Journal Entry Procedures

Purpose
Journal entries allow users to adjust existing balances or allocate charges to other departments (i.e. copier, maintenance, telecom charges).

Submission
Anyone is allowed to prepare journal entries; however, the journal entry must be approved by the department head prior to submission to Financial Reporting and Accounting (Reynolda 102), attention Freddy Acuna at x5186 or Ruth Smith at x5977. The required supporting documentation must accompany the journal entry. In addition, the entry must be on the the Journal Entry form. Requests for transfers not submitted on the proper form will be returned.

Supporting Documenation
Supporting documentation must accompany any journal entry or the journal entry will be returned to the appropriate department.

Supporting documentation may be in the form of an invoice, work order, copier tape, or memorandum. Send a copy to the department that is being charged, as well as Financial Reporting and Accounting.

Journal Entry Form
The journal entry form requires the following information:

Preparer's and approver's initials
Description (30 characters only)
Department or Project / Grant numbers
Account numbers
Amount to be charged
Detailed explanation
Total of the entry

Click here to see an example

Journal Entry Deadline
In order to ensure that your department's journal entry will be entered into the prior month for monthly reporting, journal entries must be received by the Financial Reporting and Accounting Department by 5:00 PM on the 2nd business day after month end. All journal entries received after this deadline will be processed in the following month.