Presentation on theme: "Mail Stop 203 East Carolina University 3800 E. 10 th St. 2 nd Floor Anne Jenkins, Associate Vice Chancellor Sherrilyn Johnson, Financial Director David."— Presentation transcript:
Mail Stop 203 East Carolina University 3800 E. 10 th St. 2 nd Floor Anne Jenkins, Associate Vice Chancellor Sherrilyn Johnson, Financial Director David Price, Director Financial Reporting
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
The electronic JVE process must be followed correctly in order for entries to be accepted and processed in a timely manner. The Banner Journal Voucher Entry instructions have been updated on the Financial Services website. The approval process remains the same. You will just be using email rather than campus mail to route your JVEs. 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.
Prepare the JVE in the provided Excel format. Type your phone number, the date, and your name on the “Prepared By” line. Save the excel file version of your journal entry. 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. Electronic Journal Voucher Entry Form
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.
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.