Mail Stop 203
East Carolina University
3800 E. 10th St. 2nd Floor
Dee Bowling, Interim Associate Vice Chancellor
Sherrilyn Johnson, Financial Director
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The electronic Journal Voucher Entry (JVE)
process originated with the ECU Budget Office for
state fund budget transfers and has been
successful as a processing and approval method.
Using this process campus wide will:
◦ Streamline the JVE approval process and provide
consistency
◦ Drastically reduce processing time
◦ Allow for more efficient and accurate data entry
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The electronic Journal Voucher Entry process
must be followed correctly in order for entries to
be accepted and processed in a timely manner.
To prevent duplication:
◦ No paper copies should be submitted.
◦ DO NOT “Cc” any of the accounting offices on your
e-mails. We want it coming to our inbox only one time.
◦ Note: The Division of Health Sciences currently has slightly different processes
for submitting journal entries. If you have questions regarding Health Sciences
operating procedures, please contact Maranda Coates or Aliceson Asby in the
Division of Health Sciences Financial Accounting Office for clarification.
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Prepare the JVE in the provided Excel format. Type
your phone number, the date, and your name on the
“Prepared By” line. Fill out the rest of the form. Save
the excel file version of your journal entry.
◦ Be sure to include a clear explanation as to why the entry is being
done- if the wrong account code was used, don’t simply put “Moving
charge from XXXXX to XXXXX”. We need more detail. A more
appropriate description is “Incorrectly coded a registration fee
deposit on 3/1/16 to XXXXX and it needs to be moved to XXXXX,
where other registration fees were collected.”
◦ When moving a charge, keep the description the same as the current
Banner description for a clear audit trail
◦ Include document numbers (either in the explanation or at the end
of the description) when possible
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Gather supporting documentation for the entry
(ex. a Banner screen print, a copy of an invoice, an
email trail, a report, etc.). You will need to scan
this information into your computer as well.
◦ The “Snipping Tool” or “Snagit” programs on your
computer are helpful for getting screenshots without
printing and scanning, or sending entire documents.
Electronic Journal Voucher Entry Form
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Determine the appropriate approver(s)
◦ In order for the entry to be processed, at least one
approver must have Delegation of Authority for the
ORGN being debited
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Attach the JVE (as an Excel file) along with any
supporting documentation and send via email to
the appropriate approver.
◦ If the JVE needs approval from more than one individual
in the department/college, give instructions in the email
to the first approver to let him/her know who the JVE
should be routed to next.
◦ DO NOT “Cc” any of the accounting offices on your e-mails.
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When you receive the email from the preparer,
review the Excel file and the supporting
documentation attached.
Click “forward” and type that you approve in
the body of the email. If changes are needed:
◦ Return the entry to the preparer for editing or
◦ Select “forward,” open the Excel file, enable editing, and
make the change. Close the Excel file and select “save”
when prompted.
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Send the email to the next approver or, if you are
the final approver, send to the Accounting Office
receiving the Credit.
Accounting Office
Banner Fund Begins With:
Email Address
State Fund Budget Entries
State Fund Expense Entries
HS State Funds
HS ECUP Funds
HS State Funds Budget
111 (Rule Class Code BD02 or BD04)
111 (Rule Class Code J51 or J63)
112 (Rule Class Code J51 or J63)
314, 315 (Rule Class Code J51 or J63)
112 (Rule Class Code BD02 or BD04)
budgetoffice@ecu.edu
eaststatefundJE@ecu.edu
HSFinancialAcct@ecu.edu
HSFinancialAcct@ecu.edu
HSStateBudget@ecu.edu
Institutional Trust Funds
12, 14, 23, 24, 25, 27, 310, 311, 312,
ITF-SPECIALFUNDS@ecu.edu
316, 317, 2E, 6C, 6R, 6Z
Grants & Contracts
ECU Foundation
ECU Medical Foundation
Alumni Association
21, 159
E
M
A
GRANTSC@ecu.edu
ecufoundation@ecu.edu
ECUMHSFACCOUNTING@ecu.edu
ECUALUMNIACCOUNTING@ecu.edu