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Journal Entry Guidelines
From Appalachian State University Policy Manual
Policy 501.15
Contents
1 Introduction
2 Scope
3 Definitions
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.
- Transfers for Controllers Office personnel use ONLY:
- Accounts 808430 and 881530 to transfer funds for State Matching requirements for Work Study transfers.
- 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.
- 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 |