A sub-account is an optional 1-5 character attribute that can be used to break down an account into multiple smaller accounts for better tracking of detailed budgets and expenses.

A good example of the use of sub-accounts would be a departmental research account that has a sub-account for each faculty member.

  • Sub-accounts are established by the account manager/fiscal officer and inherit all of the attributes of the account.
  • Sub-accounts can be used to record any accounting or budget transaction.
  • Sub-accounts can only be used with the account for which they are established.
  • Sub-accounts can also be defined as Cost Centers (UC Davis Medical Center).

Sub-accounts are a feature of the financial system that allow accounts to be sub-divided for reporting purposes. For instance, sub-accounts could be used to group all transactions for a particular faculty member. The use of sub-accounts, like many features of the financial system, is at the discretion of account managers/fiscal officers and department heads.

The sub-account is designated by a one to five-character code — any combination of alpha or numeric characters (no other character types are allowed). Each sub-account is unique to the account to which it was assigned; however, the same sub-account code can be established for several different accounts. This allows you to report on expenses at the sub-account level across several different accounts and/or organizations.

Sub-accounts are created on the Sub-Account document. Any KFS user can initiate creation of a sub-account, but the document will route to the account manager/fiscal officer for approval.