G/L Journal Entry Procedures By: Finance & G/L Systems Department

G/L Journal Entry Procedures In a fully automated processing environment J/E’s should be rare. An alarm should be raised with each situation in which a J/E is required. The completion of a J/E should generate “Why” and “How” questions.

G/L Journal Entry Procedures Purpose of J/E’s To reclassify transactions resulting from processing errors. To overcome system errors / limitations. Processing errors and system errors / limitations are revealed with J/E’s and should be investigated and corrected if possible.

G/L Journal Entry Procedures Copy of the J/E template will be available on the G/L website

Journal Entry Template

G/L Journal Entry Procedures The Preparer creates the J/E and attaches all applicable backup to it. (Required) Attached backup should clearly outline the purpose of the J/E & include copies of all relevant source documents. (Required) The J/E is then forwarded to the Supervisor/Director or above for review and approval (Only Finance & Administrative Services division Supervisors/Directors and above can approve J/E’s). (Required)

G/L Journal Entry Procedures FINANCE & G/L SYSTEMS EXECUTIVE DIRECTOR MARK CLIFTON CPCC FOUNDATION FINANCE DIRECTOR VALERIE FOX CPCC FOUNDATION FINANCE ACCOUNTING SPECIALIST II ANDY STOLLMACK MIS TRAINING & G/L SYSTEMS DIRECTOR IAN BRICE G/L REPORTS ACCOUNTING SPECIALIST II PAT BLAKLEY KATRINA GORDON G/L SYSTEMS SYSTEMS ACCOUNTANT NORMA HENRY SERVICES CORP ACCOUNTING FINANCIAL ANALYST KATHY WHITE

G/L Journal Entry Procedures BUDGETS & PAYROLL EXECUTIVE DIRECTOR ELENA RANDOLPH PAYROLL DIRECTOR SUZANNE MULLIGAN PAYROLL PAYROLL SUPERVISOR ANNETTE HAMILTON Payroll Payroll Tech Melissa Long Melissa Stewart Payroll Payroll Specialist Debra Gaddy Teresa Summerour PAYROLL POSITION BUDGET ANALYST NANCY KING PAYROLL ACCOUNTING SPECIALIST RHONDA ROGERS BUDGETS SUPERVISOR ANNE COOK BUDGETS ACCOUNT SPECIALIST Cathy Mclendon Budgets Systems Accountant CONSTRUCTION SYSTEMS ACCOUNTANT SR KEITH BEAM BUDGETS ACCOUNTING SPECIALIST II LINDSEY OUTEN FINANCIAL SERVICES EXEC SECRETARY CINDY SEVERT

G/L Journal Entry Procedures All J/E’s are to be approved before they are entered regardless of preparer level. (Required) After authorization the J/E goes to a designated person with security access to enter J/E’s into Colleague.

G/L Journal Entry Procedures Generally, only Finance & Administrative Services personnel have access to enter a J/E into Colleague. At the Colleague J/E input screen the Enterer records their name as the “Author” and then records both the name of the Preparer and the Description of the entry (from the J/E template) into the “Comments” section of the screen.

G/L Journal Entry Procedures

After the J/E is processed the person entering the J/E must record the J/E number given by Colleague onto the J/E form. (Required) The original J/E is forwarded to Finance & G/L Systems via Interoffice Mail. (Required) Originating department should keep a copy. G/L files the J/E in one central location of the Finance & G/L department for research & auditing purposes.

G/L Journal Entry Procedures G/L audits compliance with procedures (e.g., J/E approval, description, etc.) and investigates breaks in sequence (missing J/E’s). Results are reported to the Director of MIS Training & G/L Systems and recurring issues are escalated upward when necessary. J/E’s are posted to the General Ledger in two hour intervals. (No change to current practice.)