Journal Vouchers H’s and I’s and J’s OH MY!

Journal Vouchers H’s and I’s and J’s OH MY! H type JV’s are used to... Reallocate transactions within an agency Make some corrections to previously recorded transactions

Journal Vouchers H’s and I’s and J’s OH MY! Points to remember Approval signatures required Explanation in comments section Support attached when required Originator name and phone number included on JV

Journal Vouchers H’s and I’s and J’s OH MY! Important dates to remember August 22, 2008 Cutoff for entry of reallocation JV’s by state agencies August 25, 2008 Cutoff for Accounts receipt of reallocation JV’s August 28, 2008 Reallocation JV’s released and updated to STARS Questions? Contact Tylik Patterson at in the Pre-Audit section of the Division of Accounts

Journal Vouchers H’s and I’s and J’s OH MY! I type JV’s are... Known as front-end billing JV’s Uploaded to STARS Processed in Accounts and sent to agency for review Generally used by F&A and General Services

Journal Vouchers H’s and I’s and J’s OH MY! Important dates to remember July 16, 2008 Cutoff for entry of front-end JV’s by state agencies July 17, 2008 Cutoff for Accounts receipt of front-end JV’s July 18, 2008 Front-end JV’s released and updated to STARS Questions? Contact Tylik Patterson at in the Pre-Audit section of the Division of Accounts

Journal Vouchers H’s and I’s and J’s OH MY! J type JV’s are... Used to record expenditure and revenue transactions between state agencies Manually entered on the JV document and then keyed to STARS

Journal Vouchers H’s and I’s and J’s OH MY! Common J type JV errors JV not entered in STARS JV not completed in STARS Batch date discrepancy Effective month on JV is closed Contract reference is closed or insufficient balance Approval signatures missing

Journal Vouchers H’s and I’s and J’s OH MY! Points to remember Prepare JV early Include name and phone number of preparer on JV Check for accuracy and proper support Establish contact between billing and paying agencies Contact paying agency if not processed timely

Journal Vouchers H’s and I’s and J’s OH MY! Important dates to remember August 6, 2008 Cutoff for entry of credit side of J type JV by state agencies August 11, 2008 Cutoff for entry of debit side of J type JV by state agencies August 12, 2008 J type JV’s between departments due in Accounts August 14, 2008 J type JV’s between departments released and updated to STARS Questions? Contact Stephanie French at in the Pre-Audit section of the Division of Accounts

Journal Vouchers H’s and I’s and J’s OH MY! Refer to F&A Policy 18 for guidelines on processing J types at:

Journal Entries Correcting Transactions One Error At A Time

Journal Entries Correcting Transactions One Error At A Time Journal entries are … Corrections of previously recorded transaction errors Disclosed through review and reconciliation by agencies as well as Accounts Error corrections initiated primarily by agencies

Journal Entries Correcting Transactions One Error At A Time And the process is... Agency submits JE request form letter to Accounts General Ledger Section (see pg. 40) Request is logged and necessary documents being corrected are retrieved Error is reviewed; entry prepared, keyed into STARS, and released

Journal Entries Correcting Transactions One Error At A Time  Use an H type to correct:  Cost centers  Grants and projects  Agency objects and sources  3 rd digit of an object code  Major object codes (note exceptions on page 37 of the year-end manual)  TC change involving increases or decreases to revenue and incorrect grant posting  Use a JE to correct:  Subsidiary account changes  FFY  Contract documents  Allotment codes  Most TC changes  Fund and fund detail  Sources and some object codes

Journal Entries Correcting Transactions One Error At A Time Points to remember Request must be an original and signed by fiscal officer Correct batch information Required information is provided Support attached Contact information provided Copy of request included

Journal Entries Correcting Transactions One Error At A Time Important dates to remember July 22, 2008 Cutoff for Accounts receipt of JE requests affecting the document file for FFY 08 July 25, 2008 JE requests affecting the document file released and updated in STARS August 22, 2008 Cutoff for Accounts receipt of JE requests for FFY 08 August 28, 2008 Final FFY 08 JE transactions released and updated to STARS

Journal Entries Correcting Transactions One Error At A Time Questions on Journal Entries? Contact… Tracy Brown at Jennifer Pearson at