Georgia Institute of Technology
Standard Journal Entry Procedure
OVERVIEW
This procedure is designed to help campus users determine when to submit the Standard Journal Entry
Form to the Controller’s Office for processing and how to complete the form.
GENERAL GUIDELINES
The Standard Journal Entry Form should be used as a transmittal sheet for journal entries forwarded to
The Controller’s Office for processing. Journal entries should include relevant back up documentation to
support the transaction being processed. This documentation must be legible and comprehensible so that
an auditor could gain a thorough understanding of the transaction based on the supporting documentation.
A determination of when a journal entry should be used is the first step made by the campus unit. The
Controller’s Office primarily processes journal entries for prior budget period expenses and entries that
adjust balance sheet accounts (1xxxxx - 3xxxxx) and revenue accounts (4xxxxx). They are also
responsible for processing any journal entries for campus units who do not have online journal entry
access. Campus Service Units (CSU) process journal entries for departmental sales and service revenue
and expense transactions that occur between campus units. Other campus units process journal entries to
adjust non-personal services expenses (accounts 6xxxxx – 8xxxxx) for the current budget period using the
online Electronic Cost Transfer (ECT) application. The Salary Planning & Distribution application must
be used to redistribute salary and fringe expenses (accounts like 5xxxxx).
To register for on-line access to the ECT journal entry page or the SPD Redistributions page, please refer
to the following web site: http://www.trainsweb.gatech.edu/mastcal.asp.
NOTE: All adjustments to expenses on sponsored projects must be submitted to Grants and Contracts
Accounting using a Cost Transfer Request Form. Please refer to Grants and Contracts Policy and
Procedure 3.6 for additional information: http://www.adminfin.gatech.edu/business/contracts/030060.html. As a simple rule of thumb, if the transaction information
for the projects involved in the cost transfer can be viewed on the Project Expense and Budget Report
(PEB), then a Cost Transfer Request Form is required to be completed for journal entry processing.
If a journal entry is to be processed by the Controller’s Office, the Standard Journal Entry Form must be
completed by the campus unit and submitted to the Controller’s Office. This form can be printed via the
following web site: (INSERT LINK HERE).
When completing the Standard Journal Entry Form, please remember the following:
 All accounts and project ID’s should be active. Users can check for active accounts via
the following web site: https://intranet.gatech.edu/cfprod/fin/coalum.cfm
 All journal entries should have sufficient supporting documentation, including a detailed
explanation of why the entry is needed and a copy of the ledger highlighting or otherwise
denoting the affected transactions.
 All 6xxxxx, 751xxx, or 752xxx account adjustments must include the Vendor ID or
Employee ID information (not SSN or FEI Number). This is necessary to facilitate
reporting of travel and consulting expenses to the state.
 If equipment charges are being adjusted, (accounts 743xxx – 744xxx or 843xxx –
844xxx), the Equipment Tag Number is a required field. The PO number should be
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Standard Journal Entry Procedure
entered in the Campus Ref field and the Voucher ID should be entered in the Other Ref
field.
 If PCard charges are being redistributed (account 714150 or 714160), the “XN” number
from the Expense Ledger (38) is required and must be entered in the Other Ref field.
 All journal entries must be signed by the person who prepared the entry and approved by
a department supervisor or manager. The person who prepared the journal entry and the
person who approved the journal entry cannot be the same.
 Debits should be shown on the form as positive amounts (+). Credits should be shown on
the form as negative amounts (-).
 Please note that if information is omitted from or in error on the Standard Journal Entry
form, the preparer will be contacted via phone to provide the documentation or the
journal entry will be returned to the preparer. This action will depend on the severity of
the omission or error.
PROCEDURE
The Standard Journal Entry Form should be used as a transmittal sheet for journal entries. The
electronic version of this form is available via the following link (INSERT LINK HERE).
FORM
Campus units may refer to the example Standard Journal Entry Form (CREATE EXAMPLE) to aid in
completing the Standard Journal Entry Form. The form includes validations to ensure the number of
characters entered for fields such as Project ID, Account, Campus Ref, Other Ref, Vendor/EmplID
Number and Equipment Tag Numbers are accurate. This will assist users in ensuring they have entered
the journal entry information properly.
INSTRUCTIONS
A. SHORT DESCRIPTION
1. Enter a brief description of this journal entry (20 characters max).
2. This information will be captured in the financial system.
B. LONG DESCRIPTION
1. Enter a detailed description of journal entry.
2. The Long Description will not be captured in the financial system; however it will be
visible in Image Now.
C. PAGE
1. Enter the total number of pages used for the journal entry (i.e. 2 of 4).
D. DATE
1. Enter the date the preparer created the journal entry.
E. CONTROLLER’S OFFICE USE ONLY
1. This box is for Official Business Use by the Controller’s Office.
F. PROJECT ID
1. Enter a valid Project ID (7 to 10 characters).
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G. ACCOUNT
1. Enter a valid Account number (6 characters).
H. CAMPUS REF
1. Enter a Campus Reference number (10 characters max).
2. This is normally the PO number or internally assigned reference number from the
Expense Ledger (38).
3. This information will be captured in the financial system.
I.
OTHER REF
1. Enter an Other Reference number (10 characters max).
2. This is normally the voucher number, JE number, or internally generated reference
number from the Expense Ledger (38).
3. If redistributing a PCard Transaction using account 714150 or 714160, the “XN” number
is required to be entered in the Other Reference field.
4. This information will be captured in the financial system.
J. VENDOR / EMPLID#
1. Enter a Vendor or Employee ID (10 characters max).
2. If account like 6xxxxx, 751xxx or 752xxx, this field is required.
3. This information will be captured in the financial system.
K. EQUIPMENT TAG#
1. Enter a valid Equipment Tag Number (7 or 8 characters).
2. If account between 743xxx and 744xxx or between 843xxx and 844xxx, this field is
required.
3. Tag number must include leading zero’s to be valid.
4. This information will be captured in the financial system.
L. AMOUNT
1. Enter the Debit (+) or Credit (-) amount for the transaction line. The (+) does not have to
be entered for the debit transaction line, but the (-) must be entered.
M. PREPARED BY
1. Type the name, title and department of the person who prepared the journal entry.
2. The preparer must sign the form next to their typed name.
3. The JE Preparer information will not be captured in the financial system; however it will
be visible in Image Now.
N. APPROVED BY
1. Type the name, title and department of the person who approved the journal entry.
2. The approver must sign the form next their typed name.
3. The JE Approver information will not be captured in the financial system; however it will
be visible in Image Now.
O. SUPPORTING DOCUMENTATION
1. Attach all relevant supporting documentation for this journal entry.
2. This should include a copy of all ledgers, reconciliations, etc. necessary to explain this
information to an auditor.
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