1. Mail Stop 203 East Carolina University 3800 E. 10 th St. 2 nd Floor Dee Bowling, Interim Associate Vice Chancellor Sherrilyn Johnson, Financial Director

2.  The electronic Journal Voucher Entry (JVE) process originated with the ECU Budget Office for state fund budget transfers and has been successful as a processing and approval method.  Using this process campus wide will: ◦ Streamline the JVE approval process and provide consistency ◦ Drastically reduce processing time ◦ Allow for more efficient and accurate data entry

3.  The electronic Journal Voucher Entry process must be followed correctly in order for entries to be accepted and processed in a timely manner.  To prevent duplication: ◦ No paper copies should be submitted. ◦ DO NOT “Cc” any of the accounting offices on your e-mails. We want it coming to our inbox only one time. ◦ Note: The Division of Health Sciences currently has slightly different processes for submitting journal entries. If you have questions regarding Health Sciences operating procedures, please contact Maranda Coates or Aliceson Asby in the Division of Health Sciences Financial Accounting Office for clarification.

4.  Prepare the JVE in the provided Excel format. Type your phone number, the date, and your name on the “Prepared By” line. Fill out the rest of the form. Save the excel file version of your journal entry. ◦ Be sure to include a clear explanation as to why the entry is being done- if the wrong account code was used, don’t simply put “Moving charge from XXXXX to XXXXX”. We need more detail. A more appropriate description is “Incorrectly coded a registration fee deposit on 3/1/16 to XXXXX and it needs to be moved to XXXXX, where other registration fees were collected.” ◦ When moving a charge, keep the description the same as the current Banner description for a clear audit trail ◦ Include document numbers (either in the explanation or at the end of the description) when possible

5.  Gather supporting documentation for the entry (ex. a Banner screen print, a copy of an invoice, an email trail, a report, etc.). You will need to scan this information into your computer as well. ◦ The “Snipping Tool” or “Snagit” programs on your computer are helpful for getting screenshots without printing and scanning, or sending entire documents. Electronic Journal Voucher Entry Form

7.  Determine the appropriate approver(s) ◦ In order for the entry to be processed, at least one approver must have Delegation of Authority for the ORGN being debited  Attach the JVE (as an Excel file) along with any supporting documentation and send via email to the appropriate approver. ◦ If the JVE needs approval from more than one individual in the department/college, give instructions in the email to the first approver to let him/her know who the JVE should be routed to next. ◦ DO NOT “Cc” any of the accounting offices on your e-mails.

8.  When you receive the email from the preparer, review the Excel file and the supporting documentation attached.  Click “forward” and type that you approve in the body of the email. If changes are needed: ◦ Return the entry to the preparer for editing or ◦ Select “forward,” open the Excel file, enable editing, and make the change. Close the Excel file and select “save” when prompted.  Send the email to the next approver or, if you are the final approver, send to the Accounting Office receiving the Credit.

9. Accounting OfficeBanner Fund Begins With:Email Address State Fund Budget Entries111 (Rule Class Code BD02 or BD04)budgetoffice@ecu.edu State Fund Expense Entries111 (Rule Class Code J51 or J63)eaststatefundJE@ecu.edu HS State Funds112 (Rule Class Code J51 or J63)HSFinancialAcct@ecu.edu HS ECUP Funds314, 315 (Rule Class Code J51 or J63)HSFinancialAcct@ecu.edu HS State Funds Budget112 (Rule Class Code BD02 or BD04)HSStateBudget@ecu.edu Institutional Trust Funds 12, 14, 23, 24, 25, 27, 310, 311, 312, 316, 317, 2E, 6C, 6R, 6Z ITF-SPECIALFUNDS@ecu.edu Grants & Contracts21, 159GRANTSC@ecu.edu ECU FoundationEecufoundation@ecu.edu ECU Medical FoundationMECUMHSFACCOUNTING@ecu.edu Alumni AssociationAECUALUMNIACCOUNTING@ecu.edu