The Distribution of Income and Expense (DI) e-doc is used to distribute income or expenses from a holding account to one or more appropriate account(s) when one accounts has incurred expenses or received income on behalf of one or more other accounts. For example, one would use a DI for a program with shared costs in which accumulated income or expenses need to be distributed or moved to other accounts.
The DI e-doc can also be used to move income, expenses, assets and liabilities to other sub-accounts, object codes, or sub-object codes. However, the DI e-doc should not be used to bill other departments for goods or services that you provide to them (use either the Internal Billing or Service Billing e-doc).
The DI e-doc is used to move costs or income (e.g., booking external sales, clearing travel expenses) and must be approved by a fiscal officer or a delegate.
The following roles are available for the DI e-doc:
Requestor: A proposed, optional, additional step whereby a request for a DI is sent to a KFS-user who has the authority/ability to initiate the e-doc ("initiator"). The requestor is not a KFS-user role, it is locally delegated authority. The requestor is an individual within local units who has been identified by the organization as having the authority to request a DI.
Initiator: The initiator is responsible for preparing a DI and must understand the institutional need for a DI financial transaction. This individual may or may not be the same as the requestor. The Initiator will have a financial role at the university. Before initiating a DI transaction on behalf of the university, the initiator is responsible to assess whether the proposed transaction supports the university's mission.
The following guidelines must be adhered to:
Best Practice recommendation: Attach back-up/relevant documentation whenever possible. If documentation is not attached, clearly indicate where back-up documentation is located.
|Effect of Debits and Credits on:||Debit||Credit|
|Assets||Increase "To"||Decrease "From"|
|Liabilities||Decrease "From"||Increase "To"|
|Fund Balance or Net Asset
(Net: Revenues Less Expenses)
|Revenues||Decrease "From"||Increase "To"|
|Expenses||Increase "To"||Decrease "From"|