Journal Entry Attachments
Effective Jan 1, 2013 for future non-salary cost transfers, all back up documentation must be
attached to the journal entry in PeopleSoft. Hard copies of back up documentation will no
longer be accepted. This will save both time and paper resources by taking advantage of the
attachment functionality in PeopleSoft. Please see below for instructions and additional
information.
I.
Non-Salary Cost Transfers on Sponsored Projects
To comply with all federal, sponsor-specific, and University policies and requirements,
journal entries for non-salary transfers on sponsored projects must include:
 Reference to the original transaction (original JE number, purchase order number, etc.)
and the date the transaction was originally posted in PeopleSoft.
 A pdf copy of the Project Monthly Budget Report showing the original transaction.
 A completed cost transfer justification form which clearly explains why the transfer is
being made. The explanation must be sufficient for an independent reviewer, such as
an auditor, to understand the transfer and conclude that it is appropriate. An
explanation that merely states “to correct error” or “to transfer to correct project” is
not adequate. Note that the first two questions on the form are required for all cost
transfers; questions three and four must be answered to address the lateness of the
transfer, if the original expense was incurred more than 90 days prior to the journal
entry submission date.
 Additional supporting information that may be required for specific situations such as
cost transfers for business meal expenses or unusual circumstances.
II.
Journal Entries on Other Funds
Journal entries for all funds other than sponsored projects should utilize the attachment
feature whenever the description field is insufficient to explain the purpose of the
transaction(s). This feature can also be utilized to attach backup documents should the
user find it necessary or convenient for their own record keeping purposes.
III.
Attachment Instructions
Use the existing journal entry job aids (available on the HRS Learning Services Journal Entry
site) to create a non-salary cost transfer. To attach the appropriate back up
documentation, click on the Attachments link in the journal header page:
To add an attachment, click on the “Add Attachment” button:
The dialog box in the picture below opens up. Click on “Browse” to select the file, and once the
file is selected, click on “Upload.”
:
Please use the description field to name your attachments clearly. Please follow the following
naming conventions for files you attach to the journal entry:
Document
Name in the attachment
Cost transfer justification Cost transfer justi form
form
Budget Reports
OMBR/PMBR (as appropriate)
Other
Name of the file – For example, snapshot of the
budget justification
The document will then be attached to the journal entry. To delete it, click on the “-“ symbol
in the attachment page.
To view it, click on the hyperlink of the file name. Make sure you have allowed Pop-Ups in
your browser. See the job aid on the Learning Services website for browser instructions.
To add another document, click on the “Add Attachment” button again.
Follow the standard process to edit and submit the journal entry to the Sponsored Project
Administration or General Accounting work list.
Additional Information on journal attachments
1. Individuals with access to view journal entries may also view the attachments. Only
individuals with access to create journal entries may add or delete the attachments.
2. Please find below a table that contains information about what happens in PS when you
try to attach/detach attachments to journals at various stages of the journal process.
Journal
Header status
Submission
status
Attach possible?
Detach
possible?
Edit reqd
N
E
V
V
V
V
Budget
checking
status
Not checked
N
N
E
N
V
V
N
N
N
N
N
N
Submitted
Yes
Yes
Yes
Yes
Yes
Yes
Yes
V
P
V
V
Approved
Approved
No
No
Yes
Yes
Yes
Yes
Yes
Yes
No, requires
journal to be
re-edited and
re-submitted
No
No
3. Copying a journal will not copy the attachment.
4. When a journal gets rolled into the next accounting period, the attachment does not get
copied over. Please remember to re-attach the justification form and associated
documentation prior to submitting the journal entry.
5. Any changes to the attachment will not change the journal status.