MEMO
To: All personnel who prepare Journal Vouchers and University Department Deposits
From: SDSU Accounting Department - SAD 234
The intent of this letter is to inform all departments that there will be a change in supporting
documentation requirements for Journal Vouchers and University Department Deposits/Cash Receipts.
There are several reasons why this is important. If we have the support with the vouchers and deposits, it
will be scanned into Banner. This would enable everyone who has access to Banner the opportunity to
view them, which may result in reduced questions and time saved. Having the justification for all
transactions as they are processed will greatly reduce the reviewing process in central Accounting.
Currently, the Accounting Department is searching for the Banner support to try and determine that the
document is correct. Also, this supporting documentation would assist in the yearly audit process.
Journal Vouchers
There are a variety of ways to provide the needed support for a journal voucher. For example, if you are
moving or correcting an index, fund or expense account, you would include a screen print from Banner of
the posting to be changed. If it is a partial move, and you are not moving the entire amount of the original
entry, please write “partial” on the JV. A copy of the document that is being changed would also be
acceptable (make sure to stamp it as a COPY). This copy could be an invoice, journal voucher or cash
receipt. If you are paying an invoice internally, please include a copy of the invoice. If the support for a
JV is missing, we will be sending it back to your department via campus mail and this will delay the
processing.
Additional JV directions:
1. If the JV is between 2 departments within SDSU, the revenue account that is listed should be
interdepartmental revenue, which starts with 7i _ _ _ _
2. If you are submitting a JV to reverse or correct another JV that has not yet been posted into Banner, please
wait to submit it to the Accounting Department until after the original posts in Banner. Please do a print
screen showing the original entry and attach it to the correcting JV.
3. ONLY provide one form to the Accounting Department and do not send a copy of the form. This will
ensure that the Journal Voucher is only processed one time.
4. Always give the original form to the Accounting Department- for scanning purposes it shows up in Banner
much better than a copy
University Department Deposits/Cash Receipts
Some examples of support for a deposit would be an invoice, registration form, or the credit card batch
summary. Do not include check copies for security issues. If the support is missing on a cash receipt, the
accounting office will contact you to obtain what is needed.
Additional Deposit/Cash Receipt Directions:
1. If Cash long/short is used there must be a reason listed
2. If the printed amount listed on the form is changed after it is printed and there is a different amount handwritten, the person preparing the document must fill out a separate form explaining the change at the
Cashier’s Office and attach it to the Deposit form-Ginger…should we create a form or make a spot on the
Deposit form for them to explain? Or they could write it on the bottom???
3. If there are multiple entries for the same index and account, you can combine them and list on one line
Example: If there are 10 checks for $15 each to be deposited to the same index & account, you can list
them all on one line for $150 instead of listing each separately using 10 different lines.
4. If you would like the date of the transaction to show up in Banner, list it within the description box.
a. For example, if you are depositing funds for transactions that occurred on 7/6/12, but you are not
preparing the form until 7/9/12, you can list the date of 7/6/12 in the description. Therefore, when
searching for information in Banner, you will be able to see what date the transactions took place
just by looking at the description. Example: Orientation Payment 7/6/12
For BOTH JV’s and Deposit Forms:
1. Always use pen if writing on the document (no pencil)
2. If supporting documentation is included, be sure to staple it behind the JV or Cash Receipt and do not
paperclip any papers together
3. Banner account numbers should be 6 digits long
4. There should ALWAYS be a description listed
Attached is an updated JV template that MUST be implemented. There should be at least one signature
for both the debit and credit sides of the entry. In the field labeled “Banner Description-28 character
maximum”, you should put in the description that will be data entered into Banner. There is a maximum
of 28 characters for this field. Then in the lower portion of the form you can write a full description
explaining the transaction. The template and instructions will be available on Inside State.
The Accounting office is happy to assist in teaching you how to locate support information in Banner.
Please call either Ginger Wipf 688-4463, Carla Beckwith 688-4462, Barb Suderman 688-6101, or
Billie Jo McFarland 688-4459 for assistance. Thank you for your cooperation.