---
title: "KFS Sub-Accounts"
canonical: "https://kb.uconn.edu/space/FPB/10941956092/KFS%20Sub-Accounts"
format: markdown
---
In Kuali Financials, Sub-Accounts, Sub-Object Codes, and Project Codes are used to define activity or flag transactions when an Account or Object Code does not provide enough detail.

- If you need details for transactions that span numerous object codes and only a few accounts, **[Sub-Accounts](https://uconn.atlassian.net/wiki/spaces/FPB/pages/10941956092)** may be a handy alternative to opening new accounts.
- If the type of income or expense is limited to a few object codes but spans several accounts, use **[Sub-Object Codes](https://uconn.atlassian.net/wiki/spaces/FPB/pages/10941956097)**.
- If spanning multiple accounts across multiple organizations and activity is not limited within those accounts, use **[Project Codes](https://uconn.atlassian.net/wiki/spaces/FPB/pages/10942120300)**.

## KFS Sub-Accounts

Use Sub-Accounts when a small number of accounts has several activities spanning multiple Object Codes.

### Pros

- Can further define activity within an account.
- Can be applied to budgets, actuals, and encumbrances.
- Can be added by Fiscal Officer when approving eDoc if not originally added.
- Can be added when approving the Payment Request in HuskyBuy if not added when creating a Requisition.

### Cons

- Transactions originating from another system (including Service Billers) may not be able to accommodate additional coding.
- Initiator and/or approving Fiscal Officer must remember to add coding on Accounting Line.
- General Ledger Transfers (GLT) can be done to re-code after complete but creates additional eDocs for the same transaction.

### Attributes

- Take on most attributes of the main account (e.g., Fiscal Officer, Account Supervisor, Sub-Fund, Function).
- Sub-Account Code is alpha-numeric up to 5 characters.
- Can be used to track income, expenses, and balance sheet items.

Example: Suppose Jorgensen Center would like to track the profitability of each show on their concert series. By coding each transaction to a sub-account, a report can easily be run to show the net profit of each show.

- Account
  - *Concert Series (3120040)*
- Sub-Accounts
  - *Boston Pops Holiday Concert (BPOPS)*
  - *Audra McDonald (AUDRA)*
  - *Dover String Quartet (DOVER)*
  - *Cinderella (CINDE)*

### Working with Outside Systems

- Must be set up in KFS first.
- Sub-Accounts can be used with the following systems:
  - **CoreCT (Payroll) – **must be assigned when setting up new employee's payroll distribution in Smart HR or on a Smart HR Funding Change template for existing employees.
  - **PeopleSoft Student – **set up by Office of the Bursar.
  - **HuskyBuy**
  - **Concur**

### **Sub-Account Lookup**

In the KFS **Chart of Accounts Menu**, select **Activities**, and then select **Sub-Account**. Here, you can enter an account number to search for it.

![Under Sub-Account Lookup, enter the account number in the appropriate box. The results will appear at the bottom of the screen.](media://4e1d17e8-e74f-4b4c-bb5e-ab1642a624f3)

#### <span style="color: #000000">Sub-Account Use Example (GLT)</span>

![account, sub account, and object fields](media://792bdd78-06f2-4c76-a26e-522a3e4fbe50)

### <span style="color: #000000">Sub-Account Setup</span>

#### <span style="color: #000000">Creating a New Sub-Account</span>

1. <span style="color: #000000">From the </span><span style="color: #000000">**Chart of Accounts Menu**</span><span style="color: #000000">, navigate to </span><span style="color: #000000">**Activities **</span><span style="color: #000000">and then to </span><span style="color: #000000">**Sub-Account**</span><span style="color: #000000">.</span>
2. <span style="color: #000000">Click </span><span style="color: #000000">**Create New**</span><span style="color: #000000">.</span>
3. <span style="color: #000000">Complete the </span><span style="color: #000000">**Edit Sub-Account Code**</span><span style="color: #000000"> section by filling out the following fields.</span>
  1. <span style="color: #000000">KFS Account Number</span>
  2. <span style="color: #000000">Sub-Account Number (up to 5 letters/numbers)</span>
  3. <span style="color: #000000">Sub-Account Name (full name)</span>
4. <span style="color: #000000">Click </span><span style="color: #000000">**Submit**</span><span style="color: #000000">.</span>

<span style="color: #000000">Once this process is complete, the Sub-Account will be sent to the Fiscal Officer and/or Organization Reviewer.</span>

#### <span style="color: #000000">Copying an Existing Sub-Account</span>

1. <span style="color: #000000">From the </span><span style="color: #000000">**Chart of Accounts Menu**</span><span style="color: #000000">, navigate to </span><span style="color: #000000">**Activities **</span><span style="color: #000000">and then to </span><span style="color: #000000">**Sub-Account**</span><span style="color: #000000">.</span>
2. Enter **Existing Sub-Account**.
3. Click **Copy**.
4. <span style="color: #000000">Complete the </span><span style="color: #000000">**Edit Sub-Account Code**</span><span style="color: #000000"> section by filling out the following fields.</span>
  1. <span style="color: #000000">KFS Account Number</span>
  2. <span style="color: #000000">Sub-Account Number (up to 5 letters/numbers)</span>
  3. <span style="color: #000000">Sub-Account Name (full name)</span>
5. Click **Submit**.

<span style="color: #000000">Once this process is complete, the Sub-Account will be sent to the Fiscal Officer and/or Organization Reviewer.</span>

#### <span style="color: #000000">Inactivating a Sub-Account</span>

1. <span style="color: #000000">Search for the Sub-Account.</span>
2. <span style="color: #000000">Select </span><span style="color: #000000">**Edit**</span><span style="color: #000000">.</span>
3. <span style="color: #000000">Uncheck the </span><span style="color: #000000">**Active Indicator**</span><span style="color: #000000"> box.</span>

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