JOURNAL ENTRIES

ROLES INITIAL APPROXIMATE RESOURCES:

Departmental Staff
Accountants
Offce Mana!ers
"usness Mana!ers
Pro!ram Assstants
O"JECTI#ES
Learn procedures for submitting a non-payroll expenditure transfer.
Learn procedures for submitting an interdepartmental billing.
Gain an understanding of Journal Source Codes.
O#ER#IE$
The online journal entries requested by the departmental units generally
relate to expenditure transfers or other adjusting entries. ll non-payroll
online journal entries !ill be entered into the "eopleSoft system by
General ccounting.
Process:
n electronic spreadsheet template a#ailable for do!nload from Compass
or the $ST home page %http&''usf!eb(.usf.edu'fast') !ill be utili*ed to
post non-payroll expenditure transfer requests that are completed and
authori*ed by user departments. ny transfers in#ol#ing +esearch
$inancial ,anagement %+$,) accounts ha#e to be prepared on a
separate spreadsheet.
-ser departments !ill email the completed spreadsheet to the Controller.s
/ffice mailbox +0S12"T3admin.usf.edu. The Controller.s /ffice !ill
assure the account being debited is authori*ed in accordance !ith the
-ni#ersity.s authori*ed signatory schedule. 4f the transfer request cannot
be appro#ed5 the Controller.s /ffice !ill return it by email to the originator
!ith comments for correction or additional information. /nce a transfer
request is recei#ed and appro#ed5 the Controller.s /ffice !ill for!ard the
transfer request to "ost !ard5 ccounts "ayable or General ccounting
for processing. The Controller.s /ffice also assigns a reference number
and sends an email to the originator confirming appro#al of the request.
/nce recei#ed by either +$, or ccounts "ayable5 the follo!ing
processing steps are required&
6) +e#ie! the timeliness of the request
() +equest additional information if needed
7) 8etermine the appropriateness of the transaction
9) /nce completed5 for!ard spreadsheet to General ccounting
-pdated 6:'(;':; +ecord to +eport < 0on"ayroll 1xpense Transfers "age 6 of
/nce recei#ed by General ccounting the follo!ing steps are required=
6) +e#ie! the timeliness of the request
() 8etermine the appropriateness of the transaction
7) 8etermine the request has been signed by an authori*ed college
representati#e
9) 4nput transfer request into $ST>> System
General ccounting !ill re#ie! to assure that transactions are complete5
balanced5 and appropriate offsetting entries ha#e been created if
necessary. General ccounting !ill input all journal lines into the Journal
?oucher and record the basis for the transfer request into the comment
field. General ccounting !ill submit for processing. ny entries that fail
the edit and budget-chec@ing process !ill be returned to the originator for
correcti#e action !ith a copy sent to "ost !ard or ccounts "ayable if
applicable. General ccounting !ill establish a regular schedule for
re#ie! of pending journal #ouchers.
Respons%ltes:
8epartments5 Centers and Colleges !ill prepare and submit authori*ed
transactions for timely processing !ith supporting documentation that
explains the basis for the transaction. 8epartments that initiate either non-
payroll expenditure transfers or interdepartmental billing journal entries
must ensure that sufficient budget exists on the chart field string being
used in the transaction. Aithout sufficient budget5 the transaction !ill fail
and !ill not post until budget is allocated.
+esearch $inancial ,anagement !ill re#ie! and assess the
appropriateness of non-payroll expenditure transfer requests that debit or
credit a grant account5 indirect return account %+: funds) or $und 6B7::.
ccounts "ayable !ill re#ie! and assess the appropriateness of all non-
payroll expenditure transfer requests transfers between funds and
colleges that are not managed by +$,.
General ccounting !ill re#ie! and assess the appropriateness of all non-
payroll expenditure transfer requests that are within the same fund type or
college that are not managed by +$,.
General ccounting !ill re#ie! and post #ia spreadsheet input all non-
payroll transfer journal entries to assure that all required Chartfields
%/perating -nit5 $und5 and "roject) ha#e been input5 the entry is
balanced5 and appropriate offsets ha#e been used.
-pdated 6:'(;':; +ecord to +eport < 0on"ayroll 1xpense Transfers "age ( of
/ne of the required pieces of information !hen entering a journal entry is
the journal source. The source code !ill identify the type5 nature and
origin of the journal. See the table belo! for -S$ journal sources.
Source Descr
Other PeopleSoft Modules
AP Accounts Payable
AM Asset Management
AR Accounts Receivable
BI Billing
PO Purchasing
RA Receipt Accrual
PC Project Costing
GM Grants Management
TR Treasury
CA Contracts
PAY Payroll Processing
GL and General Accounting
Generated
O! On!ine "ournal #ntry
ACC Accruals
A$" Accounting A%justments
A!O Allocation Process
CO Consoli%ation Process
&'& &uspense Processing
Y#C Year(#n% Close
External Interfaces
BR
Banner)Oasis Inter*ace
#ntries
#+T #,ternal Application
C- Conversion
Interdepartmental Sales (UC!
PP Physical Plant
RA&)TA& Telecom)Computing
P&T Post O.ce
B/& Boo0store
P/& Par0ing &ervices
#$O #%ucational Outreach
Other "ournal Sources
#TR
on(Payroll #,pen%iture
Trans*ers
-pdated 6:'(;':; +ecord to +eport < 0on"ayroll 1xpense Transfers "age 7 of
Source Descr
P#T
Payroll #,pen%iture
Trans*ers
-pdated 6:'(;':; +ecord to +eport < 0on"ayroll 1xpense Transfers "age 9 of
0/0-"C+/LL 12"1084T-+1 T+0S$1+
s noted in the o#er#ie! to this section5 all journals !ill be @eyed centrally.
Therefore5 the $ST team has de#eloped an 1xcel template to be used by the
departmental units !hen requesting journal entries. This template is designed to
create a data file that can be loaded directly into the "eopleSoft General Ledger
module eliminating the need for duplicate @eying of the information.
NOTE: It s mportant t&at '&en flln! out t&e E(cel template )ou DO NOT
a** an) a**tonal columns+ ,ou ma) a** a**tonal ro's- &o'e.er- t&e)
must %e a**e* a%o.e t&e %lue lne /see *a!ram %elo'0+
SD/+T G-481&
Step 1: Complete t&e Journal Re2uest E(cel Template
Step 3: Sen* Re2uest Template to 4eneral Accountn! for entr)
ST1" 6 C/,"L1T1 TD1 J/-+0L +1E-1ST 12C1L T1,"LT1
6.6 Felo! is a sample of the Journal 1ntry Template to be completed
for all departmental unit journal requests. 8o not type o#er data in the
grey boxes
6.( 1nter the Journal Deader 4nformation. ,ost of the information on
line one is filled in. /nly enter the follo!ing fields&
Journal 48 ,as@ - 1nter a 7 letter department code.
Journal 8ate < 1nter the month end date for the period you !ant
the transaction to post.
8escription < 1nter a brief description of the purpose of the journal
6.7 1nter the Journal Line 4nformation
+ecord Type < Should be GL. %"eopleSoft uses the one character GL.
to designate a line ro! transaction. There can be multiple lines
associated !ith a single header.)
Ledger < 1nter GCT-LS.
GL Chartfields < 1nter the appropriate #alues.
/perating -nit5 $und and ccount are required
8epartment is required for all income statement transactions
Ahen the distribution contains a "roject'Grant refer to #alues
highlighted in ro! H for Grants and ro! B for "rojects.
8escription < 1nter a brief description of the line transaction if
desired. 4f left blan@ the system !ill automatically populate this
!ith the description associated !ith the ccount.
-pdated 6:'(;':; +ecord to +eport < 0on"ayroll 1xpense Transfers "age I of
mount < 1nter debit #alues as G6::.::. and credit #alues as G-6::.::..
The total of all the lines ,-ST net to :.::.
6.9 To enter additional lines use the excel function to insert ne! ro!s.
0/T1& The ne! ro!s must be inserted abo#e the blue ro!.
ST1" ( S108 +1E-1ST T1,"LT1 T/ G101+L CC/-0T40G $/+ 10T+C
Sen* t&e complete* 5ournal entr) template to 4eneral Accountn! .a emal for
entr) nto t&e s)stem+
Non6pa)roll e(pen*ture transfers s&oul* %e sent to RNSEXPT7a*mn+usf+e*u+
Inter*epartmental "lln!s
+e#ie! of "rocedure
-se the same 1xcel spreadsheet template
-pdated 6:'(;':; +ecord to +eport < 0on"ayroll 1xpense Transfers "age ; of
1nter an 48 mas@ %department determines mas@)
1nter date and description
1nter chartfields
ll charges %expense entry) should use an account in the HI222 series
ll re#enue entries should use an account in the H9222 series
+eference the -C8 in the description
ll lines should net to *ero
Send to the correct address& 40T+81"T3admin.usf.edu
-pdated 6:'(;':; +ecord to +eport < 0on"ayroll 1xpense Transfers "age H of
-pdated 6:'(;':; +ecord to +eport < 0on"ayroll 1xpense Transfers "age B of