Journal Entry Guidelines

Policy 501.15

4 Policy and Procedure Statements

4.1 Forms

4.1.1 Pre-Numbered Journal Voucher (Journal Entry) forms are used to record reclassifications, reimbursements, corrections, allocations, transfers and other adjustments not provided for otherwise in the BANNER FINANCE System. These pre-numbered voucher forms can be obtained from the Controller's Office, Business Affairs Annex located at State Farm Road upon request or departments can download an excel copy of the form from Electronic forms, complete, sign, and forward a printed copy to the appropriate area for data entry.

4.2 Account Codes

4.2.1 University Account codes for Revenues and Expenditures can be found on the Banner Finance Homepage. (http://appleap.appstate.edu/finance_over.html)

4.3 Salary Reclassifications

4.3.1 Salary reclassifications (6xxxxx) should flow through the salary reallocation/redistribution process and should not be corrected by a journal voucher/journal entry. The salary reallocation process is recorded using the BANNER Human Resource System by appropriate payroll personnel. In extreme and rare circumstances when a journal voucher is needed to reclassify salary accounts, prior approval should be obtained from the University Controller.

4.4 University Transfers

4.4.1 For ordinary fund transfers among University accounts where the only objective is to move cash from one fund to another (no expense or revenue swap), transfer accounts 884440 and 808440 should be used. These are self-balancing accounts and have to be used together or in conjunction with one another. For NRL&P only transfer accounts 808490 and 884490 should be used.

1. Transfers for Controllers Office personnel use ONLY:
   1. Accounts 808430 and 881530 to transfer funds for State Matching requirements for Work Study transfers.
   2. Accounts 808450 and 881470 to transfer funds for mandatory debt service transfers from the revenue fund to the debt service fund to meet debt obligations.
   3. Accounts 808555 and 888555 to transfer cash at YR-END ONLY in order to correct/redistribute cash balances where departments expend from funds different/separate from those that are receipted examples include Housing, Food Services, Athletics, Recreational Services, Academic funds, etc.

4.4.2 Transfers for State Appropriated Funds are not allowed and changes are done via budget revision. Please contact the Budget office for additional information.

4.5 Budget Entries

4.5.1 Journal Entries cannot be processed using Budget Pool accounts (i.e. 720000 etc.) Budget adjustments within the same fund must be processed via the online budget transfer process. Please consult the Budget office for budget transfers that are between two different funds. More information can be found in the Banner Finance Training manual.

4.6 Documentation

4.6.1 For audit purposes, adequate documentation should be attached to each journal voucher. This documentation should provide adequate support/computations/etc to attest to the validity of the journal voucher begin processed. Manual journal vouchers should have rule code JE16 as the TYPE. It is important that the "LINE DESCRIPTION" (limited to 32 characters) on the Journal voucher provides a clear explanation of the purpose of the entry for both the credit and debit side of the entry. The "ENTRY DESCRIPTION" located at the bottom of the form must also be completed and should include a more detailed description of the overall entry not just the line items. The person initiating the entry must sign and date and forward the entry to an approver and may not approve his or her own entry. The approver must ensure that the appropriate fund and account is recorded for the transaction, that the entry is within the standards provided herein, and that the journal entry is supported by adequate documentation and necessary and then sign and date as approved. The voucher must maintain supporting documentation (be attached) for the journal entry for audit purposes. The person posting the Journal Voucher to BANNER FINANCE must review the posted document for posting accuracy, stamp the entry with "POSTED" stamp and sign and date as the person actually posting the entry document.

4.7 Internal Service Revenue

4.7.1 Rule Code ISR should be used when recording any ASU internal revenue (inter-departmental sales) in order to facilitate the elimination of internal sales transactions for yr-end financial reporting purposes as prescribed by GASB 34/35.

4.8 State and Trust Journal Vouchers

4.8.1 Any sensitive Journal Vouchers should require prior approval of the Budget Office for State Funds and The Office of Special Funds (Controller?s) for Trust Funds.

4.9 State and Trust Fund Clearing Entries

4.9.1 Any journal entry that is between Bank 01 (state funds) and Bank 05 (trust funds) must have an offsetting clearing entry in funds 109005 and 226005 for each line of the entry that crosses between the two banks. In addition any entry that is debiting or crediting a state fund with a either a revenue account or expenditure account must use the 109005 clearing fund. Likewise any entry between a GL account and SL account should be done via EFT not a journal entry.

4.9.10 Example - Expense transfer example: Debit 109310-729900, Credit 337010-729900 for a 100.00 expense transfer

Fund Account Amount DR/CR Description_ 109310 729900 100.00 DR Expense Transfer 109005 785250 100.00 CR Expense Transfer 226005 785220 100.00 DR Expense Transfer 337010 729900 100.00 CR Expense Transfer

4.9.11 The following lists the clearing funds and accounts to be used.

ACADEMIC CLEARING ACCOUNTS DUE TO ACADEMIC 109005-785210 DUE FROM ACADEMIC 109005-509970 DUE TO TRUST 109005-785250 DUE FROM TRUST 109005-509940 DUE FROM TRUST 109005-785260 DUE TO TRUST 109005-509950

TRUST CLEARING ACCOUNTS DUE TO ACADEMIC 226005-785210 DUE TO ACADEMIC 226005-509990 DUE FROM ACADEMIC 226005-785220 DUE FROM ACADEMIC 226005-509970

4.9.12 CONTACTS

David Jamison Controller's Office 828.262.6403 jamisondt@appstate.edu

Amy Roberts Special Funds Accounting Controller's office 828.262.6419 robertsaj@appstate.edu

Betsy Payne Budget Office 828.262.6432 paynebp@appstate.edu

4.10 Rule Codes

ALL RULE CODES
Rule Code (Alphabetical Order)	Description	Rule Code (Alphabetical Order)	Description
1AP	Banner Student - APPL CHG-Like	BILL	Bill Cost Accounting. Job, no encumbrance
1CH	Banner Student Charges/Non-Cash Pay (Departmental Deposits)	BP1	Permanent Adopted Budget
1CS	Banner Student - Cash Payments	BP2	Permanent Budget Adjustments
1FD	AUXILIARY FEEDS	BP3	Temporary Adopted Budget
2AP	Banner Student - APPL CHG - Diff	BP4	Temporary Budget Adjustment
2FD	Auxiliary Feeds Academic	BRA	BRSC Chart A feed (like FUP)
3AP	Banner Student - APPL PAY - Like	BRF	BRSC Chart F feed (like FUP)
3FD	Auxiliary Feeds Foundation	BRS	BR feed from SIS (like FUP)
4AP	Banner Student - APPL PAY - Diff	BT5	Trust Beginning Budget
4FD	Auxiliary Feeds Capital Improvement	CAEC	Cancel Check C/M add'l w/encumbrance
5CR	Cash Receipt Entry	CAEI	Cancel check invoice add'l w/encumbrance
5CRT	Cash Receipt(cr05) def prog org bank	CAII	Cancel Check Inventory Invoice Taxes
AAL	Academic Allotment-enter bud period	CAL	CI Allotment Entry
ACDC	Cancel Add'l Charges on Credit Memo	CAN	CI Allotment - No NCAS Feed
ACDI	Cancel Add'l Charges on Invoice	CAXC	Cancel Check - C/M tax
ACEC	Cancel Add'l Chrg on C/M w/encumb	CAXI	Cancel Check - Invoice tax
ACEI	Cancel Add'l Chrg on Inv w/encumbrance	CC01	Interchart Credits
ACG	Advancement Cash Gifts	CD01	Interchart Charges
ACII	Cancel Add'l Chrgs on Inv w/G/L Acct	CDDC	Cancel Check C/M add'l chgs
ADDC	Additional Charges on Credit Memo	CDDI	Cancel check invoice add'l charges
ADDI	Additional Charges on an Invoice	CDEC	Cancel check C/M disc w/encumbrance
ADEC	Add'l Chrg on Credit Memo w/encumb	CDEI	Cancel Check Invoice disc w/encumbrance
ADEI	Add'l Charges on Invoice w/encumbrance	CDII	Cancel Check Inventory Inv Add'l Chrgs
ADII	Add'l Charges on Invoice w/G/L Acct	CDWI	Federal Withholding on Cancel Check
ADJC	Adjustment to Inventory Value	CHS1	Banner Student Charges/Non-Cash Pay
ADPR	Adjust depreciation(up or down)	CIIC	Cancel Check Inv Valuation Adj
AL01	ProAlloc? for perm. adopt budget	CIII	Cancel Check Inventory Inv Discount
AL02	ProAlloc? for perm. adj budget	CISC	Cancel Check - C/M discount
AL04	ProAlloc?. for encumbrance	CISI	Cancel Check - Invoice discount
AL05	ProAlloc?. for budget reservation	CNEC	Cancel Check - C/M w/encumbrance
ALE3	ProAlloc? for year to data actv	CNEI	Cancel Check - Invoice w/encumbrance
ALR3	ProAlloc?. for year to date revenue	CNEP	Cancel Check CY, Invoice w/encumb PY
ANO	ASU Alumni No Operation	CNII	Cancel Check Inventory Invoice
AOG	Advancement Online Gifts	CNNC	Cancel check - C/M w/o encumbrance
ARV	Academic Reversion-enter bud period	CNNI	Cancel Check - Invoice w/o encumbrance
ASCS	Banner Alumni Cash Receipt	COAD	Additional Charge on Change Order
ASDE	Banner Alumni Gift (Payroll Deduct)	CODS	Discount on Change Order
ASLN	Banner Alumni Gift of Land/Property	CORD	Establish Change Order
ASP	Pledges	COTX	Tax on Change Order
BD01	Permanent Adopted Budget	CR05	Cash Receipt Entry
BD02	Permanent Budget Adjustments	CSS1	Banner Student - Cash Payments
BD03	Temporary Adopted Budget	CSS2
BD04	Temporary Budget Adjustment	CTEC	Can Chk-NonVend Tx CM w/encumbrance
BD10	Budget Development Request	CTEI	Cancel tax for CXEI
BILE	Bill Expense Acct w/enc in Cost Act	CTII	Cancel non-vend-tax for checks
BILI	Bill Income Acct in Cost Accounting	CTWI	State Withholding on Cancel Check
CTXC	Cancel tax w/CAXC	DNII	Check - Inventory Invoice
CTXI	Cancel tax for CAXI	DNNC	Check - C/M w/o encumbrance
CUL	CI Unallotted Entry	DNNI	Check - Invoice w/o encumbrance
CXEC	Cancel check C/M tax w/encumb	DSCA	Cash Disbursement - CM Add'l Charge
CXEI	Cancel check invoice tax w/encumb	DSCD	Cash Disbursement - CM Discount
DAEC	Check C/M Add'l w/encumbrance	DSCI	Cash Disbursement - Credit Memo
DAEI	Check invoice Add'l Chgs/encumb	DTWI	State Withholding on Check
DAII	Check - Inventory Invoice Tax	DXEC	Check - C/M tax w/encumbrance
DAXC	Check - C/M tax	DXEI	Check invoice tax w/encumbrance
DAXI	Check - Invoice tax	E010	Post Original Encumbrance
DAXL	Exchange adjustment for TAXL	E020	Encumbrance Adjustment
DAXX	Exchange Adjustment for TAXX	E032	Encumbrance Liquidation
DCEC	Cancel Discount on C/M w/encumb	E037	Encumbrance Liq. allow changes
DCEI	Cancel Discount on Inv w/encumb	E090	Year End Encumbrance Roll
DCII	Cancel Discount on Inv w/G/L Acct	E095
DCSC	Cancel Discount on Credit Memo	E100	Original Encumbrance
DCSI	Cancel Discount on Invoice	ED01	Distribute Earnings
DCSR	Direct Cash receipt	EFT	Record Electronic Transfers
DDDC	Check - C/M add'l charges	ER01	Record Earnings
DDDI	Check invoice add'l charges	FC01	Interfund Credits
DDEC	Check - C/M - Disc w/encumb	FD01	Interfund Charges
DDEI	Check invoice discount w/encumb	FLX
DDII	Check - Inventory Invoice Add'l Chrg	FSF
DDSC	Check - C/M discount	FT01	Interfund Transfer
DDSI	Check - Invoice Discount	FUP	FUPLOAD def org and prog like JE16
DDWI	Record Federal Withholding on Check	GLAS	Change asset account for fixed asset
DEP1	Depreciation Buildings and Fixtures	GLCE	Change Cap. Fund/equity/asset
DEP2	Depreciation Computers	GLCF
DEP3	Depreciation Furniture	GLEQ	Change equity account
DEP4	Depreciation Laboratory	GLFE	Change cap fund and equity account
DEP5	Depreciation Equipment - Vehicles	GLRE	Reverse old fund/equity/asset
DEP6	Depreciation Equipment - Other	GPP	ASU Gifts in Kind Personal Property
DEP7	Depreciation Library Books	GPR	ASU Gift in Land
DEPP	Recording past depreciation	GRAP	Grant Application of Payment
DEPR	DEPRECIATION RULE CLASS	GRAR	Accrued Accounts Receivable
DIEC	Discount on Credit Memo	GRBL	Billed Accounts receivable
DIEI	Discount on Invoice w/encumbrance	GRCC	Grant - Cost Share Charge
DIIC	Check - Inventory Invoice Discount	GRCG	Grant - Cost Share Grant
DIII	Discount on Invoice w/G/L Acct	GRDF	Deferred Revenue
DISC	Discount on Credit Memo	GRIC	Grant - Indirect Cost Charge
DISI	Discount on Invoice	GRIR	Grant - Indirect Cost Recovery
DISN	Disposal without depreciation	GRPM	Grant Payment
DISP	Disposal of asset with depreciation	GRRF	Grant Refund
DISR	Disposal: Sharing of revenue	GRRV	Grant - Accrued Revenue
DNEC	Check - C/M w encumbrance	GRTF	Grant Payment Transfer
DNEI	Check - Invoice w encumbrance	GRWH	Withholding accounts receivable
GSA	Gift Annuity - Securities	IPNC	Zero Payment Credit Memo
GSC	ASU Gift in Security - Current	IPNI	Zero Payment Invoice
GSE	ASU Gifts in Security - Endowments	IR01	Record Investment
HCBA	Payroll - COBRA - Admin. Fee	ISCP	Return Profit Inventory Acct
HCBC	Payroll - Cobra Cash Receipt	ISEC	Request Return
HCBP	Payroll - COBRA - Premium	ISEU	Request Issue
HDEF	Payroll - Deferred Pay	ISIC	Return Item Inventory Acct
HDPA	Payroll - Deferred Pay Accrual	ISIU	Issue Item Inventory Acct
HEEL	Payroll - Employee Liability	ISSC
HENA	Payroll - Encumbrance Adjustment	ISSU
HENC	Payroll - Salary Encumbrance	ISUP	Issue Profit Item Inventory Acct
HERL	Payroll - Employer Liability	J001	General Ledger Closing Journal
HFEA	Payroll - Fringe Benefit Enc. Adj.	J020	Budget Carry Forward Journal
HFEN	Payroll - Fringe Benefit Encumbrance	J099	Interfund Cash Transfer Entry
HFEX	Payroll - Actual Fringe Ben. Dist.	JE05	General Ledger Beginning Balance
HFNL	Payroll - Fringe Chargeback w/o Liq	JE06
HFRC	Payroll- Fringe Chargeback Clearing	JE10	Accounts Receivable Entry
HFRD	Payroll - Fringe Chargeback w/Liq	JE15
HGNL	Payroll - Gross Exp. No Liquidation	JE16
HGRB	Payroll - Gross Benefit Expense	JE25	Interchart Journal Entry
HGRS	Payroll - Gross Salary Expense	JEP
HNET	Payroll - Net Pay	LMS
ICEC	Cancel Credit Memo w/ Encumbrance	N001	Endowment Spendable Interfund Transfer
ICEI	Cancel Invoice with Encumbrance	N002	Endowment Rlz. Gn/Ls Interfund
ICEP	Cancel Invoice with Encumbrance	N003	Endowment URlz. Gn/Ls Interfund Trans
ICER	Cancel Credit Memo w/ Enc - PY	N004	Endowment Spnd. Var. Interfund
ICII	Cancel Inv w/G/L Account no Enc	NOOP	No operation
ICNC	Cancel Credit Memo w/o Encumbrance	NRP
ICNI	Cancel Invoice without Encumbrance	ONE	One Sided Rule Code
IIIC	Invoice Cancel - Valuation Adjust	PA05	Payroll Disbursement
IIII	Invoice - Valuation Adjustment	PA06	Payroll Disbursement
IMCI	Cash Receipt Entry; Endowment-Pool	PCAD	Cancel Add'l Chrg on Purchase Order
IMDI	Distribution of Income (IM)	PCAP	Cancel Add'l Chg on Purchase Order PY
IMDT	Dist. of Income - Transfers	PCC
IMDU	Dist of Income - Buying into Pool	PCDP	Cancel Disc on Purchase Order Prior Y
IMRA	Inv Fund Removes All Inv from Pool	PCDS	Cancel Discount on Purchase Order
IMRP	Inv Fund Removes Part. Inv from Pool	PCLQ	Cancel PO - Reinstate Request
IMTF	Cash Transfer; Inv. Fund to Pool	PCRD	Cancel Purchase Order
IMTR	Transfer b/t Endowments in a Pool	PCRP	Cancel Purchase Order in Prior Year
INEC	Credit Memo with Encumbrance	PCTP	Cancel Tax on Purchase Order Prior YR
INEI	Invoice with Encumbrance	PCTX	Cancel Tax on Purchase Order
INEP	Invoice with Encumbrance charged PY	PLIB	Purchase Card Liability
INER	Credit Memo with Encumbrance PY	PMT1	Banner Payment - Misc. Form TFAMISC
INII	Invoice w/G/L Account no Enc	POAD	Additional Charge on Purchase Order
INNC	Credit Memo without Encumbrance	POAP	Add'l Chg on Purchase Order Prior YR
INNI	Invoice without Encumbrance	POBC	Purchase Order Batch Close
POCL	Purchase Order Close (FPAEOCD)	RES1	Banner Student - Refunds
PODP	Disc on Purchase Order Prior Year	RQCL
PODS	Discount on Purchase Order	SCAO
POLQ	Purchase Order-Request Liquidation	SCAP	Subsequent capitalization for asset
POPN	Purchase Order Open (FPAEOCD)	TAEC	Sales Tax on Credit Memo w/Encumbrance
PORD	Establish Purchase Order	TAEI	Sales Tax on Invoice w/Encumbrance
PORP	Estab Purchase Order in Prior Year	TAII	Sales Tax on Invoice w/G/L Acct
POTP	Tax on Purchase Order Prior Year	TAXC	Sales Tax on Credit Memo
POTX	Tax on Purchase Order	TAXI	Sales Tax on Invoice
PRO	Prorate Journal Entries	TAXL	Record Liability for Non-vendor Tax
PROJ	Project Encumbrance	TAXR	Remove tax liability on Cash Receipt
RBTR	Return rebate on cash receipt	TAXX	Cancel Liability for Non-Vendor Tax
RCQA	Cancel Add'l Charge on Requisition	TCEC	Cancel Sales Tax on C/M w/Encumbrance
RCQD	Cancel Discount on Requisition	TCEI	Cancel Sales Tax on Inv w/Encumbrance
RCQP	Cancel Requisition	TCII	Cancel Sales Tax on Inv w/G/L Acct
RCQX	Cancel Tax on Requisition	TCXC	Cancel Sales Tax on Credit Memo
RCVD	Receiving Stock	TCXI	Cancel Sales Tax on Invoice
REBC	Credit Memo - Rebate Tax	TRNF	Stores Inventory Transfer
REBD	rebate exchange difference	WOFD	Write off with depreciation
REBT	Tax Rebate	WOFF	Write off without depreciation
REBX	Tax Rebate Cancellation	WRID	Write down with depreciation
REQA	Additional Charge on Requisition	WRIT
REQD	Discount on Requisition	XB4	State Funds-Temp Trans
REQP	Requisition - Reservation	XT4	Trust Funds-Temp Trans
REQS	Stores Requisition	YR10	Fiscal Year End Cash Disbursement
REQX	Tax on Requisition	YR20	Fiscal Year End Cash Receipt