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KFS Object Codes for Property

This document details the transition of property-related object codes from the legacy FMIS system to the KFS system, initiated on August 13, 2012. With the inactivation of old codes for capital, non-capital, and controlled property, new KFS codes were established to reflect ownership, improving asset management. It highlights distinct codes for agency-owned, federally-owned, and non-capital assets, as well as controlled property. Fiscal Administrators are urged to inform departments of the new codes and review open encumbrances to ensure compliance and accuracy in financial processing.

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KFS Object Codes for Property

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  1. KFS Object Codes for Property Moveable Object Codes Non-Moveable Object Codes

  2. Background • Legacy FMIS object codes related to property were converted to KFS since they had associated balances • Fiscal Administrators were notified on 08/13/12 via the FO list-serve that the legacy FMIS object codes for property (capital, non-capital and controlled property) would be inactivated

  3. Capital Asset Management (CAM) • The KFS Capital Asset Management module does not have a separate attribute field to designate the ownership of property • New KFS object codes for property were established that incorporated the ownership into the object codes

  4. Legacy Equipment Object Codes • In the legacy system, separate object codes were established for different types of equipment: ~ 7700 = Equip & Mach, Other ~ 7710 = Equip, Office ~ 7720 = Equip, Educational ~ 7730 = Equip, Scientific ~ 7780 = Motor Vehicles

  5. KFS Equipment Object Codes • In KFS, object codes were established to differentiate between the various types of ownership: ~ 770A = Equipment (Agency-Owned) ~ 770F = Equipment (Federally-Owned) ~ 770G = Equipment (Federally-Funded, UH-Owned) ~ 770U = Equipment (UH-Owned)

  6. Legacy Non-Capital Object Codes • In the legacy system, separate object codes were established for different types of non-capital assets: ~ 7709 = Equip & Mach, Non-Capital ~ 7719 = Equip, Office, Non-Capital ~ 7729 = Equip, Educational, Non-Capital ~ 7739 = Equip, Scientific, Non-Capital

  7. KFS Non-Capital Object Code • In KFS, there is only one object code specifically for non-capital assets: ~ 777U = Non-Capital <5K (UH-Owned)

  8. KFS Controlled Property Object Codes • New object codes were also established for controlled property: ~ 775G = Weapons/Firearms Fed Funded <5K (UH) ~ 775U = Weapons/Firearms <5K (UH) ~ 776A = Agency Owned <5K (Agency) ~ 776F = Federal Owned <5K (Federal)

  9. Legacy Construction in Progress (CIP) Object Codes • In the legacy system, separate object codes were established for different types of construction in progress projects: ~ 7521 = Land Impvt, Construction in Prog ~ 7531 = Infrastructure Assets Constr in Prog ~ 7650 = Building, Construction in Prog

  10. KFS Object Codes for CIP • In KFS, object codes were established to differentiate between the various types of ownership: ~ 760A = CIP Real Property (Agency) ~ 760F = CIP Real Property (Federal) ~ 760G = CIP Real Property Fed Funded (UH) ~ 760U = CIP Real Property (UH)

  11. Issues • Departments are still using the legacy FMIS object codes for property on current financial processing documents • PFMO is unable to inactivate these object codes if there are: ~ open encumbrances with these object codes ~ transactions for capital property coded to these object codes that have yet to be corrected via a GEC

  12. Facilitating the Object Code Inactivation Process • It would be helpful if Fiscal Administrators could: ~inform their programs of the new KFS codes ~review financial documents for appropriate KFS property object codes ~ review their open encumbrances and take corrective action if legacy FMIS object codes for property were assigned

  13. Conversion Crosswalk Worksheet • An Excel worksheet of the conversion from the legacy FMIS object codes to the new KFS object codes for property was attached to the 08/12/12 email to the Fiscal Administrators • A revised conversion worksheet will be available after today’s meeting

  14. Any questions? Thank you!

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