Journal Entry Processing Requests

Instructions for Processing Journal Entries Outside of an Employee's System Access

Employees in individual schools and departments may need to complete journal entries which impact the budgets of other schools and departments. The individual may not be able to access the other area’s accounting strings due to restrictions on their system profile.

Entries may include transfer of funds to support a program/initiative or provide an amount based on a memorandum of understanding (MOU).

Reallocation of incorrectly charged amounts of $1,000 or more may also require a crossover entry.

As the employee may not be able to process the entry, a request must be submitted to the Senior Accountant - Andrew Mauersberg - of University Accounting Services at [email protected] for processing the item.

Steps to Request a Journal Entry

1. Confirm with the department on the other side of the entry who will be submitting the manual entry to ensure the item is not submitted twice.

2. Complete a Manual G/L Journal entry form. The form may be created in Excel and then converted to an Adobe pdf file or created as an Adobe pdf file. If you do not have the form, contact Andrew Mauersberg for a copy.

Fields to be completed

Journal name – enter an abbreviation of your department and your first initial and last name.
Journal Description – enter a brief description to explain why the entry is being done (transfer, share of cost, reallocation of amount, etc.).
Alias/Banner Index – enter the Banner index number of the fund to be debited/credited. Contact the department on the other side of the entry for their required Banner index number.
Account – the account number for the entry line. Note transfers between C-funds (general operating) use account 58951 on both sides of an entry. Transfers involving a R-fund (restricted) on one or both sides of an entry use account 58952 on both lines. Reallocation entries will use the account number to which the amount was originally posted.
Debit Amount & Credit Amount – the amount of the transaction. If multiple lines are included on the form, confirm the total debit amount and total credit amount match.
Line Description – brief summary of entry line.

3. After completing the above fields, convert the document to a pdf file if necessary.

4. Attach backup documentation to justify the entry. Conversion of all items to pdf format will allow you to merge documents with the journal entry into one file. Supporting documentation may be an email correspondence agreeing to the entry, a MOU agreement, or similar documents. Entries for reallocation of expenses need to include a Budget Performance Report showing the transaction to be reallocated. As noted above, only transactions of $1,000 or more with be reallocated. This does not include a series of lesser transactions added together to reach the threshold.

5. Using the pdf signature tool, sign and date the form under Prepared By:

6. Using the pdf signature tool, your manager or supervisor should sign and date the form under Approved By:

7. Submit the completed document and support to Senior Accountant Andrew Mauersberg at [email protected] for processing.