selected befre the entire Department frm is valid and the Save r Save and Submit t Wrkflw buttns are enabled t be selected. Yes, add WhKey selecting this will then make the WhKey Request frm #1 page appear with all the fields that are required and ptinal, t be cmpleted. N, dn t add WhKey selecting this will enable the Save and Save and Submit t Wrkflw buttns t select ne f them t cmplete the Department frm. A Department can be requested t be set up in the GL initially withut requesting fr any WhKeys t be set up at the same time. When the Yes, add WhKey is selected, the fllwing becmes available: Up t ten WhKeys can be requested in the same request and will be bundled tgether in the same Wrkflw package fr ruting apprvals. Fr each WhKey frm added, yu can select Cancel this WhKey Request t nly cancel that specific WhKey r all required fields must be ppulated and the rules met fr each WhKey frm t be valid befre the bundled Department and WhKey(s) are available t select Save r Save and Submit t Wrkflw t cmplete the request. When ne r up t ten WhKey frms are enabled t be cmpleted with the Department frm, each related frm will appear and the WhKey frms will be numbered frm #1-#10. Yu can click n the name f each frm and it will expand r pen that specific frm. Clicking n it again will clse r cllapse that specific frm. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 9
Request fr General Ledger Chartfields & WhKeys User Manual The ptinal WhKey Request Add On sub frm that appears when Yes, add WhKey is selected is shwn n the next page, alng with unique fields fr this frm when it s bundled with a Department request. NOTE: The ptinal WhKey Request sub frm ( Add On ) fr bth the Department and Subdepartment Request frms lks the same and the rules applied are the same fr bth frm types. WhKey Request sub frm ( Add On ) tied t the Department frm. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 10
Request fr General Ledger Chartfields & WhKeys User Manual Unique fields & business rules fr the WhKey sub frm(s) tied t the Department frm The Org Unit, Department and Subdepartment are pre-ppulated and are nt allwed t be changed, as the WhKey request is tied t the riginal Department request. Descriptin. This appears n GL-related reprts and applicatins and shuld describe the WhKey. It is defaulted in based n the rules belw but can be manually updated. It must be between 5-30 characters and can use a cmbinatin f upper/ lwer case letters, numbers and special characters. Grant/Prgram value= 00000000 then 9-digit Department/Subdepartment descriptin is defaulted. Grant/Prgram value begins with a 5 then that Grant/Prgram descriptin is defaulted. The remaining fields in cmmn fr this frm are cvered in the Add WhKey sectin. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 11
Request fr General Ledger Chartfields & WhKeys User Manual Request Frm: Add Subdepartment This frm type allws an initiatr t request a new Subdepartment value fr an already pen Department. In the same request, the initiatr can ptinally request t create up t ten new WhKeys using that Department and the new Subdepartment value fr Grant/Prgram f 00000000 r begins with a 5. Unique fields & business rules fr the Subdepartment frm Department. Based n the Org Unit selected, chse the pen GL Department frm the drp dwn. Subdepartment. The next available nn-existing value (e.g. value des nt already exist in GL r value has nt been previusly saved r submitted thrugh this applicatin) is pre-ppulated based n the Org Unit and Department selected. It can be manually changed t anther nn-existing value. T retrieve the systemgenerated value, click n Return t Pre-ppulated Number. Descriptin. This text will appear n GL-related reprts and applicatins that shuld describe the Subdepartment. It must be between 5-30 characters and can use a cmbinatin f upper/ lwer case letters, numbers and special characters. Subdepartment Administratr (Optinal). This is the individual wh has respnsibility fr planning, directing and managing the fiscal and/r administrative functins f a Subdepartment and will be added t Institutinal Rles with the Subdepartment recrd. A valid, active Hawkid can be manually entered r selected by using the persn search ptin (magnifying glass). Wuld yu like t create a WhKey fr this new Subdepartment? - WhKey Request sub frm ( Add On ) is Optinal and tied t the Subdepartment frm. It functinally wrks the same as the Department WhKey Add On. The remaining fields in cmmn are cvered in the Add WhKey sectin. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 12
Request fr General Ledger Chartfields & WhKeys User Manual Request Frm: Add Grant/Prgram This frm type allws an initiatr t request a new single Grant/Prgram value and als requires that a new single WhKey using the new Grant/Prgram be set up at the same time. All Grant/Prgram frm types bundle the request fr a new Grant/Prgram alng with requesting a new WhKey using that Grant/Prgram. In the same request, the initiatr can ptinally request t create up t an additinal ten new WhKeys using that Grant/Prgram value, where the same frm type will be applied fr the added WhKeys as the frm type fr the Grant/Prgram frm. The applicatin is currently limited t the fllwing three frm types fr Grant/Prgrams: Gift (begins with 8 ), Cst Share (begins with 3 ) and Other (Grant/Prgram begins with 5). All three Grant/Prgram request frms will require specific data in rder fr the initiatr t Save r Save and Submit t Wrkflw in rder t cmplete the request. Hwever each sub frm type may als require additinal infrmatin unique t the type f accunt being requested. Belw is a glssary f the standard data fields included fr all three Grant/Prgram request frms. All fields are required unless nted therwise. Standard (cmmn) data fields fr all Grant/Prgram frms Grant/Prgram Type. Select the type f Grant/Prgram value t be requested. Open Date. This represents the date that the Grant/Prgram and related WhKey set up with it can be used t pst transactins. It can be manually entered r selected frm a date picker. The selected date may be any day/mnth/year fr past, current, r future mnths, using the frmat f: MM/DD/YYYY. Chartfield drpdwn values (e.g. Fund, Org, Dept, Subdept and Functin) are validated against the Open Date. If a Chartfield value is nt pen as f the Open Date selected, that value will nt appear in the drp-dwn. Fund. Per NACUBO, this Chartfield is intended: T satisfy the requirement t accunt prperly fr the diversity f resurces and their use, the principles and practices f 'fund accunting' are emplyed. It is imprtant fr internal and external reprting purpses, t select the apprpriate fund fr the intended usage f the accunt set up. Select a value frm a drp-dwn list based n pen Fund values in the GL that are allwable per specific rules apprved by AFR & GAO staff fr each frm type. Organizatinal Unit. This Chartfield grups like departments fr reprting. Individual Org Unit values are gruped by central administratin, clleges, ther academic, auxiliary & related rganizatins and healthcare units. Select a value frm a drp-dwn list based n pen Org Unit values in the GL that are allwable per specific rules apprved by AFR & GAO staff fr each frm type and the Fund chsen. Department. This Chartfield is a reprting entity either defined by the Bard f Regents, central administratin r by the Org Unit t meet reprting requirements. A department can nly be set up under ne Org Unit. Select a value frm a drp-dwn list based n pen Department values in the GL that are tied t the Org Unit chsen. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 13
Request fr General Ledger Chartfields & WhKeys User Manual Subdepartment. This Chartfield is tied t the Department and allws fr the department t separate financial infrmatin int mre detail. Select a value frm a drp-dwn list based n pen Subdepartment values in the GL that are tied t the Department chsen. Standard (cmmn) data fields fr all Grant/Prgram frms (cntinued) Grant/Prgram. This Chartfield is used t indicate Grants/Cntracts, Cst Sharing, Organizatinal unit/departmental prgrams and Gifts. Depending n the specific frm type it may default, be un-editable r can be entered t/updated manually. Functin. This Chartfield is used by the University t grup expenses fr internal and external reprting purpses, accrding t the purpse fr which csts are incurred, accrding t NACUBO and ther federal guidelines. Select a value frm a drp-dwn list based n pen Functin values in the GL that are allwable per specific rules apprved by AFR & GAO staff fr each frm type and the Fund chsen. Descriptin. This field will appear n varius GL-related reprts and applicatins that shuld describe the G/P and the related WhKey. Depending n the specific frm type it may default, be uneditable r can be entered t/updated manually. It must be between 5-30 characters and can use a cmbinatin f upper/ lwer case letters, numbers and special characters. Nte: This descriptin will be applied fr bth the Grant/Prgram and related WhKey created within these frms and cannt be updated within this applicatin at this time. WhKey Purpse. This field shuld accurately describe the reasn fr establishing the accunt and fr what activity it is intended t track transactins. Depending n the specific frm type it may default, be uneditable r can be entered t/updated manually. It is a max f 2000 characters. WhKey Owner. This represents the individual wh has general decisin making authrity ver the accunt and fiscal respnsibility & accuntability fr the accunt. A valid, active nn-student Hawkid is allwable. Depending n the specific frm type it may default, can be manually entered r selected by using the persn search ptin (magnifying glass). WhKey Reviewer. This represents the individual wh has respnsibility fr reviewing transactins & recnciling the TDR. It may be manually entered with a valid, active Hawkid r by using the persn Search ptin (magnifying glass). The individual can nt be the same as either f the WhKey Secndary Reviewers. + Tggle Secndary Reviewers (Optinal): This represents, in additin t the Accunt Reviewer, that up t tw Secndary Reviewers may be assigned t an accunt fr reviewing transactins & recnciling the TDR. WhKey Secndary Reviewer 1 and/r 2 can be manually entered with a valid, active Hawkid r by using the persn search ptin (magnifying glass icn). The individuals can nt be the same as the WhKey Reviewer and the ther Secndary Reviewer rle. These fields are accessible by clicking n the tggle icn t display the fields and click again t hide the fields. Clse Date. This represents the date that the Grant/Prgram and related WhKey shuld be clsed t psting riginal transactins, like payrll and purchasing expenses, with the intentin f zering the Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 14
Request fr General Ledger Chartfields & WhKeys User Manual accunt ut t be inactivated. The default is 12/31/2099. It can be manually changed r anther date selected frm a date picker. The date may be any day/mnth/year fr past, current r future dates as lng as the Clse Date is in the future and is later than the Open Date, using the frmat f: MM/DD/YYYY. Wuld yu like t create anther WhKey fr this new Grant/Prgram? This field is nt available t select a Yes, add WhKey r N, dn t add a WhKey, until all required fields have been ppulated and the business rules specific t the Grant/Prgram Request frm have been met. This means that any errrs that appear in a red bx belw the field with an errr, must be reslved. Once the Grant/Prgram frm up until this pint is valid, the radi buttns will be enabled. Either the Yes r N buttn must be selected befre the entire Grant/Prgram frm is valid and the Save r Save and Submit t Wrkflw buttns are enabled t be selected. Yes, add WhKey selecting this will then make the WhKey Request frm #1 page appear with all the fields that are required and ptinal, t be cmpleted. The same frm type will be applied fr the added WhKeys as the frm type fr the Grant/Prgram frm. N, dn t add WhKey selecting this will enable the Save and Save and Submit t Wrkflw buttns t select ne f them t cmplete the Grant/Prgram frm, which includes a WhKey within the request. When the Yes, add WhKey is selected, the fllwing becmes available: Up t eleven WhKeys can be requested in the same request, ten being frm the WhKey Add Ons and will be bundled tgether in the same Wrkflw package fr ruting apprvals. Fr each WhKey frm added, yu can select Cancel this WhKey Request t nly cancel that specific WhKey r all required fields must be ppulated and the rules met fr each WhKey frm t be valid befre the bundled Grant/Prgram and WhKey(s) are available t select Save r Save and Submit t Wrkflw t cmplete the request. When ne r up t ten WhKey frms are enabled t be cmpleted with the Grant/Prgram frm, each related frm will appear and the WhKey frms will be numbered frm #1-#10. Yu can click n the name f each frm and it will expand r pen that specific frm. Clicking n it again will clse r cllapse that specific frm. The ptinal WhKey Request Add On sub frm that appears when Yes, add WhKey is selected is shwn n the next page, alng with unique fields fr this frm when it s bundled with a Grant/Prgram request. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 15
Request fr General Ledger Chartfields & WhKeys User Manual WhKey Request sub frm ( Add On ) tied t the Grant/Prgram frm (example frm Other type). Unique fields & business rules fr the WhKey sub frm(s) tied t the Grant/Prgram frm The WhKey Type, Org Unit, Department and Grant/Prgram are pre-ppulated and are nt allwed t be changed, as the WhKey request is tied t the riginal Grant/Prgram request. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 16
Request fr General Ledger Chartfields & WhKeys User Manual Sub frm All Special business rules fr the WhKey sub frm(s) tied t the Grant/Prgram frm Open Date. Open date n the sub frm shuld be n r after the Grant/Prgram frm Chartfield Open date using the frmat f: MM/DD/YYYY. This represents the date the WhKey set up can be used t pst transactins. It can be manually entered r selected frm a date picker. Chartfield drp-dwn values (e.g. Fund, Org, Dept, Subdept and Functin) are validated against the Open Date. If a Chartfield value is nt pen as f the Open Date selected, that value will nt appear in the drp-dwn. Sub frm Gift accunt Descriptin. Defaulted frm the descriptin field frm the Grant/Prgram frm, as that descriptin applies t the Grant/Prgram Chartfield and the WhKey n the Grant/Prgram frm, but can be manually updated. It must be between 5-30 characters and can use a cmbinatin f upper/ lwer case letters, numbers and special characters. This appears n GL-related reprts and applicatins and shuld describe the WhKey. Sub frm Cst Share accunt Descriptin. Defaulted frm the descriptin field frm the Grant/Prgram frm and cannt be manually updated. WhKey Purpse. Defaulted frm the WhKey purpse field frm the Grant/Prgram frm and cannt be manually updated. Sub frm Other Descriptin. Defaulted frm the descriptin field frm the Grant/Prgram frm, as that descriptin applies t the Grant/Prgram Chartfield and the WhKey n the Grant/Prgram frm, but can be manually updated. It must be between 5-30 characters and can use a cmbinatin f upper/ lwer case letters, numbers and special characters. This appears n GL-related reprts and applicatins and shuld describe the WhKey. The remaining fields in cmmn fr this frm are cvered in the Add WhKey sectin. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 17
Request fr General Ledger Chartfields & WhKeys User Manual Request Frm: Add Grant/Prgram Gift accunt This frm type allws an initiatr t request a new single Gift accunt Grant/Prgram value and als requires that a new WhKey using the new Grant/Prgram be set up at the same time. The Gift accunt frm type bundles the request fr a new Gift accunt Grant/Prgram alng with requesting a new Gift accunt WhKey using that Grant/Prgram value. Unique fields & business rules fr the Grant/Prgram Gift accunt frm Surce f Gift. Chsing "UI Fundatin" r "Depsited Directly" shuld be based n hw the Gift accunt will be funded. Depending n the Surce f Gift selected, the Initiatr will then be required t prvide additinal details specific t the surce. If UI Fundatin is selected, the Initiatr will be asked t prvide the Categry f Gift and UI Fundatin Number Categry f Gift. Can be Restricted (1:1)" r "Discretinary (Nt 1:1). Select Restricted (1:1) if the dnr has established specific instructins r restrictins fr hw the gift is allwed t be used. With specific dnr restrictins, the Gift accunt must be funded by and used nly as UI Fundatin Accunt. The UI Fundatin Accunt Number is required. Select Discretinary (Nt 1:1) if the dnr(s) has nt established any specific instructins r restrictins fr hw the gift is allwed t be used. A discretinary Gift accunt can be funded by mre than ne UI Fundatin Accunt (maximum f five). Atleast ne UI Fundatin Accunt Number is required. UI fundatin number that has already been used with anther request can be used again in this frm. UI Fundatin Accunt Number. Enter the UI Fundatin Accunt Number that will be funding the new Gift Grant/Prgram. The UI Fundatin Accunting Number shuld be entered using the frmat 3x-xxx-xxx. Add additinal (Up t 5). This field will nly be available if the initiatr selects Discretinary as the Categry f Gift. If there is mre than ne UI Fundatin accunt that will fund the new Gift Grant/Prgram, all UI Fundatin accunt numbers must be prvided. Grant Accunting allws a maximum f 5 UI Fundatin Accunt numbers. If Depsited Directly" is selected, the initiatr will be asked t prvide Dnr Intent. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 18
Request fr General Ledger Chartfields & WhKeys User Manual Dnr Intent shuld include the name f the Dnr alng with the Dnr s Intent. All remaining data fields will be the same regardless f the funding surce f the gift, and thse unique t bth Gift request frms are as fllws: Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 19
Request fr General Ledger Chartfields & WhKeys User Manual Fund. WhKeys established fr a Gift will always be assigned Fund 520. This field is nt editable. Grant/Prgram. The first digit (Grant/Prgram ID) f any Gift accunt will be 8. If the Surce f Gift is UI Fundatin Accunt / Restricted (1:1) the first value f the accunt number entered in the field UI Fundatin Accunt Number will be replaced with an 8 t becme the default Grant/Prgram value. If the Surce f Gift is UI Fundatin Accunt/ Discretinary (Nt 1:1) r Depsited Directly, the field will default as XXXXXXXX. The Grant/Prgram value will be assigned by Grant Accunting during the review prcess. Descriptin. The descriptin assigned t the new Gift Grant/Prgram number (and the WhKey established with it) in the GL. It must be between 5-30 characters and can use a cmbinatin f upper/ lwer case letters, numbers and special characters. Cmmn fields: The remaining fields in cmmn fr this frm are cvered in the Add Grant/Prgram sectin. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 20
Request fr General Ledger Chartfields & WhKeys User Manual Request Frm: Add Grant/Prgram Cst Share accunt This frm type allws an initiatr t request a new single Cst Share accunt Grant/Prgram value and als requires that a new WhKey using the new Grant/Prgram be set up at the same time. The Cst Share accunt frm type bundles the request fr a new Cst Share accunt Grant/Prgram alng with requesting a new Cst Share accunt WhKey using that Grant/Prgram value. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 21
Request fr General Ledger Chartfields & WhKeys User Manual Unique fields & business rules fr the Grant/Prgram Cst Share accunt frm Existing Grant/Prgram. The initiatr must enter the 8-digit Grant/Prgram value established by the Grant Accunting Office fr the specific spnsred prject fr which the Cst Share accunt is required. It can be fund n the Award Activatin Authrizatin Ntice (AAAN) that was issued alng with the award dcumentatin. The 8-digit Grant/Prgram value must begin with 1 r 2. Change Grant Accunting Recrd. This buttn will nly appear when the Existing Grant/Prgram value entered has mre than ne BRF, and allws the frm initiatr t change a previusly entered/selected Grant Prgram + BR. This buttn is nly visible n the Parent Grant/Prgram frm. Existing BRF (Budget Reference Field). This field is based n the 8-digit Existing Grant Prgram value entered abve. If nly ne BR exists with the Existing Grant Prgram value, it will be the default. Hwever if mre than ne BRF exists, the initiatr will be required t select ne. The Existing Grant/Prgram value and BR must be established and active in GL in rder fr it t be used t request a new Cst Share Grant/Prgram value. Grant Accunting Cntact. This field will aut ppulate based n the Existing Grant/Prgram entered abve and identifies the individual, frm the Grant Accunting Office, wh versees the award. Grant/Prgram. This field will aut ppulate based n the Existing Grant/Prgram entered abve, where the first digit will be replaced by a 3. BRF. Will default frm the Existing BRF field. Descriptin. The descriptin assigned t the new Cst Share Grant/Prgram number (and the WhKey established with it) in the GL. This field will default with the text C/S. fllwed by the GL descriptin f the Existing Grant/Prgram. The field will nt be editable. It must be between 5-30 characters and can use a cmbinatin f upper/ lwer case letters, numbers and special characters. WhKey Purpse. This field will default with the text Meet Cst Share Cmmitment f fllwed by the GL descriptin f the Existing Grant/Prgram and will nt be editable. It is a max 2000 characters. WhKey Owner. The Principal Investigatr (PI) f the Existing Grant/Prgram will autmatically default in as the new Cst Share WhKey Owner. The field is editable. Cmmn fields: The remaining fields in cmmn fr this frm are cvered in the Add Grant/Prgram sectin. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 22
Request fr General Ledger Chartfields & WhKeys User Manual Request Frm: Add Grant/Prgram Other accunt (Grant/Prgram begins with 5) This frm type allws an initiatr t request a new single Grant/Prgram value that begins with a 5 and als requires that a single WhKey using the new Grant/Prgram be set up at the same time. In the same request, the initiatr can ptinally request t create up t ten new WhKeys using that Grant/Prgram value, where the same frm type will be applied fr the added WhKeys as the frm type fr the Grant/Prgram frm. The Grant/Prgram Other accunt frm type bundles the request fr a new Other accunt Grant/Prgram alng with requesting a new Other accunt WhKey using that Grant/Prgram value. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 23
Request fr General Ledger Chartfields & WhKeys User Manual Unique fields & business rules fr the Grant/Prgram Other accunt (G/P begins wth 5) frm Fund, Org Unit, Department, Subdepartment and Functin fields fr the G/P Other and WhKey Other frms are drp-dwn menus that utilize cascading parameters and certain rules are built in t assist with requesting, and in turn establishing, a valid WhKey in GL fr usage in accunting transactins. A Fund must first be selected befre the Org Unit drp-dwn list is available. This is due t nly allwing certain Org Units t be valid with the Fund selected. Once the Org Unit is selected, the Department drp-dwn list is available based n the specific Departments that are pen with the Org Unit selected. The same rules are true fr the Subdepartment drp-dwn list. The Functin drp-dwn list is based n the Fund selected and is available nce the Fund has been selected. Agency Fund. If an Agency Fund value (e.g., 950-989) is selected, a pp up bx will appear that explains the purpse f an Agency accunt. The initiatr must validate that the accunt requested qualifies as an Agency Fund based n the infrmatin prvided, by selecting Qualifies as Agency Fund accunt. If the accunt des nt qualify, the initiatr shuld select Des nt qualify as Agency Fund accunt and the Fund value will be cleared frm the drp-dwn, requiring anther Fund t be selected. Nte: Agency Funds are used t accunt fr assets held by the University as custdian r fiscal agent fr thers. Frm a financial reprting perspective, Agency Fund balances d nt belng t the University s it is imprtant fr careful cnsideratin be given whether a new WhKey shuld be an Agency Fund accunt r nt since there are dwnstream reprting implicatins that culd ver r understate revenue and expenditures if the WhKey is classified incrrectly. Grant/Prgram. This is used t indicate an Org Unit/Departmental prgram. The next available nn-existing Grant/Prgram value (e.g. value des nt already exist in GL r value has nt been previusly saved r submitted thrugh this applicatin) that begins with a 5 is pre-ppulated based n the Org Unit selected. It can be manually changed t anther nn-existing value within the Department range fr the selected Org Unit. T retrieve the system-generated value, click n Return t Pre-ppulated Number. Nte: Each Org Unit has been assigned a range f Grant/Prgram ID 5 Org Unit/Departmental Prgram values that can be used t request new Grant/Prgrams and related WhKeys. These ranges are viewable by clicking n the? icn next t the Return t Pre-ppulated Number field. Descriptin. This appears n GL-related reprts and applicatins that shuld describe bth the G/P and the related WhKey. It is manually entered, must be between 5-30 characters and can use a cmbinatin f upper/ lwer case letters, numbers and special characters. WhKey Purpse. This shuld accurately describe the reasn fr establishing the accunt and fr what activity it is intended t track transactins. It is manually entered and is a max f 2000 characters. WhKey Owner. This is the individual wh has general decisin making authrity ver the accunt and fiscal respnsibility & accuntability fr the accunt. A valid, active nn-student Hawkid can be manually entered r selected by using the persn search ptin (magnifying glass). Cmmn fields: The remaining fields in cmmn fr this frm are cvered in the Add Grant/Prgram sectin. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 24
Request fr General Ledger Chartfields & WhKeys User Manual Request Frm: Add WhKey This frm type allws an initiatr t ptinally request t create up t eleven WhKeys within the same frm type when all individual Chartfield values assciated with the request already exist and are pen in GL. The Chartfield values fr the WhKey include Fund, Org Unit, Department, Subdepartment, Grant/Prgram and Functin. The applicatin currently includes the fllwing frm types fr WhKeys: Gift accunt, Cst Share accunt, Salary Cap accunt and Other accunt (Grant/Prgram 00000000 r begins with 5). All fur WhKey request frms will require certain cmmn data fields and infrmatin in rder fr the initiatr t cmplete and submit the request t Wrkflw. Hwever, each specific frm type may als require additinal infrmatin unique t the type f accunt being requested. Belw is a glssary f the standard data fields included with the fur Add WhKey request frms. Standard (cmmn) data fields & business rules fr all WhKey frms WhKey Type. Select the type f WhKey t be requested. Open Date. This represents the date that the WhKey can be used t pst transactins. It can be manually entered r selected frm a date picker. The date may be any day/mnth/year fr past, current, r future mnths, using the frmat f: MM/DD/YYYY. Chartfield drp-dwn values (e.g. Fund, Org, Dept, Subdept and Functin) are validated against the Open Date, as well as the manually entered Grant/Prgram value. If a Chartfield value is nt pen as f the Open Date selected, that value will nt appear in the drp-dwns nr will it be valid in a manually entered field (e.g. Grant/Prgram). Nte: An errr message f This Chartfield is nt Active fr the current Open Date. The Open Date f this frm request must be n r after mm/dd/yyyy will be displayed if a Grant/Prgram value is entered that has an Open Date > the Open Date selected in the request. Example: If an Open Date f 3/1/2016 is selected fr a new WhKey request and the Grant/Prgram entered fr the request has an Open Date in GL f 7/1/2016, the errr message will be displayed and the request cannt be Saved r Submitted until the request frm is updated with valid data. Nte: If the WhKey is needed t appint an emplyee r prcess a retractive Change f Status (COS) in the HR Transactin system, the WhKey must be set up with an Open Date<= t the HR appintment r COS effective date. Example: A new WhKey is set up with a 3/5/2016 Open Date and an HR COS needs t be submitted retractively with a 7/1/2015 effective date. The Open Date f the WhKey shuld have been set up with a 7/1/2015 date, fr the COS t pass validatin edits in the HR Transactin system. Fund. Per NACUBO, this Chartfield is intended: T satisfy the requirement t accunt prperly fr the diversity f resurces and their use, the principles and practices f 'fund accunting' are emplyed. It is imprtant fr internal and external reprting purpses, t select the apprpriate fund fr the intended usage f the accunt set up. Select a value frm a drp-dwn list based n pen Fund values in the GL that are allwable per specific rules apprved by AFR & GAO staff fr each frm type. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 25
Request fr General Ledger Chartfields & WhKeys User Manual Organizatinal Unit. This Chartfield grups like departments fr reprting. Individual Org Unit values are gruped by central administratin, clleges, ther academic, auxiliary & related rganizatins and healthcare units. Select a value frm a drp-dwn list based n pen Org Unit values in the GL that are allwable per specific rules apprved by AFR & GAO staff fr each frm type and the Fund chsen. Department. This Chartfield is a reprting entity either defined by the Bard f Regents, central administratin r by the Org Unit t meet reprting requirements. A department can nly be set up under ne Org Unit. Select a value frm a drp-dwn list based n pen Department values in the GL that are tied t the Org Unit chsen. Subdepartment. This Chartfield is tied t the Department and allws fr the department t separate financial infrmatin int mre detail. Select a value frm a drp-dwn list based n pen Subdepartment values in the GL that are tied t the Department chsen. Grant/Prgram. This Chartfield is used t indicate Grants/Cntracts, Cst Sharing, Organizatinal Unit/Departmental prgrams and Gifts. Depending n the specific frm type it may default, be un-editable r can be entered t/updated manually. Functin. This Chartfield is used by the University t grup expenses fr internal and external reprting purpses, accrding t the purpse fr which csts are incurred, accrding t NACUBO and ther federal guidelines. Select a value frm a drp-dwn list based n pen Functin values in the GL that are allwable per specific rules apprved by AFR & GAO staff fr each frm type and the Fund chsen. Descriptin. This text will appear n GL-related reprts and applicatins that shuld describe the WhKey. Depending n the specific frm type it may default, be uneditable r can be entered t/updated manually. It must be between 5-30 characters and can use a cmbinatin f upper/ lwer case letters, numbers and special characters. WhKey Purpse. This text shuld accurately describe the reasn fr establishing the accunt and fr what activity it is intended t track transactins. Depending n the specific frm type it may default, be undeditable r can be entered t/updated manually. It is a max f 2000 characters. WhKey Owner. This represents the individual wh has general decisin making authrity ver the accunt and fiscal respnsibility & accuntability fr the accunt. A valid, active nn-student Hawkid is allwable. Depending n the specific frm type it may default, can be manually entered r selected by using the persn search ptin (magnifying glass). WhKey Reviewer. This represents the individual wh has respnsibility fr reviewing transactins & recnciling the TDR. It is manually entered with a valid, active Hawkid r by using the persn Search ptin (magnifying glass). The individual can nt be the same as either f the WhKey Secndary Reviewers. + Tggle Secndary Reviewers (Optinal): This represents, in additin t the Accunt Reviewer, that up t tw Secndary Reviewers may be assigned t an accunt fr reviewing transactins & recnciling the TDR. WhKey Secndary Reviewer 1 and/r 2 can be manually entered with a valid, active Hawkid r by using the persn search ptin (magnifying glass icn). The individuals can nt be the same as the WhKey Reviewer and the ther Secndary Reviewer rle. These fields are accessible by clicking n the tggle icn t display the fields and click again t hide the fields. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 26
Request fr General Ledger Chartfields & WhKeys User Manual Standard (cmmn) data fields & business rules fr all WhKey frms (cntinued) Clse Date. This represents the date that the Grant/Prgram and related WhKey shuld be clsed t psting riginal transactins, like payrll and purchasing expenses, with the intentin f zering the accunt ut t be inactivated. The default is 12/31/2099. It can be manually changed r anther date selected frm a date picker. The date may be any day/mnth/year fr past, current r future dates as lng as the Clse Date is in the future and is later than the Open Date, using the frmat f: MM/DD/YYYY. Nte: The WhKey cannt be used t pst riginal accunting transactins like payrll, purchasing r ther external r internal vendr transactins nce the jurnal date f the transactin is >= the Clse Date f the WhKey. Example: If a WhKey has a Clse Date f 3/31/2016 and the department is trying t create a Preq with a 4/15/2016 date, the Preq will thrw an errr f Invalid MFK-Wh Clsed. Nte: Upn selecting either the Save r Save and Submit t Wrkflw buttn, a validatin checks if the WhKey already exists in GL r is already in an existing saved r submitted request in the applicatin. If the WhKey already exists, ne f the fllwing errr messages will be displayed and the request cannt be saved r submitted: Exists in GL: This WhKey already exists in the General Ledger Exists in CF/WK applicatin in a saved status: This WhKey request is in prcess Exists in CF/WK applicatin & is ruting in Wrkflw: This WhKey request has been previusly submitted t wrkflw Wuld yu like t create anther WhKey? This field is nt available t select a Yes, add WhKey r N, dn t add a WhKey, until all required fields have been ppulated and the business rules specific t the WhKey Request frm have been met. This means that any errrs that appear in a red bx belw the field with an errr, must be reslved. Once the WhKey frm up until this pint is valid, the radi buttns will be enabled. Either the Yes r N buttn must be selected befre the entire WhKey frm is valid and the Save r Save and Submit t Wrkflw buttns are enabled t be selected. Yes, add WhKey selecting this will then make the WhKey Request frm #1 page appear with all the fields that are required and ptinal, t be cmpleted. The same frm type will be applied fr the added WhKeys as the frm type fr the WhKey frm. N, dn t add WhKey selecting this will enable the Save and Save and Submit t Wrkflw buttns t select ne f them t cmplete the WhKey frm. When the Yes, add WhKey is selected, the fllwing becmes available: Up t eleven WhKeys can be requested in the same request, ten being frm the WhKey Add Ons and will be bundled tgether in the same Wrkflw package fr ruting apprvals. Fr each WhKey frm added, yu can select Cancel this WhKey Request t nly cancel that specific WhKey r all required fields must be ppulated and the rules met fr each WhKey frm t be valid befre the bundled WhKey(s) are available t select Save r Save and Submit t Wrkflw t cmplete the request. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 27
Request fr General Ledger Chartfields & WhKeys User Manual When ne r up t ten WhKey frms are enabled t be cmpleted with the WhKey frm, each related frm will appear and the WhKey frms will be numbered frm #1-#10. Yu can click n the name f each frm and it will expand r pen that specific frm. Clicking n it again will clse r cllapse that specific frm. The ptinal WhKey Request Add On sub frm that appears when Yes, add WhKey is selected is shwn n the next page, alng with unique fields fr this frm when it s bundled with a WhKey request. WhKey Request sub frm ( Add On ) tied t the WhKey frm (example frm Other type). Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 28
Request fr General Ledger Chartfields & WhKeys User Manual Unique fields & business rules fr the WhKey sub frm(s) tied t the WhKey frm The WhKey Type, Org Unit and Department are pre-ppulated and are nt allwed t be changed, as the WhKey Add On request is tied t the riginal WhKey request. Special business rules fr the WhKey sub frm(s) tied t the WhKey frm Sub frm Cst Share accunt Grant/Prgram. Grant/Prgram is pre-ppulated and are nt allwed t be changed Descriptin. Defaulted frm the descriptin field frm the Grant/Prgram frm, as that descriptin applies t the Grant/Prgram Chartfield and the WhKey n the Grant/Prgram frm, and cannt be manually updated. This appears n GL-related reprts and applicatins and shuld describe the WhKey. WhKey Purpse. Defaulted frm the WhKey purpse field frm the Grant/Prgram frm, as that descriptin applies t the Grant/Prgram WhKey n the Grant/Prgram frm, but cannt be manually updated. This appears n GL-related reprts and applicatins and shuld describe the WhKey. Sub frm Salary Cap accunt Grant/Prgram. Grant/Prgrams is pre-ppulated and are nt allwed t be changed The remaining fields in cmmn fr this frm are cvered in the Add WhKey sectin. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 29
Request fr General Ledger Chartfields & WhKeys User Manual Request Frm: Add WhKey Gift accunt This frm type allws an initiatr t request a new single Gift accunt WhKey when the Grant/Prgram value (beginning with 8 ) already exists and is pen in GL. All the individual Chartfield values assciated with the request must exist and be pen in GL. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 30
Request fr General Ledger Chartfields & WhKeys User Manual Unique fields & business rules fr the WhKey Gift accunt frm Existing Grant/Prgram. Manually entered Grant/Prgram number that begins with 8 and currently exists and is pen in GL. Fund. WhKeys established fr a Gift accunt will always be assigned Fund 520. This field is nt editable. Grant/Prgram. This is the Grant/Prgram number fr which the new WhKey is being requested. This field will aut ppulate frm the Existing Grant/Prgram entered abve. Descriptin. WhKey descriptin autmatically ppulates based n the Existing Grant/Prgram GL descriptin. The field is editable and must be between 5-30 characters. WhKey Purpse. Autmatically ppulates based n the Existing Grant/Prgram GL descriptin. The field is editable with a max f 2000 characters. Cmmn fields: The remaining fields in cmmn fr this frm are cvered in the Add WhKey sectin. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 31
Request fr General Ledger Chartfields & WhKeys User Manual Request Frm: Add WhKey Cst Share accunt This frm type allws an initiatr t request a new single Cst Share accunt WhKey when the Grant/Prgram value (beginning with 3 ) already exists and is pen in GL. All the individual Chartfield values assciated with the request must exist and be pen in GL. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 32
Request fr General Ledger Chartfields & WhKeys User Manual Unique fields & business rules fr the WhKey Cst Share accunt frm Existing Grant/Prgram. The initiatr must enter the 8-digit Grant/Prgram value established by the Grant Accunting Office fr the specific spnsred prject fr which the Cst Share accunt is required. It can be fund n the Award Activatin Authrizatin Ntice (AAAN) that was issued alng with the award dcumentatin. The 8-digit Grant/Prgram value must begin with 1 r 2. Change Grant Accunting Recrd. This buttn will nly appear when the Existing Grant/Prgram value entered has mre than ne BRF, and allws the frm initiatr t change a previusly entered/selected Grant Prgram + BR. Existing BRF (Budget Reference Field). This field is based n the 8-digit Existing Grant Prgram value entered abve. If nly ne BR exists with the Existing Grant Prgram value, it will be the default. Hwever if mre than ne BRF exists, the initiatr will be required t select ne. The Existing Grant/Prgram value and BR must be established and pen in GL in rder fr it t be used t request a new Cst Share WhKey. Grant Accunting Cntact. This field will aut ppulate based n the Existing Grant/Prgram entered abve and identifies the individual, frm the Grant Accunting Office, wh versees the award. Grant/Prgram. This is the Grant/Prgram number fr which the new WhKey is being requested. It will aut ppulate based n the Existing Grant/Prgram entered abve, where the first digit will be replaced by a 3. BRF. Will default frm the Existing BRF field. Descriptin. The descriptin assigned t the new Cst Share Grant/Prgram number (and the WhKey established with it) in the GL. This field will default with the text C/S. fllwed by the GL descriptin f the Existing Grant/Prgram. The field will nt be editable. It must be between 5-30 characters and can use a cmbinatin f upper/ lwer case letters, numbers and special characters. WhKey Purpse. This field will default with the text Meet Cst Share Cmmitment f fllwed by the GL descriptin f the Existing Grant/Prgram and will nt be editable. It is a max 2000 characters. WhKey Owner. The Principal Investigatr (PI) f the Existing Grant/Prgram will autmatically default in as the new Cst Share WhKey Owner. The field is editable. Cmmn fields: The remaining fields in cmmn fr this frm are cvered in the Add WhKey sectin. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 33
Request fr General Ledger Chartfields & WhKeys User Manual Request Frm: Add WhKey Salary Cap accunt This frm type allws an initiatr t request a new single Salary Cap accunt WhKey when the Grant/Prgram value is 31111111. All the individual Chartfield values assciated with the request must exist and be pen in GL. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 34
Request fr General Ledger Chartfields & WhKeys User Manual Unique fields & business rules fr the WhKey Salary Cap accunt frm Grant/Prgram. Will default t 311111111 as all University salary cap csts are currently being tracked using this unique Grant/Prgram number. BRF. Will default t 01 as all University salary cap csts are currently being tracked using Budget Reference 01. Descriptin. WhKey descriptin autmatically ppulates based n the Grant/Prgram GL descriptin. The field is editable and must be between 5-30 characters. WhKey Purpse. This field is pre-ppulated based n the Grant/Prgram number GL descriptin. The field is editable with a max f 2000 characters. Cmmn fields: The remaining fields in cmmn fr this frm are cvered in the Add WhKey sectin. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 35
Request fr General Ledger Chartfields & WhKeys User Manual Request Frm: Add WhKey Other accunt (Grant/Prgram 00000000 r begins with 5) This frm type allws an initiatr t ptinally request t create up t eleven Other accunt WhKeys fr Org Units r Department prgram purpses when the Grant/Prgram value is 00000000 r begins with a 5 ) already exists and is pen in GL. All the individual Chartfield values assciated with the request must exist and be pen in GL. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 36
Request fr General Ledger Chartfields & WhKeys User Manual Unique fields & business rules fr the WhKey Other accunt frm Agency Fund. If an Agency Fund value (e.g., 950-989) is selected, a pp up bx will appear that explains the purpse f an Agency accunt. The initiatr must validate that the accunt requested qualifies as an Agency Fund based n the infrmatin prvided, by selecting Qualifies as Agency Fund accunt. If the accunt des nt qualify, the initiatr shuld select Des nt qualify as Agency Fund accunt and the Fund value will be cleared frm the drp-dwn, requiring anther Fund t be selected. Nte: Agency Funds are used t accunt fr assets held by the University as custdian r fiscal agent fr thers. Frm a financial reprting perspective, Agency Fund balances d nt belng t the University s it is imprtant fr careful cnsideratin be given whether a new WhKey shuld be an Agency Fund accunt r nt since there are dwnstream reprting implicatins that culd ver r understate revenue and expenditures if the WhKey is classified incrrectly. Grant/Prgram. Manually entered value fr an pen Grant/Prgram number in GL that is either 000000000 r starts with a 5. Descriptin. This appears n GL-related reprts and applicatins and shuld describe the WhKey. It is defaulted in based n the rules belw but can be manually updated. It must be between 5-30 characters and can use a cmbinatin f upper/ lwer case letters, numbers and special characters. Grant/Prgram value= 00000000 then 9-digit Department/Subdepartment descriptin is defaulted. Grant/Prgram value begins with a 5 then that Grant/Prgram descriptin is defaulted. WhKey Purpse. This shuld accurately describe the reasn fr establishing the accunt and fr what activity it is intended t track transactins. It is manually entered and is a max f 2000 characters. WhKey Owner. This is the individual wh has general decisin making authrity ver the accunt and fiscal respnsibility & accuntability fr the accunt. A valid, active nn-student Hawkid can be manually entered r selected by using the persn search ptin (magnifying glass). Cmmn fields: The remaining fields in cmmn fr this frm are cvered in the Add WhKey sectin. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 37
Request fr General Ledger Chartfields & WhKeys User Manual Request Frm: Add Cst Center This frm type allws an initiatr t ptinally request t create up t ten faculty Cst Centers fr an Org Unit. Fr this applicatin, each Org Unit that has faculty has been assigned a range f Faculty Cst Center values within the 1000 8999 blck. These ranges are viewable in the applicatin as well as being displayed in the Accunting Cde Manual (ACM) in the Faculty Ranges (by Org Unit) Cst Center sectin. Unique fields & business rules fr the Cst Center frm Cst Center. This Chartfield is used by Organizatinal Units/Departments t track individual faculty expense and revenue transactins in GL. The next available nn-existing Cst Center value (e.g. value des nt already exist in GL r value has nt been previusly saved r submitted thrugh this applicatin) is preppulated based n the Org Unit selected. It can be manually changed t anther nn-existing value within the Faculty range fr the selected Org Unit. T retrieve the system-generated value, click n Return t Preppulated Number. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 38
Request fr General Ledger Chartfields & WhKeys User Manual Faculty Name. This represents the faculty member a unit desires t track revenue and expense transactins in GL. The faculty name can be entered r selected by using the persn search ptin (magnifying glass). The value entered in this field aut-ppulates the Cst Center Descriptin field. Cst Center Descriptin. This text is available in the GLDSS Cst Center table fr usage in custmized GLrelated reprts. It is a max f 30 alpha characters and is aut-ppulated with the name f the individual entered in the Faculty Name field. It is frmatted and stred in GL as LastName FirstName MI. The descriptin field cannt be mdified. If a different name is desired, the Faculty Name field must be updated. Wuld yu like t create anther Cst Center? This field is nt available t select a Yes, add Cst Center r N, dn t add a Cst Center, until all required fields have been ppulated and the business rules t the Cst Center Request frm have been met. This means that any errrs that appear in a red bx belw the field with an errr, must be reslved. Once the Cst Center frm up until this pint is valid, the radi buttns will be enabled. Either the Yes r N buttn must be selected befre the entire Cst Center frm is valid and the Save r Save and Submit t Wrkflw buttns are enabled t be selected. Yes, add Cst Center selecting this will then make the Cst Center Request frm #1 page appear with all the fields that are required and ptinal, t be cmpleted. N, dn t add Cst Center selecting this will enable the Save and Save and Submit t Wrkflw buttns t select ne f them t cmplete the Cst Center frm. When the Yes, add Cst Center is selected, the fllwing becmes available: Up t eleven Cst Centers can be requested in the same request, ten being frm the Cst Center Add Ons and will be bundled tgether in the same Wrkflw package fr ruting apprvals. Fr each Cst Center frm added, yu can select Cancel this Cst Center Request t nly cancel that specific Cst Center r all required fields must be ppulated and the rules met fr each Cst Center frm t be valid befre the bundled Cst Center(s) are available t select Save r Save and Submit t Wrkflw t cmplete the request. When ne r up t ten Cst Center frms are enabled t be cmpleted with the Cst Center frm, each related frm will appear and the Cst Center frms will be numbered frm #1- #10. Yu can click n the name f each frm and it will expand r pen that specific frm. Clicking n it again will clse r cllapse that specific frm. The ptinal Cst Center Request Add On sub frm that appears when Yes, add Cst Center is selected is shwn n the next page, alng with unique fields fr this frm when it s bundled with a Cst Center request. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 39
Request fr General Ledger Chartfields & WhKeys User Manual Cst Center Request sub frm ( Add On ) tied t the Cst Center frm Unique fields & business rules fr the Cst Center sub frm(s) tied t the Cst Center frm The Org Unit is pre-ppulated and is nt allwed t be changed, as the Cst Center Add On request is tied t the riginal Cst Center request. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 40
Request fr General Ledger Chartfields & WhKeys User Manual What d I see/receive when I have submitted a request t Wrkflw? When yu have clicked n Save and Submit t Wrkflw fr a request, the fllwing pp up bx will be displayed: Upn clicking Ok, yu will be directed t the Request Histry/Search page, which will display the request yu just submitted as the first recrd, and any ther requests yu have Saved r Saved and Submitted t Wrkflw will be displayed in descending Request ID # rder (newest t ldest). Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 41
Request fr General Ledger Chartfields & WhKeys User Manual Request Histry/Search page The default view f My Requests includes the list f requests and the statuses they are in fr the initiatr lgged int the Chartfields & WhKeys applicatin. All requests that have been saved fr later, ruting in Wrkflw, cmpleted in Wrkflw, vided in Wrkflw and are in an errr status will appear here. This includes all requests frm the first ne saved r submitted t Wrkflw and will cntinue t accumulate all requests fr the initiatr. An exceptin wuld be if a saved request is then deleted by the initiatr befre it s submitted t Wrkflw. The results n the page can be srted in ascending r descending rder fr the fields indicated with an up & dwn arrw by the reprt header field names. The default is srted n the Request ID # assciated with a request, with the mst recent request ID # displayed first. Request ID. Applicatin-driven ID # assigned t the main request frm. The value will be blue and a hyperlink if there are sub requests added t the particular frm (see Multiples belw). Select the Request ID t expand the details f the sub requests. Created By. Initiatr f the request. Request Type. Identifies the type f request. Multiples. This applies t all frms assciated with sub requests (sub frms) tied t the main frm fr WhKey(s)/Cst Center(s) ptinally added n. Y means the specific Request ID # did have an ptinal WhKey(s) added and a blank value means the specific Request ID # did nt have any WhKey(s)/Cst Center(s) added n. Criteria. Includes all Chartfield values available fr the request. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 42
Request fr General Ledger Chartfields & WhKeys User Manual Descriptin. The descriptin prvided n the request frm. Initiated Date. The date the request was first saved. Open Date. The pen date n the frm. Status. The current status f the request, after the initiatr has either selected Save r Save and Submit t Wrkflw. There are fur pssible statuses: Saved fr Later. Saved t be wrked n later. The frm must be valid and all edits met befre it can be saved. Ruting. Request has been submitted t Wrkflw, still awaiting final apprval fr all the designated destinatins n the rute. Vid. Request was submitted t Wrkflw and ne f the apprvers denied/vided the request. Cmplete. Request has been submitted, apprved thrugh Wrkflw and integrated int the apprpriate applicable systems (General Ledger, Institutinal Rles, and WhKey Administratin). Errr. If a submitted request t Wrkflw has an integratin issue with GL, Institutinal Rles r WhKey Administratin applicatins, the request will be displayed in yur Request Histry/Search page. Once the CF/WK applicatin administratrs reslve the issue, typically within ne business day, yu will receive a Cmplete ntice email and the status will be updated t Cmplete. This shuld be a rare ccurrence. WF Package ID. Aut-assigned ID given t the main request fr tracking in Wrkflw. This # is imprtant t track the status f a request while it is ruting as well as t search in Wrkflw fr infrmatin related t the pecific Wrkflw package, such as being able t view the peple, psitins r rles included n the Wrkflw rute fr this specific package. It will als be useful infrmatin t send the Accunting & Financial Reprting and Grant Accunting Office staff administratrs supprting the Charfields & WhKeys applicatin if yu have questins r need assistance with the package. View buttn. View nly ptin allwed fr requests in Ruting, Cmplete, Vid & Errr status, please see the Initiatr submitted requests and Wrkflw ptins sectin. Actins buttn. Optins available t the initiatr will be applied nly if the request is in Saved fr Later status. Optins are: View Request. Since the request has nt been finalized, the request can be edited t Save it again r select Save and Submit t Wrkflw t finalize the request and send it t Wrkflw. Delete Request. The request is remved frm the applicatin s it cannt be submitted t Wrkflw. Submit t Wrkflw. The request is submitted directly t Wrkflw, after all validatin rules have been met. Advanced Search ptin This ptin allws fr searching f any requests based n the criteria entered. Nte that when first pening the Request Histry/Search page a gray criteria bx is displayed abve the returned results. The bx will state Created By: yurhawkid. This is t shw yu that the nly results shws are yurs. Yu can remve this by simply clicking the x in the gray bx r by selecting the range Clear Filters buttn. Or yu can pen the Advanced Search mdal t narrw yur search, all ptins wrk in cnjunctin with ne anther: Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 43
Request fr General Ledger Chartfields & WhKeys User Manual Created By. If the filters have nt been cleared, this will default t yur HawkID. Yu can clear this field s n ne is searched n, r add anther HawkID by directly entering r using the Search ptin fr that field. Request Type(s). Default is t search n all Request Types, use this sectin if yu want t limit what Request Types are searched n. Request Status. Default is t search n all Request Status ptins, use this sectin if yu want t limit what Request Statuses are searched n. Date Range Sectin: Either search by the Initiated Date r the Open Date Initiated Date. The date the request was first saved. Open Date. The date that was used n the frm. Chartfield/WhKey sectin: Yu can search n as many fields as yu want, but nly ne value fr each field at a time. Fund. Requires three digits. Fr best results, search with anther Chartfield value (ther than Cst Center). Organizatinal Unit. Requires tw digits. Dept/Subdept. Allws wildcarding n the first 4 digits f the Dept/Subdept. Or yu can enter the full nine digit Dept/Subdept. Grant/Prgram. Allws wildcarding n the first 3 digits f the Grant/Prgram field. Or yu can enter the full eight digit Grant/Prgram. Functin. Requires tw digits. Fr best results, search with anther Chartfield value (ther than Cst Center). Cst Center. Requires fur digits. Fr best results, ensure yu are searching n a Cst Center request type, either that be by selecting the Request Type r nt having any Request Types selected (default f all). BRF. Requires tw digits. Fr best results, search with anther Chartfield value (ther than Cst Center). UI Fundatin Accunt Number. Requires eight digits and must begin with 3. Search by ID sectin: Request ID. Enter the applicatin-driven ID # that was assigned t the main request frm. Wrkflw Package ID. Enter the aut-assigned ID given t the main request fr tracking in Wrkflw. Actin buttns at tp and bttm f frm: Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 44
Request fr General Ledger Chartfields & WhKeys User Manual Search. Once criteria is entered, select Search t see returned results. Reset. Resets the Advanced Search mdal s n fields are ppulated/selected. Cancel. Cancels any changes made t the Advanced Search mdal and clses windw. Previus search results are still displayed. If yu wuld pen the Advanced Search mdal again the previus search cntents will be ppulated. TIPS: Whenever search criteria is selected, upn viewing the search results, gray criteria bxes will be displayed abve the results t identify what yu searched n. Yu can remve these individually by selecting the x fr any f the gray bxes. Or yu may chse t select the Clear Filters buttn n yur results page t clear all filters. Yu will be left with all available requests as yur results and if ging t the Advanced Search mdal, n criteria will be entered r selected fr any field. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 45
Sectin 3: Wrkflw Request fr General Ledger Chartfields & WhKeys User Manual Wrkflw: Initiatr submitted requests and Wrkflw ptins Initiatr f Request: A view-nly Request Summary page is displayed with all the infrmatin included fr the request, as well as Wrkflw Histry & Optins infrmatin that includes the Ruting Histry, Cmments, Attachments, Package Details and view Prjected Future Ruting. The varius Wrkflw links can be clicked n t drill int additinal details related t it. Since the initiatr is nt part f the rute, he/she cannt edit a request that s ruting in Wrkflw. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 46
Request fr General Ledger Chartfields & WhKeys User Manual Wrkflw: Apprver expectatins Apprval stps & Wrkflw Inbx: All apprvers n the Wrkflw rute fr a package will receive the apprpriate email ntificatin t take actin and wrk r claim the package. The email will reflect if it s a Permitted, Required, Edit Only r View Only status fr each apprver. Belw is an example f a Permitted ntice: Frm: wrkflw@uiwa.edu Subject: [Signature Permitted] New Request - GL Chartfields and WhKeys - Cst Center (#xxxxxxxx) This is a message frm the University f Iwa's Wrkflw System. New Request - GL Chartfields and WhKeys (Wrkflw #xxxxxxxx) in yur Wrkflw Inbx Yu are permitted t sign this package at https://i.uiwa.edu/wrkflw/test/public-api/ Package Summary Chartfield Request Descriptin Frm Initiatr Package Wrkflw ID Cst Center Request GL Chartfields and WhKeys Grittn, Carlyn K xxxxxxxx The package will als appear in yur Wrkflw Inbx: In the Wrkflw Inbx, the Frm Name fr all CF & WK applicatin requests will be Request GL Chartfields & WhKeys and the Summary will display the applicable frm sub type name (e.g. Subdepartment, WhKey Other, G/P Gift, etc). CF/WK package ptins: Take the apprpriate actin nce the package is pened. Certain attributes and ptins fr the package are displayed, which include: Edit Request, Apprve Package, Vid Package and Add Apprver. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 47
Request fr General Ledger Chartfields & WhKeys User Manual The varius Wrkflw links can be clicked n t drill int additinal details related t it, including being able t see the View Summary Ruting and View Prjected Future Ruting that are hidden, befre clicking n the Shw Wrkflw Ruting link, which expands t this: Edit Request: Yu can edit certain fields, based n specific rules applied t each frm type. The fields belw are an example f sme f the fields that cannt be edited in any f the CF/WK frms that include them but this is nt an cmplete list f thse fields. The fields that are nt editable are due t the way the Wrkflw apprval rutings and validatin rules that apply t that specific request package wrk. Cpyright The University f Iwa 2017. All rights reserved. Last updated 06/07/2017 Page 48