JOURNAL ENTRIES
OBJECTIVES
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Learn procedures for submitting a non-payroll expenditure transfer.
Learn procedures for submitting an interdepartmental billing.
Gain an understanding of Journal Source Codes.
OVERVIEW
The online journal entries requested by the departmental units generally
relate to expenditure transfers or other adjusting entries. All non-payroll
online journal entries will be entered into the PeopleSoft system by
General Accounting.
Process:
An electronic spreadsheet template available for download from Compass
or the FAST home page (http://usfweb2.usf.edu/fast/) will be utilized to
post non-payroll expenditure transfer requests that are completed and
authorized by user departments. Any transfers involving Research
Financial Management (RFM) accounts have to be prepared on a
separate spreadsheet.
User departments will email the completed spreadsheet to the Controller’s
Office mailbox RNSEXPT@admin.usf.edu. The Controller’s Office will
assure the account being debited is authorized in accordance with the
University’s authorized signatory schedule. If the transfer request cannot
be approved, the Controller’s Office will return it by email to the originator
with comments for correction or additional information. Once a transfer
request is received and approved, the Controller’s Office will forward the
transfer request to Post Award, Accounts Payable or General Accounting
for processing. The Controller’s Office also assigns a reference number
and sends an email to the originator confirming approval of the request.
Once received by either RFM or Accounts Payable, the following
processing steps are required:
1) Review the timeliness of the request
2) Request additional information if needed
3) Determine the appropriateness of the transaction
4) Once completed, forward spreadsheet to General Accounting
Once received by General Accounting the following steps are required;
1) Review the timeliness of the request
2) Determine the appropriateness of the transaction
3) Determine the request has been signed by an authorized college
representative
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4) Input transfer request into FAST!! System
General Accounting will review to assure that transactions are complete,
balanced, and appropriate offsetting entries have been created if
necessary. General Accounting will input all journal lines into the Journal
Voucher and record the basis for the transfer request into the comment
field. General Accounting will submit for processing. Any entries that fail
the edit and budget-checking process will be returned to the originator for
corrective action with a copy sent to Post Award or Accounts Payable if
applicable. General Accounting will establish a regular schedule for review
of pending journal vouchers.
Responsibilities:
Departments, Centers and Colleges will prepare and submit authorized
transactions for timely processing with supporting documentation that
explains the basis for the transaction. Departments that initiate either nonpayroll expenditure transfers or interdepartmental billing journal entries
must ensure that sufficient budget exists on the chart field string being
used in the transaction. Without sufficient budget, the transaction will fail
and will not post until budget is allocated.
Research Financial Management will review and assess the
appropriateness of non-payroll expenditure transfer requests that debit or
credit a grant account, indirect return account (R0 funds) or Fund 18300.
Accounts Payable will review and assess the appropriateness of all nonpayroll expenditure transfer requests transfers between funds and
colleges that are not managed by RFM.
General Accounting will review and assess the appropriateness of all nonpayroll expenditure transfer requests that are within the same fund type or
college that are not managed by RFM.
General Accounting will review and post via spreadsheet input all nonpayroll transfer journal entries to assure that all required Chartfields
(Operating Unit, Fund, and Project) have been input, the entry is
balanced, and appropriate offsets have been used.
One of the required pieces of information when entering a journal entry is
the journal source. The source code will identify the type, nature and
origin of the journal. See the table below for USF journal sources.
Source
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Descr
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Source
Descr
Other PeopleSoft Modules
AP
Accounts Payable
AM
Asset Management
AR
Accounts Receivable
BI
Billing
PO
Purchasing
RA
Receipt Accrual
PC
Project Costing
GM
Grants Management
TR
Treasury
CA
Contracts
PAY
Payroll Processing
GL and General Accounting Generated
ONL
OnLine Journal Entry
ACC
Accruals
ADJ
Accounting Adjustments
ALO
Allocation Process
CON
Consolidation Process
SUS
Suspense Processing
YEC
Year-End Close
External Interfaces
Banner/Oasis Interface
BNR
Entries
EXT
External Application
CNV
Conversion
Interdepartmental Sales (UCD)
PP
Physical Plant
RAS/TAS Telecom/Computing
PST
Post Office
BKS
Bookstore
PKS
Parking Services
EDO
Educational Outreach
Other Journal Sources
Non-Payroll Expenditure
ETR
Transfers
PET
Payroll Expenditure Transfers
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NON-PAYROLL EXPENDITURE TRANSFER
As noted in the overview to this section, all journals will be keyed centrally.
Therefore, the FAST team has developed an Excel template to be used by the
departmental units when requesting journal entries. This template is designed to
create a data file that can be loaded directly into the PeopleSoft General Ledger
module eliminating the need for duplicate keying of the information.
NOTE: It is important that when filling out the Excel template you DO NOT
add any additional columns. You may add additional rows, however, they
must be added above the blue line (see diagram below).
SHORT GUIDE:
Step 1: Complete the Journal Request Excel Template
Step 2: Send Request Template to General Accounting for entry
STEP 1
COMPLETE THE JOURNAL REQUEST EXCEL TEMPLATE
1.1 Below is a sample of the Journal Entry Template to be completed for
all departmental unit journal requests. Do not type over data in the
grey boxes
1.2 Enter the Journal Header Information. Most of the information on line
one is filled in. Only enter the following fields:
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Journal ID Mask - Enter a 3 letter department code.
Journal Date – Enter the month end date for the period you want
the transaction to post.
Description – Enter a brief description of the purpose of the journal
1.3 Enter the Journal Line Information
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Updated 10/26/06
Record Type – Should be ‘L’ (PeopleSoft uses the one character ‘L’
to designate a line row transaction. There can be multiple lines
associated with a single header.)
Ledger – Enter ‘ACTUALS’
GL Chartfields – Enter the appropriate values.
 Operating Unit, Fund and Account are required
 Department is required for all income statement transactions
 When the distribution contains a Project/Grant refer to values
highlighted in row 7 for Grants and row 8 for Projects.
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Description – Enter a brief description of the line transaction if
desired. If left blank the system will automatically populate this with
the description associated with the Account.
Amount – Enter debit values as ‘100.00’ and credit values as ‘-100.00’.
The total of all the lines MUST net to 0.00.
1.4 To enter additional lines use the excel function to insert new rows.
NOTE: The new rows must be inserted above the blue row.
STEP 2
SEND REQUEST TEMPLATE TO GENERAL ACCOUNTING FOR ENTRY
Send the completed journal entry template to General Accounting via email for
entry into the system.
Non-payroll expenditure transfers should be sent to RNSEXPT@admin.usf.edu.
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Interdepartmental Billings
Review of Procedure
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Use the same Excel spreadsheet template
Enter an ID mask (department determines mask)
Enter date and description
Enter chartfields
All charges (expense entry) should use an account in the 75XXX series
All revenue entries should use an account in the 74XXX series
Reference the UCD in the description
All lines should net to zero
Send to the correct address: INTRDEPT@admin.usf.edu
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