Accessing the Kuali (KFS) Organization Reversion Information



In KFS, the “Organization Reversion” Table is located on the “Reference & Maintenance” tab under “Chart of Accounts." Users may Look Up (search for) an Organization or group of Organizations by Fiscal Year, Chart, Org Code and a few selected other fields.

Search Results for UA-FMOP:

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Selecting the “View Organization Reversion” link for the one of the Organizations in the Search Results returns the Organization Reversion Detail which contains the Budget Reversion Account, Cash Reversion Account, Carry-Forward by Object Code Indicator, Active Indicator and Reversion Categories and Business Rules.

Organization Reversion Detail for UA-FMOP:

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Primary Functions of the Organization Reversion Process

Reversions and Carry-Forwards are computed at year-end to manage excess budgeted resources or deficits. The process is governed by a set of seven business rules (coded A, C1, C2, N1, N2, R1 and R2) and can be used to encourage good fiscal practices. The process is comprised of three primary actions:

Carry Forward: A pair of Current Budget (CB) ledger entries generated and posted to Period 01 of the next Fiscal Year. Within each Account/Sub Account, one side of the entry uses the Beginning Budget Cash Object Code (0110), and the other uses the Consolidation Category’s Carry-Forward Object Code from the Organization Reversion Detail table (if the carry-forward by object code flag is set to yes) or the Unallocated Object Code (7900, when consolidating carry-forward transactions).

Cash Reversion:Two pairs of Nominal Balance (NB) ledger entries generated and posted to Period 13 of the Fiscal Year being closed. Within each operating Account/Sub account, one side of the entry hits cash (object code 8000) and the other adjusts fund balance (object code 9899). These are the entries that set General Fund Account/Sub Account cash balances to zero for the start of the new Fiscal Year. The typically negative cash balance from the operating Account/Sub Account is moved to the Cash Reversion Account listed on the Organization Reversion Detail screen in KFS. The Cash Reversion Account also has a pair of cash and fund balance entries posted to it as part of the cash balance transfer.

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Balance Type NB is used for the cash transfer to: 1) serve as an audit trail for the cash transfer entry, and 2) separate the movement of the cash from the more typical balance types (in effect keeping it behind the scenes).

Budget Reversion: A pair of Reversion (RE) ledger entries generated and posted to Period 13 of the Fiscal Year being closed. One entry adjusts the operating Account/Sub Account while the other half of the entry adjusts the Budget Reversion Account (usually an RC Account) for the amount to be reverted. The Budget Reversion Accounts collect/aggregate the Reversion entries, however, because different rules are applied across different Organizations and Consolidations interpreting the meaning to the amount requires an understanding of the campus Organization Reversion strategy.

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Scheduling of the Organization Reversion and Other Year-End Processes

The Organization Reversion process only runs for part of the Fiscal Year. Our practice is to begin updating the Organization Reversion Summary Data Group in the IUIE with the start of the Pre-Closing. This year the first scheduled update of the IUIE data group occurred Wednesday night, June 5 in preparation for Pre-Closing on Thursday, June 6. At this time we become aware of new Organizations that need to be added to the Organization Reversion table in KFS. Barring something unexpected, the last run of the Organization Reversion process occurs the evening of Final Close. This year Final Close is scheduled for Thursday, July 25.

Dates for Posting/Closing FY 2013 and Opening FY 2014:

  • Thursday, July 25 – Final Closing

  • Friday night, July 26 – Organization Reversions and Carry-Forwards, Encumbrance Forwards

    and Labor Ledger Beginning Balances

  • Monday night, July 29 – Nominal Balance Closeouts

  • Tuesday night, July 30 – Balance Forwards

  • Wednesday night, July 31 – Auxiliary Fund Balance Re-Classification

Prior to June 30 the Organization Reversion process runs against the production Account table. Beginning July 1 the process runs against the Prior Year Account snapshot (i.e. won’t reflect further Account Organization changes).

Initial Selection of Accounts for the Organization and Reversion Process

Prior to determining the amounts to Carry-Forward or Revert the Organization Reversion Process screens out certain records: the Fund Group of the Account must be General Fund (GF); Organization Codes for Balances (BALS) and Reserves (RESV) are excluded; Sub Fund Groups MPRACT, MWISH, MPROF and MHOUSE are excluded; and Pre-Encumbrances are also excluded.

Definition of the Organization Reversion Categories

Currently the Reversion Categories seen on the Organization Reversion Detail screen in KFS are defined as follows:

  • Org Wages – only Level HRCO within the CMPN Consolidation

  • Salary/Fringes – all Levels in the CMPN Consolidation except Level HRCO

  • Financial Aid – SCHL Consolidation

  • Capital Equipment – CPTL Consolidation

  • Reserves – RSRX Consolidation

  • Transfers Out – Object Types TE, EX, EE and ES within the TRSF Consolidation

  • Transfers In – Object Types TI, IN, CH and IC within the TRSF Consolidation

  • Travel – TRVL Consolidation

  • Other Expense – GENX and IDEX Consolidations

  • Assessment Expenditures – ASEX Consolidation

  • Revenue – ASRE, IDIN, OTRE, SAPR and SRFE Consolidations

Definition of the Organization Reversion Business Rules

Within the Organization Reversion Detail there are seven business rules that may be applied to a given Organization Reversion Category. The seven rules along with a brief description are:

  • A – Carry-Forward +/- Balance in the Same Account

  • C1 – Carry-Forward enough Current Budget to cover Outstanding Encumbrances if Available, then Carry-Forward + and Revert -

  • C2 – Don’t Carry-Forward enough Current Budget to cover Outstanding Encumbrances, then Carry-Forward + and Revert -

  • N1 – Carry-Forward enough Current Budget to cover Outstanding Encumbrances if Available, then Revert + and Carry-Forward -

  • N2 – Don’t Carry-Forward enough Current Budget to cover Outstanding Encumbrances, then Revert + and Carry-Forward -

  • R1 – Carry-Forward enough Current Budget to cover Outstanding Encumbrances if Available, then Revert Remaining

  • R2 – Don’t Carry-Forward enough Current Budget to cover Outstanding Encumbrances, then Revert Remaining

Note: Closed Accounts will use Reversion Rule R2, regardless of the table setup.
Income should be set to use Reversion Rule R2. Income will not carry-forward current budget if other reversion codes are selected.

 

Negative encumbrances are ignored by the Organization Reversion process; they are carried forward to the new fiscal year as part of the balance forward process.

 

Accessing the Organization Reversion information in the IUIE

The “Org Reversion Report” and other Year-End Business Manager reports are located in the IUIE under:

  • Catalog;

  • Master Catalog;

  • Kuali Financial (do not use the Financial folder as that contains outdated legacy FIS information);

  • General Ledger;

  • Year End Reports.

Be sure to check the “Last Refresh of Referenced Data” date timestamp in the upper-right corner of the IUIE page if you question whether activity may be missing from the report.


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R1 – Carry-Forward enough Current Budget to cover Outstanding Encumbrances if Available, then Revert Remaining

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N1 – Carry-Forward enough Current Budget to cover Outstanding Encumbrances if Available, then Revert + and Carry-Forward -
R2 – Don’t Carry-Forward enough Current Budget to cover Outstanding Encumbrances, then Revert Remaining


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N1 – Carry-Forward enough Current Budget to cover Outstanding Encumbrances if Available, then Revert + and Carry-Forward -
N2 – Don’t Carry-Forward enough Current Budget to cover Outstanding Encumbrances, then Revert + and Carry-Forward -
R2 – Don’t Carry-Forward enough Current Budget to cover Outstanding Encumbrances, then Revert Remaining

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C1 – Carry-Forward enough Current Budget to cover Outstanding Encumbrances if Available, then Carry-Forward + and Revert -
R2 – Don’t Carry-Forward enough Current Budget to cover Outstanding Encumbrances, then Revert Remaining

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C2 – Don’t Carry-Forward enough Current Budget to cover Outstanding Encumbrances, then Carry-Forward + and Revert -
R1 – Carry-Forward enough Current Budget to cover Outstanding Encumbrances if Available, then Revert Remaining
R2 – Don’t Carry-Forward enough Current Budget to cover Outstanding Encumbrances, then Revert Remaining


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There are three levels of aggregation within this report: totals by Account/Sub Account, totals for the RC and totals for the Campus.

There is also an underlying data group, entitled “Org Reversion Summary Datagroup” that supports the generation of this report. The information in the data group may be useful to more quickly identify Available and Carry-Forward amounts since the output can be imported into Excel.

You can review the Organization Reversion Detail setup for your campus by querying the “Org Reversion Summary Datagroup” located in the IUIE Master Catalog under Kuali Financial, General Ledger, Year End Reports.

Sample Organization Reversion Summary Data Group Output:

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Pivot Table of Organization Reversion Codes/Business Rules by Category and Campus:

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