KFS Processing Updates

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KFS Processing Updates

• Helpful Tips Reminders

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• For KFS Payment and Procurement Documents
• USE UPPER CASE (CAPS) FOR EVERYTHING

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• Do Not Contact Disbursing Directly
• Do not refer vendors with questions or problems
  to Disbursing or give out their numbers.
• For follow up on payments, check payment status
  in KFS before going through your FA or AP contact.

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DV Reminders

• Check if a person has been established as a
  vendor in KFS. If they havent, youll have to
  establish them as a vendor before you generate a
  DV.
• If you dont see a vendor in KFS, do not keep
  inputting the same vendor request.
• It takes a few days before a new vendor is
  created. Youll be notified when it has been set
  up.

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• Special handling
• MA FA CODE SPECIAL HANDLING
• e.g. MA 017 SPECIAL HANDLING
• leave city, state zip blank.
• Unlike other documents, Do Not hit Submit until
  after you add your attachments.

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DVs for Stipends 2 types

• 1) For US Citizens Resident Aliens
• Description FA CODE STIPEND LAST NAME, FIRST
  INITIAL
• e.g. 017 STIPEND SMITH, J
• Resident aliens are foreigners treated as US
  Citizens for tax purposes as determined by the
  substantial presence test or possession of a
  Green card.

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DVs for Stipends (continued)

• 2) For Non-Resident Aliens
• Description FA CODE NRA STIPEND LAST NAME, FIRST
  INITIAL
• e.g. 017 NRA STIPEND CHANG, L
• Not all foreigners are Non-Resident aliens.
  Their status is based on length of stay and other
  factors determined by IRS regulations.

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DVs for Stipends (continued)

• All initial or one-time stipend payments must
  attach a fully executed SOEST Stipend Appointee
  form.
• For one-time payments, fill in only the
  reasons that apply.
• WH-1 required for all initial payments and also
  at the beginning of calendar year for
  non-resident aliens.

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DVs for Homeland Security payments

• Process payment through DV in KFS
• payment reason code F.

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DVs for Mileage reimbursements

• You must use Employee codes, not KFS vendor
  codes.
• KFS employee address must match the address on
  the Mileage form.
• Contact the Personnel Office to update
  information in PeopleSoft.

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EFT(Electronic Funds Transfer)

• In lieu of receiving hard copy checks for travel
  and reimbursements
• Faster reimbursements
• Information in PeopleSoft must be correct
• address changes may cause delays.

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Signing up for EFT

• Log in to www.hawaii.edu/epayment.
• Checking account number will be required
• 6 day waiting period for BOH to run tests
• Once ACH is activated, individual responsible for
  changes
• i.e. change in banks, etc.

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Navigating KFS screens

• Main Menu
• Transactions on the left side of the screen
• Lookups and Maintenance middle part of screen
• There is also a Doc Search function at the top
  left side
• Balances on right side of screen

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Navigating KFS screens

• Vendor Searches
• Best to use the tax number if you have a W-9 or
  WH-1.
• Use wildcards in search string if you do not have
  the tax number
• Use the wildcard before and after the name you
  know to obtain all possible names
• i.e. Home Depot

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Common Searches

• How to look up a Purchase Order? 
• How do I know if something (i.e. DV, stipend) was
  processed? Paid? When?
• How do I know if a travel advance or completion
  check (via etravel) is disbursed? 
• P.I. asked how to look up account balances 
• Support Staff/Departmental Admin asked how to
  look up FA responsible for an account