How to Handle a University-Related Event Account

Step 2: Set up university-related event account(s) INTRO 1 2 3 NEXT
	What to do	How to do it
A.	Identify the fund number	Each school or college has at least one fund number for their university related event accounts. One way to find yours is to use Decision Support (DS) query Account Lookup (11). Do the following: Make sure the correct Chart is checked For the Organization Code (org), use the highest level org for your school or college (Lookup) Enter OP Fund 68 followed by the wildcard (i.e, enter 68%) Use Sub Fund Group OTHUNV Click Process Query In the search results, the last 5 digits in the OP Account column comprise the fund number. If the column shows more than one fund number and you can't determine the most appropriate choice, contact your dean's or vice chancellor's office. If further assistance is needed, contact General Accounting.
B.	Process Kuali Financial System (KFS) Account document(s)	The event/activity may be fully funded by fees and other income sources; however, your department is responsible for covering any deficits. Please discuss this with your dean's office before creating the Account document. Prepare KFS Account (ACCT) document(s) to establish the event/activity account(s). If you are charging fees and receiving money from a sponsor, two accounts are needed to keep the money separate. If two accounts are needed, indicate that in the Account Name field. In addition to the steps in the How do I Create an Account guide, follow these tips when setting up the account(s): For the UC Account field, use a UC account that begins with 40 (instruction) or 62 (public service). If your department doesn't have a UC account beginning with 40, request one from General Accounting. On the Account Assessment Types tab of the Account document, enter the correct NUD: If charging event-specific fees, enter CARZ and CAIZ to exempt from campus assessment If charging general membership fees (rare), enter NUD1 If charging both types of fees, create separate accounts using the correct NUD code for each If not charging fees but there's a sponsor receiving a direct benefit, enter NUD1 If charging fees AND there’s a sponsor receiving a direct benefit, create separate accounts using the correct NUD code for each (see above)

Step 2: Set up university-related event account(s) INTRO 1 2 3 NEXT

What to do

How to do it

Identify the fund number

Each school or college has at least one fund number for their university related event accounts. One way to find yours is to use Decision Support (DS) query Account Lookup (11). Do the following:

Make sure the correct Chart is checked
For the Organization Code (org), use the highest level org for your school or college (Lookup)
Enter OP Fund 68 followed by the wildcard (i.e, enter 68%)
Use Sub Fund Group OTHUNV
Click Process Query

In the search results, the last 5 digits in the OP Account column comprise the fund number. If the column shows more than one fund number and you can't determine the most appropriate choice, contact your dean's or vice chancellor's office. If further assistance is needed, contact General Accounting.

Process Kuali Financial System (KFS) Account document(s)

The event/activity may be fully funded by fees and other income sources; however, your department is responsible for covering any deficits. Please discuss this with your dean's office before creating the Account document.

Prepare KFS Account (ACCT) document(s) to establish the event/activity account(s). If you are charging fees and receiving money from a sponsor, two accounts are needed to keep the money separate. If two accounts are needed, indicate that in the Account Name field.

In addition to the steps in the How do I Create an Account guide, follow these tips when setting up the account(s):

For the UC Account field, use a UC account that begins with 40 (instruction) or 62 (public service). If your department doesn't have a UC account beginning with 40, request one from General Accounting.

On the Account Assessment Types tab of the Account document, enter the correct NUD:

If charging event-specific fees, enter CARZ and CAIZ to exempt from campus assessment
If charging general membership fees (rare), enter NUD1
If charging both types of fees, create separate accounts using the correct NUD code for each
If not charging fees but there's a sponsor receiving a direct benefit, enter NUD1
If charging fees AND there’s a sponsor receiving a direct benefit, create separate accounts using the correct NUD code for each (see above)

Next - Manage the university related event account(s)