AYSPS Policy on Processing Journal Entries
1. General: Only the AYSPS College Financial Officer (CFO) is authorized to input
journal entry transactions (JE) into the Spectrum system. Journal entries are of two types.
a. Journal budget transfers can be input by the CFO only for fund codes 10 and 15.
Only Grants and Contracts can change budgeted dollars on sponsored grants (FC20) after
receiving the approval of the funding agent.
b. Journal expense transfers can be input by the CFO for non-personnel expenses
in all fund codes. Personnel expenses are transferred using the Human Resources’
Personnel Action Form (PAF).
2. Procedures:
a. The following information should be provided the CFO in order to accomplish
a journal entry to transfer non-personnel expenses:
Submit an e-mail or memo request with the following information:
The speedtype “from”
The speedtype “to”
The account code
The dollar amount to be transferred
A brief reason for the transfer (clerical error/unallowable cost, etc)
The original date of the recorded transaction to be transferred
If the initial expense to be transferred was originally recorded in
in Spectrum in excess of 90-days, provide PI approval and
signature.
Before requesting a JE, check the grant end date and fund
availability prior to submitting the JE request to preclude a
rejection and delay in processing the JE.
Once the JE has successfully been input, the CFO will provide a copy
of the Spectrum journal entry for your records.
b. The following information should be provided the CFO in order to
accomplish a journal budget entry. The CFO can transfer both personnel and nonpersonnel budgeted dollars for FC10 and 15 accounts:
Submit an e-mail or memo request with the following:
The speedtype “from”
The speedtype “to”
The budget category code (PSF000/PLG000/SP000, etc)
The budgeted dollar amount to be transferred
A brief reason for the request
3. Additional information: Questions about this policy should be directed to the AYSPS
College Financial Officer (1-3966).
Date: 14 February 2007