The Journal Entry Form (JE) is used for inter-office transactions (sales of goods or services), adjustments, and posting corrections. JEs affect current month and year-to-date expenditures shown on monthly budget reports. Note: JEs do not change budget amounts.
When you discover an error on your monthly budget report, email or call the Lead Senior Accountant to determine if a Journal Entry is needed. If your question is related to payment of an invoice, you can contact Accounts Payable for help. Please be ready to provide information about the error, it helps us to research the problem and prepare a Journal Entry if necessary.
When you discover an error relating to payroll on your monthly salary expenditure report, please contact Payroll Office for help to determine if a Journal Entry is necessary. See also Procedure for Inter-Departmental Charges
The Journal Entry Form must provide the following information in order for the transaction to be processed:
Debit: Reporting unit receiving or paying for the goods or services.
Credit: Reporting unit receiving the credit or payment of providing goods or services.
Avoid the terms "Transfer to" or "Transfer from." These terms could mean either a debit or a credit and cause unnecessary delays and errors.