This page contains information on the different levels of permissions within the Kuali Financial System (KFS), their requirements, and how to formally request access.
Our office is reviewing the current offerings of roles/permissions for improvement opportunities to internal controls. Please check back often, as roles and access requirements and procedures are subject to change.
Basic Access: KFS User Role (Read-Only)
As of July 1, 2024, the standard level of KFS access will be read-only. Individuals who will need to perform balance inquiries, document searches, or simply be established as a delegate for BUY.IU or Chrome River documents, must first have the KFS User Role.
Document Initiation Access
As of July 1, 2024, requests for KFS document initiation permissions are subject to additional review and must meet the following requirements:
- Include justification from the Fiscal Officer that explains why the individual needs this access;
- The individual must have an active job record with at least one of the following Job Framework (JFR) classifications:
- Job Function value of Finance, or
- Family value of Research Administration, or
If the individual does not meet the above requirements, additional review and approval by the relevant Campus Controller may be needed.
Prerequisites and Procedure
- Obtain one of the following employment statuses:
- Active job in the Human Resource Management System (HRMS). Access may not be provisioned before the employee's start date with IU. See above section for additional job requirements for document initiation access.
- No Pay University Associate status in HRMS.
- Affiliate status with documented KFS access pre-approval by University Controller. Fiscal Officers may submit Affiliate KFS pre-approval requests to UCO Financial Systems Administration.
- Sign the Acceptable Use Agreement.
- New KFS System User Role document, submitted by Fiscal Officer. For best results and timely processing, please review this training documentation for guidance on your submission.
- Allow up to two business days for processing of KFS Read-Only access. Requests for document initiation access may require additional processing time. Our office will email the new user to confirm access provision or to communicate any issues requiring attention.
Training requirements for KFS access are temporarily suspended. Ample notice will be provided to Fiscal Officers when requirements are reinstated.
Recommended Training
While training is not currently required, we do recommend a few courses from Financial Training & Communications to get you started on the right track. Peruse their website, or register now for upcoming offerings in the following:
- Getting Started in KFS
- Common KFS Documents
- KFS Balance Inquiries
Specialized Role Access
In addition to the KFS User role, your job duties may require additional permissions and even access to additional KFS modules. Fiscal Officers may request this additional access, subject to review and approval, for their staff.
- Accounts Receivable Module: Includes access to create customer profiles, invoice customers, and apply payments to invoices. Submit the KFS AR Viewer Access Questionnaire. For questions contact nonstar@iu.edu.
- Capital Assets Module: Includes roles for maintaining capital assets for an organization. Contact UCO Capital Asset Management.
- Electronic Payment Claim. This role is granted as part of ARSOP 8.0. Contact EFT Claim Help.
- Pre-Disbursement Processor Module: Includes roles for viewing payment details on check, ACH, and Payment Plus disbursements. Contact UCO Financial Systems Administration.
- Service Billing Document: Streamlined document for recording the income and corresponding expense for billings of goods and services between university accounts.
- Budget: For access to budget construction contact budu@iu.edu.
- Kuali Coeus: For access to Kuali Coeus (KC) contact kc_admin@iu.edu.
- Other: For other KFS roles not listed here, contact UCO Financial Systems Administration.
Related Resources
Not sure if KFS access is what you need? Jump over to our Systems We Support | KFS page to learn more about it.