1 welcome to the journal vouchers workshop sign-up sheet on front table. locate your name on the...

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Welcome to the Journal Vouchers Workshop

Sign-up sheet on front table. Locate your name on the roster and sign your name on the line provided.

Pick up a folder located on the front table.

Journal Vouchers

Transfer Requests

Presented by

General Accounting

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Introduce Yourself Your name Your department Type of form used to request transfers

in General Accounting (memo, email, journal voucher form, upload, Expense Transfer Request, etc.).

Method used to submit request (campus mail, email to individual in General Accounting, etc.).

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Journal Voucher Workshop Agenda Introduce new form Review current forms Location of forms When to use appropriate forms Locating Index Codes, Fund Codes and Account Codes Definitions Transfer restrictions Completing Expense Transfer Request Form (Sample) Approvals Appropriate method of submission Supporting detail Duplicate data Request for Additional Action Form Deadlines Timetable for implementing new form, policies & procedures Evaluation Form Questions

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New Expense Transfer Request Form

Appropriate Forms: General Accounting:

Expense Transfer RequestJournal Voucher Entry

FormBanner Upload

Interface

**Please note that the Expense Transfer Request form changes each fiscal year. There will be two forms to choose from when we are accepting requests for two fiscal years. (During the first week of July you can still submit reports for the fiscal year 2006 even though we are in the new fiscal year 2007.)

University Budget:Budget Transfer Request

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Journal Voucher Entry Form



FormBanner Upload

Interface



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Banner Upload InterfaceAppropriate Forms: General Accounting:


FormBanner Upload

Interface



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Budget Transfer Request Form



FormBanner Upload

Interface



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General Accounting:Expense Transfer Requesthttp://www.units.muohio.edu/controller/prod/general_accounting/?showme=docindex.htm

Journal Voucher Entry Formhttp://www.units.muohio.edu/controller/prod/general_accounting/?showme=docindex.htm

Banner Upload Interfacehttp://www.units.muohio.edu/controller/prod/general_accounting/?showme=docindex.htm

University Budget:Budget Transfer Requesthttp://www.units.muohio.edu/bpa/Transferequest.htm

Location of forms

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Bursar:No form available - deposits that need corrected or changed

(email Bursar Office)General Accounting:Expense Transfer Request – use for all other instances not mentioned hereJournal Voucher Entry Form – use for reporting revenue

– use this form if you have historically submitted this way

Banner Upload Interface – use if you routinely submit more than 10 lines per transaction

Grants & Contracts:Expense Transfer Request - use to transfer between account codes within

a fund- use to transfer expenses from one grant to another

Purchasing:No form available - encumbrances that need corrected or

changed (email purchasing)University Budget:Budget Transfer Request – use for all E & G and Auxiliary budget transfer requests

When to use appropriate forms

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Selecting the Appropriate Form I want to….Expense TransferRequest

Budget TransferRequest

Banner Upload

Interface

Journal Voucher

Entry Form

Appropriate Form

Selected

Correct posting of invoice

Give another department some of my budget

Move budget to a different account

Move budget within my department

Report revenue

Continue using the JV Entry Form

Routinely submit >9 lines of data

Report many interdepartmental charges

Charge another department for supplies or services

No FormEmail Rita Dill,

Purchasing

No Form Email Anne Palmer,Bursar Office

Correct posting of encumbrance

Transfer funds to cover a deficit

Correct deposit error

Move expenses between grantsProvide funding for training &

development

Provide support to another department for special events

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Locating Index Codes, Fund Codes and Account Codes

Definitions

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Index Codes – represent a specified combination of Fund, Organization and Program codes.

E&G (Budgeted) example: UNI0XX (Generally represented with a 0 or 1 in the 4th place

of six character codes.) Non-Budgeted examples:

RGS7XX (Generally represented with a 7 or 8 in the 4th place of six character codes.)

1598(Can be represented as 4 digit numeric codes.) Grant example:

G00681 (Generally represented by a G in the 1st place of six

character codes.) Cost Share example:

C01261 (Generally represented by a C in the 1st place of six character codes.)

Plant Funds example:L00016 (Generally represented by a L in the 1st

place of six character codes for Local Funds.)S00339 (Generally represented by a S in the 1st

place of six character codes for State Appropriations.)

Definitions: Index Codes

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Fund Codes – represent the various types of funding sources to be used for specific purposes.

E&G (Budgeted) Fund Codes begin with 0XXXXX 000000 Oxford

060000 Hamilton070000 Middletown

Designated Fund Codes begin with 1XXXXX (Including designated Cost Share Funds) Auxiliary Enterprise Fund Codes begin with 2XXXXX Restricted Fund Codes begin with 3XXXXX Grant Fund Codes begin with 4XXXXX Loan Fund Codes begin with 5XXXXX Endowment Fund Codes begin with 6XXXXX Plant Fund Codes begin with 7XXXXX Agency Fund Codes begin with 9XXXXX Cost Share Codes, Workshops & Research Awards begin with

00XXXX

Definitions: Fund Codes

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Level 1, 2, and 3 Account Codes – expense account codes have been established with 3 levels. Actual expenses cannot be recorded at Level 1 and 2. Actual expenses are recorded at Level 3.

Revenue account codes have been established with 4 levels.

The Chart of Accounts on the following web link identifies account codes by level:

http://www.units.muohio.edu/controller/prod/general_accounting/?showme=docindex.htm

Definitions: Level 1, 2, and 3 Account Codes

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The Chart of Accounts

on the following web

link identifies account

codes by level:


Definitions: Level 1, 2, and 3 Account Codes Chart of Accounts

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Definitions: Level 1, 2, and 3 Account Codes Banner Screen

Travel Budgeted at Level 1 - 150000

Employee Domestic Travel Expensed at Level 3 – 150021

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Definitions: Level 1, 2, and 3 Account Codes MInE Report

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Budgeted Funds – implies an “allocation of funding,” which represents funds allocated to your department in the General Fund. These Budgeted Funds represent a plan or estimate.

E&G (Budgeted) Fund Codes begin with 0XXXXX 000000 Oxford

060000 Hamilton070000 Middletown

Auxiliary Enterprise Fund Codes begin with 2XXXXX

Definitions: Budgeted Funds

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Budget Transfer – a budget transfer is a transfer of budget from one Index Code to another or a transfer within the same Index Code and both codes must be Budgeted Funds.

MTH001 160020 To PSY001 160020Math & Statistics Psychology(Computer Services) (Computer Services)

MTH001 160010 To MTH002 160010Math & Statistics Math & Stat. Grad Recruitment(Administrative Services) (Administrative Services)

MTH001 160010 To MTH001 160020Math & Statistics Math & Statistics(Administrative Services) (Computer Services)

Definitions: Budget Transfer

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Non-Budgeted Funds – implies Designated or Restricted funds that

receive internal or external revenue rather than a budget allocation.

Designated Fund Codes begin with 1XXXXX (Including designated

Cost Share Funds)Restricted Fund Codes begin with 3XXXXX

Definitions: Non-Budgeted Funds

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Definitions: ExpensesExpenses – represent payments for salaries, benefits, travel, purchases

of services and supplies, etc. that relate to the current period

Expenses represent activity that has taken place. (Example: Invoice for purchases, MasterCard Charges, payroll, Expense Transfer, etc.)

Expenses usually appear in the form of invoices or journal vouchers and have a specific document reference number. (Example: I0219393, MC001419, F0037184, EXP00554, etc.)

Expenses appear in the YTD Activity field in the Banner on-lineforms. (Revenue will also appear in this field.) See Account Codes Banner Screen handout.

Expenses (and Revenue) appear in the Accounting Activity column in the following MInE monthly departmental financial reports:ACTDETAIL, MYDETAIL, TRNDETAILA and TRNDETAILB See Account Codes MInE Report handout.

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Expense Transfer – a transfer, or correction, of actual expenses from one Index Code (or Account Code if necessary) to another using a Level 3 Account Code.

BUR001 160011 To MCS003 160022Bursar IT Services Equip Maint (Advertising) (Software Maint/

Support/Renewal Fees)

Definitions: Expense Transfer

Transfer Restrictions

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Budget Transfers must take place between Budgeted Funds. Budget

Transfers between Budgeted and Non-Budgeted Funds is not permissible. (Check with University Budget for additional

restrictions.)

MTH001 160010 To MTH001 160020Math & Statistics Math & Statistics(Administrative Services) (Computer Services)

MTH001 160010 To MTH002 160010Math & Statistics Math & Stat. Grad

Recruitment(Administrative Services) (Administrative Services)

MTH001 160010 To 2072 160010Math & Statistics Teaching Effectiveness

Programs(Administrative Services) (Administrative Services)

Transfer Restrictions: Budget Transfers

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Transfers for Grants must take place between account codes within a Fund. You cannot transfer budgeted funds from one grant to another. (You may, however, move expenses from one grant to another by way of an Expense Transfer. Please see your Grant Accountant or your Award letter for restrictions.)

G00883 155021 To G00883 160110NSF-OSURF Abrams NSF-OSURF Abrams(Classroom Supplies) (Car & Truck Rental)

G00883 155000 To G00877 155000 NSF-OSURF Abrams NSA Waikar/Davenport/Dowling (Supplies & Materials) (Supplies & Materials)

G00883 155051 To G00887 160110NSF-OSURF Abrams NSA Waikar/Davenport/Dowling (Linen Purchases) (Car & Truck Rental)

Transfer Restrictions: Transfers for Grants

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Expense Transfers are permissible when expenses were charged to

an Index Code (or account code) in error and should be charged to a

different Index Code or Account Code. The expense must have been

charged in the current fiscal year and all the rules that govern what the

types of expenses are permitted with different types of accounts are still

applicable.

MTH001 150021 To MTH002 150021Math & Statistics Math & Stat. Grad Recruitment(Employee Domestic Travel) (Employee Domestic Travel)

BUR001 160011 To BUR001 150021Bursar Bursar

(Advertising) (Employee Domestic Travel)

Transfer Restrictions: Expense Transfers

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Expense Transfers are permissible between E&G (Budgeted) funds, Designated or Restricted (Non-Budgeted) funds. However, expense transfers to Restricted Funds are only permissible if the expense fits the criteria of the donor’s restrictions. Also, all the rules that govern what the types of expenditures are permitted with different types of accounts are still applicable.

MTH001 160011 To 2072 160011Math & Statistics Teaching Effectiveness

Programs(Advertising) (Advertising)

RGS700 160011 To 1375 160011Recovered G& A Student Affairs Computer

Fund(Advertising) (Advertising)

2072 153031 To MTH001 153031Teaching Effectiveness Programs Math & Statistics(University Guests) (University Guests)

Transfer Restrictions: Expense Transfers

Completing Expense Transfer Request Form (Sample)

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Completing Expense Transfer Request Form (Sample) Original Entry

Original

Entry

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General Accounting will complete the transfer number field. This will be your document number on Banner and MInE reports.

Important to complete all blank (white) fields.

Pattern gray fields are optional. Debit/Credit review (top of each column). Debits (left column) must equal Credits

(right column). Total fields and Sum of Debits and Credits

field will automatically populate. MInE/Banner Description field is what

shows up in Banner and your MInE reports. Additional comments will show up in

Banner’s Document Text attached to the transaction.

Original transaction date and document number required when moving existing expenses.

Chairperson/Supervisor and Dean/Director fields are for your department reference only.

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Debit and Credit Review

Move Funds From – Move Funds To Move Expenses To – Move Expenses

From Decrease Fund Balance – Increase

Fund Balance Debit - Credit

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Options suggested if requests need approval by supervisors, deans, etc. (in place of a handwritten signature):

1. The originator can forward the email with the Expense Transfer

Request form attached to the approver who would then forward

on to [email protected] .

2. The originator can include the approver as a cc: on the email

sent to [email protected] .

Approvals

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Bursar:Via email: [email protected]

General Accounting:Via email: [email protected]

Grants and Contracts: Via email to your grant accountant or [email protected]

Purchasing:Via email: [email protected]

University Budget:Via email: [email protected] Mail: Sharon Klink

University Budget

*If you are not sure which department to submit your request, please forward to [email protected].

*Currently you cannot submit the Transfer Request forms directly from the web site, instead you should save the file to your computer and send it as an attachment on your email.

Appropriate method of submission

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All supporting detail, such as MInE reports, should be submitted electronically as an attachment on the same email with the Expense Transfer Request form.

See Controller’s Web Page (referenced below) for directions on converting MInE reports into electronic files to submit as attachments.


Supporting Detail

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In an effort to avoid duplicate entry of transfers, please do not send a copy of the Expense Transfer Request form or supporting documents in campus mail.

Duplicate data

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Request for Additional Action Form

If General Accounting is unable to process your transfer request you will receive a Request for Additional Action Form and your original document via email.

The additional action requested will be indicated by the appropriate checked box.

Some reasons why General Accounting may be requesting additional action:

Required fields may be blank on Expense Transfer Request form

Request was submitted to the incorrect department

Transfer restrictions apply Not submitted electronically

after 1/1/06

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Transfers for expenses and funds incurred from July through May must

be received by the appropriate department (General Accounting or

Grants & Contracts) by July 1st.

Example: 7/1/2005 – 5/31/2006 due by 7/1/2006

Transfers for expenses incurred in June must be received by the

appropriate department (General Accounting or Grants & Contracts)

by July 14th.

Example: 6/1/2006 – 6/30/2006 due by 7/14/2006

Deadlines

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November 1, 2005 Departments begin submitting Expense Transfer Request Forms to General Accounting

November – December 2005 Transition training: General Accounting will process request as submitted, and will return a copy of the request along with the new form completed to the requestor

January 2006 General Accounting will return requests to requestor if not on new form or submitted electronically

Timetable for implementing new form, policies & procedures

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Evaluation FormGENERAL ACCOUNTING

Journal Voucher FALL 2005COMPREHENSIVE FINANCIAL SERVICES WORKSHOP

EVALUATION FORMAs a participant in this workshop, your evaluation is important to the Finance and University Services Division of Miami University. Please take the time to complete this form so that we can consider your comments in planning future programs.

RATING SCALE 4 3 2 1 Excellent Moderate Low Poor

1. Program Evaluation-Using the above scale, please indicate the extent to which you were satisfied with the following aspects of the program:Overall program 4 3 2 1Relevance of information 4 3 2 1Usefulness of handout materials 4 3 2

1Usefulness of audiovisual aids 4 3 2 1Amount of time spent on subject 4 3 2

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2. Specific Comments on Program:

3. Future Planning-Please describe topics you would like to have presented in future programs.

4. Other Comments/Suggestions:

Journal Vouchers

Questions ????

1 welcome to the journal vouchers workshop sign-up sheet on front table. locate your name on the...

Documents

budget transfer request

expense transfer request

journal voucher form

new fiscal year

fiscal years

general accounting slide

duplicate data request

request campus mail