Changing UC Fund Numbers on Accounts
Note: Visit the UC Funds page for more information on what a UC Fund is.
Some of the most common reasons people cite for changing UC Fund Numbers include:
- New funding in a different UC Fund Number
You may be told that the funding for your program is now in another fund. While it is tempting to keep the old account, and change the fund number, you should correctly create a new account under the new fund. You may be required to make cost transfers from the old account to the new account, if you have incurred costs in the old account.
- Error in Current Budget Adjustment document
If you are transferring funds between accounts, using a Current Budget Adjustment (CB) document, you may see the message "Debits and credits for sub fund group sub-fund short name must equal each other." This indicates that you are trying to transfer funds between accounts that do not have the same UC fund number. Because this is an inappropriate transfer, you should not change the UC fund on one of the accounts just to process the CB. Contact Administrative Resource Management (ARM) to determine how to proceed.
- Incorrectly attributed UC Fund
If an incorrect UC fund was used when the account was created and there haven't been any financial or budgetary transactions on the account, then it's acceptable to change the UC fund.
Changing the UC fund number on your Kuali Financial System (KFS) account can adversely impact it by creating one or more of following situations:
- UC funds will not be in balance
For example, the results of changing the UC fund number from 19900 to 19980 on an account that has a budget balance of $1000 credit:
- UC Fund 19900 will become out of balance by $1,000 debit
- UC Fund 19980 will become out of balance by $1,000 credit
Adverse implications of funds that are not in balance include:
- Evaluating and adjusting the fund will be difficult as you may not be reviewing all the accounts in the fund, which could erroneously lead you to increase or decrease your account.
- Increasing the chance of spending or saving money that belongs to another fund
- Increasing the chance of making financial decisions with incomplete or inaccurate information
- Inappropriately changing the sub-fund group
In the example above, UC Fund 19900 has a sub-fund group of GENFND (General Funds) and UC Fund 19980 has a sub-fund group of GENICR (General Funds-Indirect Cost Recovery), respectively. By changing the fund, you are also changing the sub-fund group, which can result in inappropriately allowing or disallowing certain transactions to be recorded in your account.
- Incorrect data in Decision Support
An account's attributes are frozen every month, so you would end up with a different UC fund and sub-fund group in consecutive months. Changing the UC Fund number on an account makes it very difficult to perform analytical review or historical comparisons between fiscal years or even fiscal periods.
The impact of changing the UC fund on an existing account can be significant.
Note: Any KFS Account documents citing changes to the UC fund number will automatically route to Accounting for review and approval.