JOURNAL VOUCHER POLICIES
Journal vouchers (entries) are most commonly utilized to record specific
expenditures (bank fees, utility billings, etc.), payments to or from other state
agencies, expenditure corrections, revenue corrections, and inter-fund and intrafund transactions. The procedures to enter a journal voucher for these types of
transactions follow the same basic procedures.
1. Journal vouchers are received and/or prepared by the departments and the
appropriate coding is entered. When the voucher is completed and has all
supporting documentation attached, a copy may be made and retained by
the department before forwarding on.
2. The journal voucher is then sent to the dean or division office where it is
approved and signed. This is only the preferred method but it is not required.
3. The vouchers are then sent to the Accounting Office as a collection point via
campus mail or hand delivered.
4. The Accounting Assistant checks footings, questionable items, signatures,
etc. audits the vouchers, and sorts the journal vouchers by intent. The
Accounting Manager reviews the vouchers for accuracy and signs them. In
the absence of the Accounting Manager, the people that are authorized
agents to approve these vouchers are the Assistant Vice President of
Finance & Business/Controller and the Accounting Analyst.
5. The Accounting Assistant checks extensions then reviews and numbers the
vouchers. Next a batch control sheet is prepared for the vouchers. One
copy of the voucher and the batch control sheet is taken to data entry to be
entered into data files utilizing Banner which is then scanned and filed.
6. The Senior Claims Clerk enters the information from the journal vouchers
utilizing the FGAJVCD form in the Banner system. Accounting assigns the
voucher an “N” (non-cash) number and the system automatically assigns a
“J” (Journal Document ID) number for system processing. Once the rule
code (journal type) and index number is entered into the input screen,
Banner will automatically populate the Fund, Org, and Program numbers for
most cases. The account number coding assigned the journal voucher is
determined as already noted above. This screen also allows the journal entry
to be split between various funds and/or account codes. The following rule
codes determine the posting that will be made in the operating and general
ledger:

ZNC—non-cash journal voucher
o Inter-agency – Used for posting one-sided charges such as bank fees,
reversions to state general fund and payments to or from other state
agencies; bank account is updated.

ZEC—revenue and expenditure corrections
o Intra-Entity – Used for corrections between funding sources; automatic
posting to appropriate bank accounts.

Z41—payroll corrections
o Used for payroll corrections; automatic posting to appropriate bank
accounts.

JE16—inter-fund journal voucher
o Used to post journal voucher that affects more than one fund; bank
account is not automatically updated. This is used primarily for accrual
type transactions.

JE15—intra-fund journal voucher
o Used to post journal voucher that affects only one fund; bank account
is automatically updated. Also used for bank fund transfers between
banks.

YR-10-payable process via journal voucher
o Used to create payable and expenditure after June 30th for financial
statement reporting year. The payable is automatically reversed in
the current year. The current year expenses are not affected.

YR-20-receivable process via journal voucher
o Used to create receivable and revenue after June 30th for financial
statement reporting year. The receivable is automatically reversed
in the current year. The current year revenues are not affected.
7. Banner performs a balancing to compare the document total to the line of
coding totals. If the totals would not balance a message appears stating
such. When all the information is entered and determined to be correct
and/or the system proves that it balances, the “Complete” button is hit and
the transaction goes directly to posting in the system. Document approval
history can be viewed on Banner (FOIAPPH). Personnel having this
authorization can be viewed on Banner (FTMAPPQ).
8. Journal vouchers which must be entered on CAS are prepared at the
departmental level or received from other state agencies; the Accounting
Manager manually fills in the CAS company, account and center coding.
9. The Accounting Assistant manually enters the appropriate information onto
CAS. The vouchers are then placed in a temporary file.
10. All inter-agency journal voucher transactions are posted to #9064 Investment
Income fund company (CAS). At month end, the Assistant Director-MIS
(computing) produces a report showing where all CAS transactions should be
posted (excluding accounts payable and payroll). From this report the
Accountant prepares CAS vouchers to distribute the funds to proper funds
and accounts. A cash transfer follows to cover the expenditures.
Inter Campus Activity:
All internal campus activity (ex. Reimburse Central Feed) is given account coding
7I9XXX, this indicates a contra expense account. For example when Central
Feed purchases all of the feed needs for SDSU, pays the bill and codes to an
expenditure, they then bill out to the various departments the cost of the feed
(plus administrative fee) coding the billed amount to a “expenditure code
7I9XXX”, which reflects a negative or is mapped to expense (reduction of
expense). This procedure allocates the expense to the proper program and
eliminates the double reporting.
PROCEDURAL NOTES TO CAMPUS DEPARTMENTS
Please note that the CAS area is designated for Accounting Use only;
therefore, you do not need to complete this section. The coding boxes at
the upper right hand corner are for Accounting Office use only; therefore,
please leave these blank.
A journal voucher is a document to move funds between funds, organizations,
accounts or programs (FOAPAL).
The Debit box will be for the fund title (account title), department and address of
the expense fund and the Credit box will be for the fund title (account title),
department and address of the income fund.
If you are using an index code you will not need to enter the fund, organization,
program or activity. Only enter the index code, account and dollar amounts. If
you are using the FOAPAL, then you will need to enter all codes except for the
index code.
Please note the debits and credits should always equal unless you are
processing a journal voucher to another South Dakota state entity (Bureau of
Personnel, State Treasurer’s Office, etc.).
Please provide a description of the goods, service or type of correction. If you
are correcting a previous document, please reference this document number
(Journal Document, N Number, Invoice Number, etc.) Supporting documentation
is also required with any correction of a previous transaction.
Signatures for both the debit (expense) and credit (income) side are required for
processing unless it is an interdepartmental correction.