GEORGETOWN MANAGEMENT SYSTEM (GMS):
PRE-GMS PAYROLL COSTING ADJ JOURNALS
TABLE OF CONTENTS
Journal Guidelines ................................................................................................................................................................... 1
Keep in Mind ....................................................................................................................................................................... 1
Information Needed............................................................................................................................................................ 2
GMS Definitions ...................................................................................................................................................................... 2
Approval Process..................................................................................................................................................................... 2
Journal Entry Process: ......................................................................................................................................................... 2
Cost Transfer Journal Process: ............................................................................................................................................ 3
Creating a Journal ................................................................................................................................................................... 3
Process Details and Status ...................................................................................................................................................... 6
Journal Upload Process ........................................................................................................................................................... 6
Appendix A: Ledger Accounts and Spend Category Codes for Salary and Fringe ............................................................. 10
Appendix B: Journal Upload Field Definitions and Requirements .................................................................................... 11
Journal Guidelines
Keep in Mind

All supporting documentation is to be uploaded to the GU Box account – GMS Journal Supporting
Documents in the appropriate folder.
 The naming convention for support files should be ‘Journal_xxxxxxxxx_mmddyyyy’ for Excel and/or PDF
documents where XXXXXXXXX is the GMS assigned journal number.
 Choose the appropriate journal source: Pre-GMS Payroll Adj (Non-Grant) or Pre-GMS Payroll Adj (Grant).
Adjustments to grants will be treated as a cost transfer journal and following the same processing rules.
 When more than one fund code is used in a journal, the system will generate interfund balancing lines in


accounts 11000 and 11001 and include these lines in your journal. This is expected.
For Grant Payroll Adjustments the initiator will be required to enter a reason code worktag with the grant
and the initiator will receive the journal back to complete the Justification step after the Financial
Reviewer step is complete.
The Budget Date for all pre-GMS payroll adjustments must be less than 7/1/2014
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

IMPORTANT: User must calculate and enter journal lines to adjust fringe benefits in addition to salary. The
system will not generate fringe lines automatically.
There will be a new process for submitting payroll adjustments for pay periods after 6/30/2014
Information Needed
 Details regarding Ledger and Account for Journal entry
 Details regarding the spend and/or revenue category for transaction lines
 Accounting Date during an open period
GMS Definitions
Operational Journal – Journal created automatically from a business process within GMS.
Accounting Journal – Journal created manually, not tied to a business process.
Ledger – Determines the Balance Sheet on which the Journal will appear.
Journal Source – Defines why the Journal was created, useful for reporting and analysis.
Approval Process
Once the Journal has been successfully completed by the Journal Preparer, the business process below will be
followed for Approval. Once complete, the Journal will be posted.
Journal Entry Process:
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Cost Transfer Journal Process:
Creating a Journal
1. In the Search bar, type Create Journal. Click the related hyperlink in the Search Results.
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2. In the Journal header, use the prompt
button to complete the required fields:
 Ledger – always choose Georgetown University: Actuals
 Accounting Date – ensure that the Accounting Date is during an open period, represents the
accounting period into which the transaction will post.
 Journal Source – choose A: Pre-GMS Payroll Costing Adj (Grant) or A: Pre-GMS Payroll Costing
Adj (Non-Grant)
 Balancing Fund – ALWAYS choose 1701 Operating – UR.
 Book Code – leave blank.
 Memo – enter brief description of transaction.
 Enable Multicurrency – leave unchecked.
 Adjustment Journal – leave blank.
 Create Reversal – leave blank.
 Control Total Amount – optional, enter amount if you wish system to monitor total debits.
3. Click
to open the Journal Entry Lines section.
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4. Enter the applicable Ledger Account, Debit or Credit Amount and required Worktags for each Journal
Entry Line.
a. Click the Add
button to add any additional lines, as necessary.
b. Click the Add button from an existing line to copy Worktags to a new Journal Entry Line, as
necessary.
c. Memo data may be copied as well using keyboard commands, cntrl c and cntrl v.
d. Click the Arrow
button(s) to reorder the Journal Entry Line rows, as necessary.
NOTE: A Spend Category worktag is REQUIRED when the Account is Expense (7xxxx). See
Appendix A for the salary and fringe ledger accounts and spend categories.
5. Review the information for your Journal. When finished, click the
6. If you receive a Critical Error upon submitting, click the
button.
button to view error message.
7. If you receive an Alert that indicates - GU-Grant Spend Outside of Budget Date for Award Line -Journal Lines, please check review as this grant has likely expired. Change worktags as appropriate.
8. Hover over the Journal until the Related Actions
button appears. Navigate to and select Edit to fix
error(s), as required.
9. Review the information for your Journal. When finished, click the
successfully submitted, the Journal Entry will be sent for approval.
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button. Once
Process Details and Status
Once the Journal is submitted a confirmation screen appears which provides information on the next step of
the process, details and overall status.
By clicking the Process tab you can see the approval process this Journal will go through.
-
Process History: displays the steps of the approval process and the person it is awaiting action by.
Remaining Process: displays the remaining steps needed to successfully complete the approvals.
Journal Upload Process
For high volume payroll adjustment transactions, the Journal Upload process provides Journal Preparers the
ability to submit Journals using an xml template. Refer to Appendix A for the list of ledger accounts and
spend category codes related to payroll.
1. Download the Accounting_Journal.xml file.
2. Open the file in Excel and populate with relevant data. See Appendix B for field descriptions and
requirements
3. Confirm that each journal within the file balances to zero, i.e., the sum of debit lines and the sum
of credit lines equals zero. Save the file as .xml for upload.
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NOTE: IMPORTANT – file must be .xml, the tab name must not be changed, and no additional
tabs may exist when upload is performed
4. In the Search bar, type Launch/Schedule Integration. Click on the related hyperlink in the Search
Results.
5. Use the prompt
button or drop down to input data for Integration and Run Frequency fields
only. Leave other fields blank and click the
button when finished.
TIP: You can also begin to type your selection and click Enter on keyboard to search for value.
Organization =
Georgetown University if
required
 Integration – select Integration Event Name Submit Journal - General
 Organization – enter Georgetown University if required
 Run Frequency – select Run Now.
6. Upload .xml upload template in Validation mode.
 Integration Attachment – attach your .xml file.
a) Select Specify Value
b) Click value box and click prompt button
c)
Select Create
d) Select Create Integration Attachment
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



e) Click Attach button; find and select your file
f)
Click OK
Load Error Limit – determines how many errors will process before upload stops.
a) Select Specify Value
b) Choose 25 or 50
Validate Only Load – determines if the upload will be process in validation mode.
a) Select Specify Value
b) Check box
Add Errors to Attachment
a) Select Specify Value
b) Check box
Click
7. Review any errors, warnings or failure reports from Validation upload. Below is an example of a
Failure Report, indicating that the Cost Center and/or Fund values are invalid. Repeat Validation
upload process until there are no errors or warnings.
IMPORTANT
Do not skip the Validation Step.
What might happen if the Validation Step is skipped?
You risk uploading duplicate journals.
Here’s how:
If you are uploading a template with two or more journals and one of the
journals has errors, you will get an error report and the error journal will
not be uploaded. The valid journals are uploaded and assigned journal ids.
When you make corrections to the invalid journal, you must also remember
to remove the valid/uploaded journals from the worksheet. If you forget to
remove the valid journals, your valid journals will be uploaded a second
time and assigned different journal ids.
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8. Proceed to Final Upload
 Integration Attachment – attach your .xml file
a) Select Specify Value
b) Click value box and click prompt button
c)
Select Create
d) Select Create Integration Attachment
e) Click Attach button; find and select your file
f)
Click OK
 Load Error Limit – determines how many errors will process before upload stops
a) Select Specify Value
b) Choose 25 or 50
 Validate Only Load – SKIP
 Add Errors to Attachment
a) Select Specify Value
b) Check box
 Click OK
9. Click Refresh button until process is completed.
10. The uploaded Journals can be viewed in the Archive tab of your Inbox.
11. Check the Overall Status of the journal. If the Overall Status is “In Progress”
like the screen
shot below (next page), the journal was loaded and is ready to move through the business process.
If the Overall Status is “Created” the journal was uploaded with errors. Click the Related Actions
button
to edit the journal. If there are errors, the red “alert” pop up will show on the right
side of the page. Correct any errors and resubmit.
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Appendix A: Ledger Accounts and Spend Category Codes for Salary and Fringe
Reference
ID
S0699
Salaries
70105
Ledger Account Description
SAL Faculty - Ordinary (tenure
track)
S0700
SAL Faculty - FTE 75-100%
Salaries
70110
SAL Faculty - FTE 75-100%
S0701
SAL Faculty - Faculty Executive
Salaries
70120
SAL Faculty - Faculty Executive
S0702
SAL Faculty - FTE < 50%
Salaries
70160
SAL Faculty - FTE < 50%
S0703
SAL Faculty - FTE 50-74.99%
Salaries
70161
SAL Faculty - FTE 50-74.99%
S0704
SAL Fellows - FTE 75-100%
Salaries
70250
SAL Fellows - FTE 75-100%
S0705
SAL Fellows - FTE < 75%
Salaries
70260
SAL Fellows - FTE < 75%
S0706
SAL Admin - FTE 75-100%
Salaries
70351
SAL Admin - FTE 75-100%
S0707
SAL Admin - FTE < 50%
Salaries
70361
SAL Admin - FTE < 50%
S0708
Salaries
70362
Salaries
70376
Salaries
70377
S0711
SAL Admin - FTE 50-74.99%
SAL Temp Employment - FTE
75-100%
SAL Temp Employment - FTE <
75%
SAL Qatar Non-US Salary (no
fringe)
Salaries
70381
SAL Admin - FTE 50-74.99%
SAL Temp Employment - FTE
75-100%
SAL Temp Employment - FTE <
75%
SAL Qatar Non-US Salary (no
fringe)
S0712
SAL CARA - FTE 75-100%
Salaries
70383
SAL CARA - FTE 75-100%
S0713
SAL CARA - FTE < 75%
Salaries
70384
SAL CARA - FTE < 75%
S0683
Salaries
70410
Salaries
70412
Salaries
70413
S0553
SAL Student Salary (no fringe)
SAL Doctoral Graduate Student
Awards (no fringe)
SAL Masters Graduate Student
Awards (no fringe)
FB: Faculty - Ordinary (tenure
track)
Department Fringe Expense
70618
SAL Student Salary (no fringe)
SAL Doctoral Graduate Student
Awards (no fringe)
SAL Masters Graduate Student
Awards (no fringe)
FB: Faculty - Ordinary (tenure
track)
S0554
FB: Faculty - FTE 75-100%
Department Fringe Expense
70619
FB: Faculty - FTE 75-100%
S0555
FB: Faculty - Faculty Executive
Department Fringe Expense
70620
FB: Faculty - Faculty Executive
S0556
FB: Faculty - FTE < 50%
Department Fringe Expense
70621
FB: Faculty - FTE < 50%
S0557
FB: Faculty - FTE 50-74.99%
Department Fringe Expense
70622
FB: Faculty - FTE 50-74.99%
S0558
FB: Fellows - FTE 75-100%
Department Fringe Expense
70623
FB: Fellows - FTE 75-100%
S0559
FB: Fellows - FTE < 75%
Department Fringe Expense
70624
FB: Fellows - FTE < 75%
S0560
FB: Admin - FTE 75-100%
Department Fringe Expense
70625
FB: Admin - FTE 75-100%
S0561
FB: Admin - FTE < 50%
Department Fringe Expense
70626
FB: Admin - FTE < 50%
S0562
FB: Admin - FTE 50-74.99%
Department Fringe Expense
70627
FB: Admin - FTE 50-74.99%
S0563
FB: CARA - FTE 75-100%
Department Fringe Expense
70628
FB: CARA - FTE 75-100%
S0564
FB: CARA - FTE < 75%
FB: Temp Employment - FTE 75100%
FB: Temp Employment - FTE <
75%
Department Fringe Expense
70629
Department Fringe Expense
70631
Department Fringe Expense
70632
FB: CARA - FTE < 75%
FB: Temp Employment - FTE 75100%
FB: Temp Employment - FTE <
75%
S0709
S0710
S0684
S0715
S0565
S0566
Spend Hierarchy I
Ledger
Account
Spend Category
SAL Faculty - Ordinary (tenure
track)
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Internal Chargebacks_FWS.xml
Capital_Projects.xml
GAO_Journal.xml
Cost_Transfer_Journal.xml
SAO_Accounting_Journal.xml
Accounting_Journal.xml
Accrual(Reversal)_Journal.xml
ProCard_Allocation_Journal.xml
Appendix B: Journal Upload Field Definitions and Requirements
Field Name
Description
Fields
leave blank
x
x
x
x
x
x
x
x
Spreadsheet Key
tracks the records associated with a journal. Change
number to begin a new journal
x
x
x
x
x
x
x
x
Journal Source
select appropriate source from the drop list
x
x
x
x
Create Reversal
(a) enter netid of preparer if not you, (b) enter a brief
description of the journal
Best practice is to use the Accrual(Reversal)_Journal
template to submit an accrual. Otherwise where
available select N for regular journal, select Y for accrual
reversal journal. If Y (yes) is entered the system will
generate a reversing journal in the next accounting
period.
Row ID
assign sequentially for each line within a journal. Begin
new sequence for each additional journal within the file
x
x
x
x
x
x
x
x
Line Order
assign sequentially for each line within a journal. Begin
new sequence for each additional journal within the file
x
x
x
x
x
x
x
x
Ledger Account*
enter the five-digit ledger account code
x
x
x
x
x
x
x
x
Account Set
enter Financials
x
x
x
x
x
x
x
x
Debit Amount
x
x
x
x
x
x
x
x
Credit Amount
enter the debit amount
enter the credit amount (note: debit and credit
transactions are unique and must be recorded on
separate lines in the file)
x
x
x
x
x
x
x
x
Memo
enter a description for the transaction line
x
x
x
x
x
x
x
x
Budget Date
enter the activity date
x
x
x
x
x
x
x
x
Cost Center ID
enter cost center; required
x
x
x
x
x
x
x
x
Journal Entry Memo
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x
x
x
x
x
x
x
x
x
Program ID
enter program; required
Purpose Code ID
enter purpose; required for rev/exp transactions
Project ID
enter project if necessary for the transaction
Grant ID
Spend Category ID*
enter gift if necessary for the transaction
enter revenue category when ledger account begins
with 5xxxx; required and revenue category must map to
the ledger account selected. Ex. R0199 – Oth Src Rev –
Tax Exempt Sales maps to account 50900 – Other
Sources of Revenue
enter spend category when ledger account begins with
7xxxx; required and spend category selected must map
to the ledger account selected. Ex. S0325 – Travel & Bus
– Airfare – Domestic maps to account 73000 – Travel &
Business
Bank Acct ID
enter PNCGENFD when cash account 10101 PNC General
Fund is used.
Reason Code
Enter a reason code when submitting a cost transfer
journal (non payroll and pre-GMS payroll)
x
x
x
x
x
x
x
*See ‘Job Aid – Ledger Account and Revenue_Spend Categories.xlsx’ for a full listing of ledger accounts, and the
Reference IDs for the revenue and spend categories. The reference ID is entered into the xml file.
Reason Code Description
01 Administrative Error
02 Staffing Issue
03 Allowability Issue
04 Cost Share Adjustment
06 Pre Award Adjustment
07 Continuation of Project in new Grant ID
08 Award Establishment Adjustment Delay
Reason Code for xml template
01_ADMIN
02_STAFF
03_ALLOW
04_CSHAR
06_PRAWD
07_CONT
08_DELAY
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Internal Chargebacks_FWS.xml
enter assignee if necessary for the transaction
x
Capital_Projects.xml
Assignee ID
x
GAO_Journal.xml
leave blank if not needed
Cost_Transfer_Journal.xml
enter fund; required
Location ID
SAO_Accounting_Journal.xml
Fund ID
ProCard_Allocation_Journal.xml
Description
Revenue Category ID *
Accrual(Reversal)_Journal.xml
Accounting_Journal.xml
Field Name
x