Journal Entry Form Procedures
Departmental users should use the procedures listed below when processing a Journal Entry.
The JE form is located at http://uwf.edu/media/university-of-west-florida/offices/financialservices/forms/Form_JournalEntry.xlsx.
1. Only transfer expenditures that occurred in the current fiscal year, July 1 – June 30. Once
the fiscal year is closed you cannot transfer the expenditures in the next fiscal year. The
only exception to this is for Sponsored Research expenditures and these will be reviewed on
a case-by-case basis.
2. Only transfer the amount of an expenditure that was charged to your index. You may
transfer less than the original amount but cannot transfer more than your index was
charged.
3. All fields of the Journal Entry form are required except the Activity Code field.
4. The Original Document Number field must be completed only if you are transferring
expenditures from one index to another. The Original Document number can be found by
reviewing your Departmental Activity Report. For PCard transactions, the Original
Document Number begins with an “S”. For invoice transactions, the Original Document
Number begins with an “I”.
5. The user must complete the Purpose of Journal Entry field.
6. In the Debit/Credit field input a D for Debit or C for Credit. Please do not type the words
Debit or Credit.
a. Debits are used to charge expenses to an index and/or account code.
b. Debits can be used to correct revenue posted to an incorrect account code or
index.
c. Credits are used to reduce expenses in an index and/or account code
d. Credits can be used to record revenue to an index and/or account code.
7. The amount of Debits must equal the amount of Credits. If the Difference amount, located
at the bottom of the form, does not equal Zero it will be highlighted red. Review the
amounts you input for accuracy and make sure you input the D or C correctly.
8. If you are transferring an expense from one index to another input a D for Debit on the line
that contains the index you are moving the expense to and a C for Credit on the line that
contains the index where the original expense occurred.
9. Do not include dollar signs ($), or commas (,) in the Amount field or in the Transaction
Description field.
10. Please limit the Transaction Description field to 35 characters or less.
11. The Research and Sponsored Programs Office must approve journal entries that include
indexes beginning with 16, 18, 21, or 22. Email journal entries with these index codes to
bbrown3@uwf.edu and dfrazee@uwf.edu. Once the journal entry is approved they will
forward it to accountspayable@uwf.edu.
12. The UWF Foundation must approve journal entries that you want charged to a foundation
account. Email journal entries to foundation@uwf.edu. Once the journal entry is approved
they will forward it to accountspayable@uwf.edu.
13. Email all other Journal Entry forms to accountspayable@uwf.edu.
14. If you have questions about how to complete the form please contact Billy Pollard at 850474-3025 or wpollard@uwf.edu or email accountspayable@uwf.edu.
Revised 5/1/15 B Pollard