1. Journals Presented By: Denise Matias, CAH October 1, 2014

2. ALL journal templates and backup are to be emailed first to the CAH Dean’s office for review before uploading and processing in the system. A journal should not be uploaded in the Peoplesoft system until after it has been approved by CAH. The journal template, along with required backup documentation, should be emailed to cahjournals@ucf.edu cahjournals@ucf.edu CAH Procedure:

3. Enter the journal number in the subject line of the email. If the journal is related to auxiliary dollars, equipment fees or material & supply fees, put Auxiliary beside the journal number. i.e., 23010301 Auxiliary Chairs and Directors must be copied on ALL journals e-mailed to CAH for review. CAH Procedure:

4. The journal template is in Excel format and should be emailed in that format for review. The backup should be marked or highlighted showing the relevant changes and the purpose of the journal. Once you receive the email from cahjournals with the approval, you can upload the journal in the Peoplesoft system and attach the backup.

5. CAH Policy: The best practice is to upload the journal from the template and not to key information directly into Peoplesoft and process. F&A has Addy Notes with helpful information for journals found at: http://www.financials.ucf.edu/Addy_Notes/Gen eral_Ledger.cfm http://www.financials.ucf.edu/Addy_Notes/Gen eral_Ledger.cfm

6. After you upload the journal, please attach the appropriate backup for reference purposes. The attached backup assists someone, for example an auditor, who may be reviewing the journal as it provides the rationale for why the journal was created.

7. Backup Expenditure Report Example

8. To review what can be attached to the journal depending on the purpose of the journal, go to: http://www.financials.ucf.edu/Helpful_Resources/Helpf ul_Resources.cfm /Journal Resources/Submitting Manual Journal Entries (Guidelines and Attachments) http://www.financials.ucf.edu/Helpful_Resources/Helpf ul_Resources.cfm For example, if you create a journal because an incorrect expense code was used, you could attach a copy of the receipt of the item purchased and the DataMart print out or screen shot.

9. Common Mistakes User ID Missing in front of the description of the journal. Chair/Director/Designee not copied on the emails sent to CAH for review Reference not provided beside dollar figure, for example Voucher number (pcard charges or POs) or journal number (HR, journals, or interdepartmental purchase) – Example: Not uploading journal in the system in a timely manner once approved by CAH.

10. Any Questions???