Presented By: Denise Matias, CAH January 18, 2012 Journals Presented By: Denise Matias, CAH January 18, 2012

ALL journal templates are to be e-mailed first to the CAH Dean’s office for review before uploading and processing in the system. A journal should not be uploaded in the Peoplesoft system until after it has been approved by CAH.

The journal template along with its backup needs to be emailed to cahjournals@ucf.edu Enter the journal number in the subject line of the e-mail. If the journal is related to auxiliary dollars, equipment fees or material & supply fees, put Auxiliary beside the journal number. Chairs & Directors are to be copied on ALL journals e-mailed to CAH for review.

The journal template is in Excel format and should be e-mailed in that format for review. The backup should be marked or highlighted with what is being changed. Once you receive the e-mail from cahjournals with the approval, you can upload the journal in the Peoplesoft system and attach the backup.

The best practice is to upload the journal from the template and not to key information directly into Peoplesoft and process. F&A has Addy Notes online on how to upload the journal at; http://www.financials.ucf.edu/Addy_Notes/General_Ledger/Uploading_Journal_Created_From_Template.pdf

After you upload the journal please attach the appropriate backup to reference the journal. The attached backup assists someone, for example an auditor, who may be reviewing the journal as it provides the rationale for why the journal was created.

Backup Example

To review what can be attached to the journal depending on the purpose of the journal, go to: http://www.fa.ucf.edu/Guidelines/General_Accounting/BPFA-AU-101.pdf For example if you created a journal because an incorrect expense code was used, you could attach a copy of the receipt of the item purchased and the DataMart print out or screen shot.

Common Mistakes User ID Missing in front of the description of what is taking place with the journal. Chair/Director/Designee not copied on the e-mails sent to CAH for review Reference not provided beside dollar figure, for example Voucher number (pcard charges or POs) or journal number (HR, journals, or interdepartmental purchase)

Common Mistakes Not uploading journal in the system in a timely manner once approved by CAH. Not submitting journal after uploading the journal into Peoplesoft.

Any Questions???