1 Welcome to the Journal Vouchers Workshop Sign-up sheet on front table. Locate your name on the roster and sign your name on the line provided. Pick up.

1 Welcome to the Journal Vouchers Workshop Sign-up sheet on front table. Locate your name on the roster and sign your name on the line provided. Pick up a folder located on the front table.

Journal Vouchers Transfer Requests Presented by General Accounting

3 Introduce Yourself Your name Your department Type of form used to request transfers in General Accounting (memo, email, journal voucher form, upload, Expense Transfer Request, etc.). Method used to submit request (campus mail, email to individual in General Accounting, etc.).

4 Journal Voucher Workshop Agenda Introduce new form Review current forms Location of forms When to use appropriate forms Locating Index Codes, Fund Codes and Account Codes Definitions Transfer restrictions Completing Expense Transfer Request Form (Sample) Approvals Appropriate method of submission Supporting detail Duplicate data Request for Additional Action Form Deadlines Timetable for implementing new form, policies & procedures Evaluation Form Questions

5 New Expense Transfer Request Form Appropriate Forms: General Accounting: Expense Transfer Request Journal Voucher Entry Form Banner Upload Interface **Please note that the Expense Transfer Request form changes each fiscal year. There will be two forms to choose from when we are accepting requests for two fiscal years. (During the first week of July you can still submit reports for the fiscal year 2006 even though we are in the new fiscal year 2007.) University Budget: Budget Transfer Request

6 Journal Voucher Entry Form Appropriate Forms: General Accounting: Expense Transfer Request Journal Voucher Entry Form Banner Upload Interface **Please note that the Expense Transfer Request form changes each fiscal year. There will be two forms to choose from when we are accepting requests for two fiscal years. (During the first week of July you can still submit reports for the fiscal year 2006 even though we are in the new fiscal year 2007.) University Budget: Budget Transfer Request

7 Banner Upload Interface Appropriate Forms: General Accounting: Expense Transfer Request Journal Voucher Entry Form Banner Upload Interface **Please note that the Expense Transfer Request form changes each fiscal year. There will be two forms to choose from when we are accepting requests for two fiscal years. (During the first week of July you can still submit reports for the fiscal year 2006 even though we are in the new fiscal year 2007.) University Budget: Budget Transfer Request

8 Budget Transfer Request Form Appropriate Forms: General Accounting: Expense Transfer Request Journal Voucher Entry Form Banner Upload Interface **Please note that the Expense Transfer Request form changes each fiscal year. There will be two forms to choose from when we are accepting requests for two fiscal years. (During the first week of July you can still submit reports for the fiscal year 2006 even though we are in the new fiscal year 2007.) University Budget: Budget Transfer Request

9 General Accounting: Expense Transfer Request http://www.units.muohio.edu/controller/prod/general_accounting/?showme=docindex.htm Journal Voucher Entry Form http://www.units.muohio.edu/controller/prod/general_accounting/?showme=docindex.htm Banner Upload Interface http://www.units.muohio.edu/controller/prod/general_accounting/?showme=docindex.htm University Budget: Budget Transfer Request http://www.units.muohio.edu/bpa/Transferequest.htm Location of forms

10 Bursar: No form available- deposits that need corrected or changed (email Bursar Office) General Accounting: Expense Transfer Request – use for all other instances not mentioned here Journal Voucher Entry Form – use for reporting revenue – use this form if you have historically submitted this way Banner Upload Interface – use if you routinely submit more than 10 lines per transaction Grants & Contracts: Expense Transfer Request - use to transfer between account codes within a fund - use to transfer expenses from one grant to another Purchasing: No form available- encumbrances that need corrected or changed (email purchasing) University Budget: Budget Transfer Request – use for all E & G and Auxiliary budget transfer requests When to use appropriate forms

11 Selecting the Appropriate Form I want to…. Expense Transfer Request Budget Transfer Request Banner Upload Interface Journal Voucher Entry Form Appropriate Form Selected Correct posting of invoice Give another department some of my budget Move budget to a different account Move budget within my department Report revenue Continue using the JV Entry Form Routinely submit >9 lines of data Report many interdepartmental charges Charge another department for supplies or services No Form Email Rita Dill, Purchasing No Form Email Anne Palmer, Bursar Office Correct posting of encumbrance Transfer funds to cover a deficit Correct deposit error Move expenses between grants Provide funding for training & development Provide support to another department for special events

12 Locating Index Codes, Fund Codes and Account Codes

Definitions

14 Index Codes – represent a specified combination of Fund, Organization and Program codes.  E&G (Budgeted) example: UNI0XX (Generally represented with a 0 or 1 in the 4th place of six character codes.)  Non-Budgeted examples: RGS7XX (Generally represented with a 7 or 8 in the 4th place of six character codes.) 1598(Can be represented as 4 digit numeric codes.)  Grant example: G00681(Generally represented by a G in the 1st place of six character codes.)  Cost Share example: C01261 (Generally represented by a C in the 1st place of six character codes.)  Plant Funds example: L00016(Generally represented by a L in the 1 st place of six character codes for Local Funds.) S00339(Generally represented by a S in the 1 st place of six character codes for State Appropriations.) Definitions: Index Codes

15 Fund Codes – represent the various types of funding sources to be used for specific purposes.  E&G (Budgeted) Fund Codes begin with 0XXXXX 000000 Oxford 060000 Hamilton 070000 Middletown  Designated Fund Codes begin with 1XXXXX (Including designated Cost Share Funds)  Auxiliary Enterprise Fund Codes begin with 2XXXXX  Restricted Fund Codes begin with 3XXXXX  Grant Fund Codes begin with 4XXXXX  Loan Fund Codes begin with 5XXXXX  Endowment Fund Codes begin with 6XXXXX  Plant Fund Codes begin with 7XXXXX  Agency Fund Codes begin with 9XXXXX  Cost Share Codes, Workshops & Research Awards begin with 00XXXX Definitions: Fund Codes

16 Level 1, 2, and 3 Account Codes – expense account codes have been established with 3 levels. Actual expenses cannot be recorded at Level 1 and 2. Actual expenses are recorded at Level 3. Revenue account codes have been established with 4 levels. The Chart of Accounts on the following web link identifies account codes by level: http://www.units.muohio.edu/controller/prod/general_accounting/?showme=docindex.htm Definitions: Level 1, 2, and 3 Account Codes

17 The Chart of Accounts on the following web link identifies account codes by level: http://www.units.muohio.edu/ controller/prod/general_a ccounting/?showme=doci ndex.htm Definitions: Level 1, 2, and 3 Account Codes Chart of Accounts

18 Definitions: Level 1, 2, and 3 Account Codes Banner Screen Travel Budgeted at Level 1 - 150000 Employee Domestic Travel Expensed at Level 3 – 150021

19 Definitions: Level 1, 2, and 3 Account Codes MInE Report

20 Budgeted Funds – implies an “allocation of funding,” which represents funds allocated to your department in the General Fund. These Budgeted Funds represent a plan or estimate. E&G (Budgeted) Fund Codes begin with 0XXXXX 000000 Oxford 060000 Hamilton 070000 Middletown Auxiliary Enterprise Fund Codes begin with 2XXXXX Definitions: Budgeted Funds

21 Budget Transfer – a budget transfer is a transfer of budget from one Index Code to another or a transfer within the same Index Code and both codes must be Budgeted Funds. MTH001 160020ToPSY001 160020 Math & StatisticsPsychology(Computer Services) MTH001 160010ToMTH002 160010 Math & StatisticsMath & Stat. Grad Recruitment(Administrative Services) MTH001 160010ToMTH001 160020Math & Statistics (Administrative Services)(Computer Services) Definitions: Budget Transfer

22 Non-Budgeted Funds – implies Designated or Restricted funds that receive internal or external revenue rather than a budget allocation. Designated Fund Codes begin with 1XXXXX (Including designated Cost Share Funds) Restricted Fund Codes begin with 3XXXXX Definitions: Non-Budgeted Funds

23 Definitions: Expenses Expenses – represent payments for salaries, benefits, travel, purchases of services and supplies, etc. that relate to the current period Expenses represent activity that has taken place. (Example: Invoice for purchases, MasterCard Charges, payroll, Expense Transfer, etc.) Expenses usually appear in the form of invoices or journal vouchers and have a specific document reference number. (Example: I0219393, MC001419, F0037184, EXP00554, etc.) Expenses appear in the YTD Activity field in the Banner on-line forms. (Revenue will also appear in this field.) See Account Codes Banner Screen handout. Expenses (and Revenue) appear in the Accounting Activity column in the following MInE monthly departmental financial reports: ACTDETAIL, MYDETAIL, TRNDETAILA and TRNDETAILB See Account Codes MInE Report handout.

24 Expense Transfer – a transfer, or correction, of actual expenses from one Index Code (or Account Code if necessary) to another using a Level 3 Account Code. BUR001 160011ToMCS003 160022 BursarIT Services Equip Maint (Advertising) (Software Maint/ Support/Renewal Fees) Definitions: Expense Transfer

Transfer Restrictions

26 Budget Transfers must take place between Budgeted Funds. Budget Transfers between Budgeted and Non-Budgeted Funds is not permissible. (Check with University Budget for additional restrictions.) MTH001 160010ToMTH001 160020Math & Statistics (Administrative Services)(Computer Services) MTH001 160010ToMTH002 160010 Math & StatisticsMath & Stat. Grad Recruitment(Administrative Services) MTH001 160010To2072 160010 Math & StatisticsTeaching Effectiveness Programs(Administrative Services) Transfer Restrictions: Budget Transfers

27 Transfers for Grants must take place between account codes within a Fund. You cannot transfer budgeted funds from one grant to another. (You may, however, move expenses from one grant to another by way of an Expense Transfer. Please see your Grant Accountant or your Award letter for restrictions.) G00883 155021ToG00883 160110NSF-OSURF Abrams (Classroom Supplies)(Car & Truck Rental) G00883 155000ToG00877 155000 NSF-OSURF AbramsNSA Waikar/Davenport/Dowling (Supplies & Materials) G00883 155051ToG00887 160110 NSF-OSURF AbramsNSA Waikar/Davenport/Dowling (Linen Purchases)(Car & Truck Rental) Transfer Restrictions: Transfers for Grants

28 Expense Transfers are permissible when expenses were charged to an Index Code (or account code) in error and should be charged to a different Index Code or Account Code. The expense must have been charged in the current fiscal year and all the rules that govern what the types of expenses are permitted with different types of accounts are still applicable. MTH001 150021ToMTH002 150021 Math & StatisticsMath & Stat. Grad Recruitment(Employee Domestic Travel) BUR001 160011ToBUR001 150021Bursar (Advertising) (Employee Domestic Travel) Transfer Restrictions: Expense Transfers

29 Expense Transfers are permissible between E&G (Budgeted) funds, Designated or Restricted (Non-Budgeted) funds. However, expense transfers to Restricted Funds are only permissible if the expense fits the criteria of the donor’s restrictions. Also, all the rules that govern what the types of expenditures are permitted with different types of accounts are still applicable. MTH001 160011To2072 160011 Math & StatisticsTeaching Effectiveness Programs(Advertising) RGS700 160011To 1375 160011 Recovered G& AStudent Affairs Computer Fund(Advertising) 2072 153031ToMTH001 153031 Teaching Effectiveness ProgramsMath & Statistics(University Guests) Transfer Restrictions: Expense Transfers

Completing Expense Transfer Request Form (Sample)

31 Completing Expense Transfer Request Form (Sample) Original Entry Original Entry

32 Completing Expense Transfer Request Form (Sample) General Accounting will complete the transfer number field. This will be your document number on Banner and MInE reports. Important to complete all blank (white) fields. Pattern gray fields are optional. Debit/Credit review (top of each column). Debits (left column) must equal Credits (right column). Total fields and Sum of Debits and Credits field will automatically populate. MInE/Banner Description field is what shows up in Banner and your MInE reports. Additional comments will show up in Banner’s Document Text attached to the transaction. Original transaction date and document number required when moving existing expenses. Chairperson/Supervisor and Dean/Director fields are for your department reference only.

36 Debit and Credit Review Move Funds From – Move Funds To Move Expenses To – Move Expenses From Decrease Fund Balance – Increase Fund Balance Debit - Credit

43 Options suggested if requests need approval by supervisors, deans, etc. (in place of a handwritten signature): 1.The originator can forward the email with the Expense Transfer Request form attached to the approver who would then forward on to generalaccounting@muohio.edu.generalaccounting@muohio.edu 2.The originator can include the approver as a cc: on the email sent to generalaccounting@muohio.edu.generalaccounting@muohio.edu Approvals

45 Bursar: Via email: palmeram@muohio.edupalmeram@muohio.edu General Accounting: Via email: generalaccounting@muohio.edugeneralaccounting@muohio.edu Grants and Contracts: Via email to your grant accountant or grantsandcontracts@muohio.edu Purchasing: Via email: dillra@muohio.edudillra@muohio.edu University Budget: Via email: klinksp@muohio.eduklinksp@muohio.edu OR Campus Mail: Sharon Klink University Budget *If you are not sure which department to submit your request, please forward to generalaccounting@muohio.edu. generalaccounting@muohio.edu *Currently you cannot submit the Transfer Request forms directly from the web site, instead you should save the file to your computer and send it as an attachment on your email. Appropriate method of submission

46 All supporting detail, such as MInE reports, should be submitted electronically as an attachment on the same email with the Expense Transfer Request form. See Controller’s Web Page (referenced below) for directions on converting MInE reports into electronic files to submit as attachments. http://www.units.muohio.edu/controller/prod/general_accounting/?showme=docindex.htm Supporting Detail

47 In an effort to avoid duplicate entry of transfers, please do not send a copy of the Expense Transfer Request form or supporting documents in campus mail. Duplicate data

48 Request for Additional Action Form If General Accounting is unable to process your transfer request you will receive a Request for Additional Action Form and your original document via email. The additional action requested will be indicated by the appropriate checked box. Some reasons why General Accounting may be requesting additional action: Required fields may be blank on Expense Transfer Request form Request was submitted to the incorrect department Transfer restrictions apply Not submitted electronically after 1/1/06

49 Transfers for expenses and funds incurred from July through May must be received by the appropriate department (General Accounting or Grants & Contracts) by July 1st. Example: 7/1/2005 – 5/31/2006 due by 7/1/2006 Transfers for expenses incurred in June must be received by the appropriate department (General Accounting or Grants & Contracts) by July 14th. Example: 6/1/2006 – 6/30/2006 due by 7/14/2006 Deadlines

50 November 1, 2005  Departments begin submitting Expense Transfer Request Forms to General Accounting November – December 2005  Transition training: General Accounting will process request as submitted, and will return a copy of the request along with the new form completed to the requestor January 2006  General Accounting will return requests to requestor if not on new form or submitted electronically Timetable for implementing new form, policies & procedures

51 Evaluation Form GENERAL ACCOUNTING Journal Voucher FALL 2005 COMPREHENSIVE FINANCIAL SERVICES WORKSHOP EVALUATION FORM As a participant in this workshop, your evaluation is important to the Finance and University Services Division of Miami University. Please take the time to complete this form so that we can consider your comments in planning future programs. RATING SCALE 4 3 2 1 Excellent Moderate Low Poor 1.Program Evaluation-Using the above scale, please indicate the extent to which you were satisfied with the following aspects of the program: Overall program4321 Relevance of information4321 Usefulness of handout materials4321 Usefulness of audiovisual aids4321 Amount of time spent on subject4321 2.Specific Comments on Program: 3. Future Planning-Please describe topics you would like to have presented in future programs. 4. Other Comments/Suggestions:

Journal Vouchers Questions ????

1 Welcome to the Journal Vouchers Workshop Sign-up sheet on front table. Locate your name on the roster and sign your name on the line provided. Pick up.

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1 Welcome to the Journal Vouchers Workshop Sign-up sheet on front table. Locate your name on the roster and sign your name on the line provided. Pick up.

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Presentation on theme: "1 Welcome to the Journal Vouchers Workshop Sign-up sheet on front table. Locate your name on the roster and sign your name on the line provided. Pick up."— Presentation transcript:

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