The System User Role document is used to request access to the Financial Processing module in KFS. This grants the user access to General Ledger balance inquiries and financial documents such as the General Accounting Adjustment.
Access must be requested by a user who already has the system user role, usually the Fiscal Officer of the department.
Click a button below to jump to those instructions.
Request Access
Navigate to the System User Role document in the Chart of Accounts module.
Enter the IU username of the individual for whom you are requesting access in the Principal Name field. Tab out of the field and their first and last name will appear next to the field.
If you aren’t sure of the person’s username, use the magnifying glass to search for it using their first and last name or employee ID number.
Click Search to lookup the user and verify their access.
This user does not currently have KFS access. We know this because it says "No" under the KFS User? column.
Click edit in the Actions column to initiate a System User Role document and request access.
Fields marked with an asterisk are required. Describe the action you’re taking in the Description field.
Next, move on to the Person section of the document. You will make edits in the right-hand side of the document, the side marked [PROPOSED].
First, define the chart and org code of the department the individual works for. Select the chart code from the drop-down menu and enter the org code acronym in the Organization Code field. You can search for either of these attributes by clicking the magnifying glass next to that field.
Finally, check the box next to KFS User? and click Submit to submit the request for approval.
In the example below, we are requesting KFS access for user lucsinex who is a member of the Public & Environmental Affairs department on the Bloomington campus.
The request will route through the organization we defined, then route to UCO Customer Service for review and approval. When the request is approved, and the role has been granted, you will receive an FYI in your Action List.
Remove Access
A user's KFS access should be removed if their job duties no longer require access to General Ledger information in KFS, initiate Financial Processing documents, or approve documents in other systems.
Navigate to the System User Role document in the Chart of Accounts module.
Enter the IU username of the individual for whom you are removing access in the Principal Name field. Tab out of the field and their first and last name will appear next to the field.
If you aren’t sure of the person’s username, use the magnifying glass to search for it using their first and last name or employee ID number.
Click Search to lookup the user.
Click edit in the Actions column to open the System User Role document and make changes.
Describe the action you’re taking in the Description field, uncheck the box next to KFS User? and click Submit.
Your request will route through the organization defined, then route to UCO Customer Service for review and approval. When the request is approved, and the role has been removed, you will receive an FYI in your Action List.
Update a User's Org Code
When an employee transfers to a new IU department, the chart and org associated with their access does not automatically update to reflect their new department.
UCO Customer Service will process org change requests from the employee's new department. Org change requests from the employee's previous department will result in removal of the user's KFS access.
Navigate to the System User Role document in the Chart of Accounts module.
Enter the IU username of the individual you are updating in the Principal Name field. Tab out of the field and their first and last name will appear next to the field.
If you aren’t sure of the person’s username, use the magnifying glass to search for it using their first and last name or employee ID number.
Click Search to lookup the user.
Click edit in the Actions column to open the System User Role document and make changes.
Describe the action you’re taking in the Description field, then update the Chart Code and Organization Code fields so they reflect the user’s new department. Click Submit.
In the example below we are changing the employee from Public & Environmental Affairs to Folklore.
Your request will route through the new organization, then route to UCO Customer Service for review and approval. When the request is approved, and the organization has been updated, you will receive an FYI in your Action List.