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Organization

Creating an Organization

  What to do How to do it
A. What You Need to Know Each Chart of Accounts (COA) contains its own group of organizations. These are entities, such as departments or activities, that are defined in the financial System for routing and reporting purposes. All accounts belong to an organization, and each organization reports to another organization. This structure creates the hierarchy used for routing and approvals. The organization is not specified on financial transactions, but is a required attribute for each account.
B. Determine Chart Determine what Chart is to be used (most typically 3, L, or S).
C. Choose Organization Code Choose the 4-character code to be used to represent the organization. Organization codes must be exactly four characters in length and can be any combination of letters and numbers. Organization codes must be unique within a Chart of Accounts.

When creating an organization, you should know what structure and naming standards may have been developed by your Dean or Vice Chancellor's office (and department manager, if your department will be creating organizations).

D. Determine Reports To Organization Every organization reports to another organization (Deans' and Vice Chancellors' offices are at the top of the hierarchy and report to themselves). Use the Organization Hierarchy (50) lookup in FIS Decision Support to view your current organizational structure. Enter the highest level organization code used by your department to get a list of all the organizations beneath it. You will need to decide which organization is going to be the "reports to organization" for your new organization.
E. Select Organization Type
There are several levels of Organizations:
 
U: University (e.g., University of California)
A: Campus Aggregation (e.g., UC Davis or Systemwide)
C: Campus (e.g., Davis campus)
H: Health System (e.g., Medical Center)
R: Reporting (e.g., Central Managed Accounts)
W: Systemwide (e.g., Agricultural and Natural Resources--ANR)
V: Vice-Chancellor (e.g., Student Affairs, Research, University Relations)
N: Division
S: School or College (e.g., Veterinary Medicine, Graduate School of Management)
P: Plant
D: Department (e.g., Entomology)
G: Department Group
1: Sub-Department (e.g., Internal Medicine-Cardiovascular Medicine)
4: Sub-Department
 

In general, you will be creating Organization documents with Organization Type Code Department (type D) or Sub-Department (type 1); if setting up other types, the Organization document will route to General Accounting for approval; you will be required to send supporting documentation (e.g., letter from the Chancellor/Dean’s/Vice Chancellor’s office) establishing the division or school/college/VC.

F. Choose an Organization Manager All organizations are assigned an Organization Manager who is in charge of that organization. The Organization Manager is not used in routing and does not have any special rights or responsibilities in the financial system. The Organization Manager does not need to be a financial system user. This individual can be any employee of the university.
G. Look Up Home Department Code The Home Department Code is used by Payroll. These numbers are assigned and maintained by the Payroll department. To look up your department's code, use the Home Department Lookup in the Kuali Financial System (KFS). You can access this lookup by clicking on the Reference Tables tab and clicking the Home Department link.