- Procedures
- Accounts Payable / Voucher Processing
- Capital Asset Management
- Cash Receipts
- External Billings
- Final Payment to Subcontractors
- Fly America Act
- Gift Processing
- Identity Theft
- Internal Department Billings
- Journals
- Payments to Foreign Nationals
- Procurement Card
- Purchasing
- Researcher Planning International Travel
- Travel Advance and Reimbursement
- Unauthorized Purchases
Journals
Summary
A journal is the means of preparing a set of transactions for posting in the general ledger. Journals may be prepared by the department or by the CALS Finance FBSC representative. Journals are the mechanism to use for the following purposes: 1) need to redistribute revenue or expense or transfer funding; 2) need to correct accounting records; 3) need to record subledger activity.
Department Responsibility
When Department Prepares:
- End user communicates need for journal entry to department business office.
- Departments are responsible for preparing and approving certain transactions such as:
-
- Budget transfers
- Account close out transfers
- Account management transfers between accounts
- End user determines specific account distribution and gathers supporting documentation.
- Department contact prepares JEMS and queues for approval to the Department Administrative Manager. (NOTE: In some cases journals can be queued to FBSC Team Leader when manager is not available.)
FBSC Responsibility
When CALS FBSC Prepares:
CALS FBSC determines need:
- CALS FBSC representative identifies need for journal:
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- procurement card auto transaction - transfer to different account
- recurring internal billings (upon request)
- data input corrections
- CALS FBSC representative determines specific account distribution or obtains information from department, if necessary.
- CALS FBSC representative prepares journal and forwards to FBSC Team Leader for approval.
- CALS FBSC representative attaches backup for electronic journal to DFA.
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