The issue of the FMO Newsletter includes information about the following:
- Update: KFS Cloud Conversion and FY27 Transition
- Accounting for Expenditures and Asset Impairment/ Damage Related to the Kona Low Weather Events
The Financial Management Office Newsletter is distributed monthly. Should you have any questions about this newsletter, contact Amy Kunz via email: amykunz@hawaii.edu
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Update: KFS Cloud Conversion and FY27 Transition
Target Audience: KFS Users
We have strategically shifted our conversion timeline from late March to July. This adjustment ensures that all critical system components are fully functional and rigorously tested prior to go-live.
The Transition Plan: By targeting July, we are leveraging the natural fiscal year-end cutoff. All FY26 year-end closing activities will be completed in the current KFS system. We will then execute the cutover to eKFS, ensuring that all FY27 activity originates in the new system. This approach minimizes dual-entry and avoids additional system downtime during other high-priority work cycles.
Current Progress: The FMO team is currently conducting a comprehensive "Dry Run" throughout April to validate this transition path. Please note that the eKFS Sandbox may be temporarily unavailable during the last two weeks of April as part of the Dry Run process.
Next Steps for Users: Early next month and after the Dry Run process completes, the eKFS Sandbox will become available for all users to input real-world start-of-year scenarios into the post-cutover environment. This will allow end-users to ensure the field is fully prepared for the July launch. To ensure a successful July go-live, user participation in the upcoming sandbox windows is critical. The stability of our post-conversion environment depends entirely on the variety of scenarios tested now. Please note that bypassing these testing opportunities will likely lead to preventable operational strain during the first quarter of FY27. We ask for your partnership in prioritizing this verification to protect our collective workflow.
If you have any questions, please contact Fiscal Services Office at fissrv@hawaii.edu.
Accounting for Expenditures and Asset Impairment/ Damage Related to the Kona Low Weather Events
To ensure we have information necessary to seek federal reimbursement in the future, all disaster-related expenditures must be separately identifiable.
Required Action:
1. Creation of new accountsPlease create new accounts for all Kona Low-related costs with account attributes (subfund group, legal authority, etc.) consistent with the type of funds being expended. Each Account's Financial Reporting Code (under the Contracts and Grants tab) should be assigned in accordance with the specific event and location below:
|
Location |
Event 1 (Eff. 3/10/26) |
Event 2 (Eff. 3/15/26) |
|
Kauai County |
K1K |
K2K |
|
Honolulu (City & County) |
K1O |
K2O |
|
Hawaii County |
K1H |
K2H |
|
Maui County |
K1M |
K2M |
Disaster-related expenditures charged to other accounts should be transferred to the new accounts as soon as possible, but no later than April 30, 2026.
Please contact Suzanne Efhan | (808) 956-2279 | efhans@hawaii.edu should you have any questions regarding account codes.
2. Asset Impairment/Damage
If your program suffered damage or impairment to capital assets as a result of the Kona Low Events' disaster, please contact Tiffany Suefuji at (808) 956-2282 or caao@hawaii.edu. Tiffany can assist you with questions on updating assets in the Capital Asset System.