Journal Types


There are four types of transfers that can be performed in FTS: Budget Transfer, Expense Transfer, Interdepartmental Expense Transfer and Hospitality Payment.

 All journal entries follow certain rules:

    • Transfers are created and approved by the department who is paying or being charged the expense.
    • Must have a debit side and a credit side.
    • Total debits must equal total credits.


Budget Journal (WB)

Purpose

Used for moving budget money from one ChartField (other than Fund) to another. Transfers of budget should not be used to reimburse expenditures. For more information, contact the Budget & Risk Management.

Guidelines

 
  • Transfer can only be between same Fund.
  • Only expense Account Codes can be used (6xxxxx). 
  • Transfer of Salaries (601xxx) and Work Study (602xxx) budget is allowed, but not Benefits (603xxx).
  • DeptID selection for the debit side (From) is limited to the Requestor’s access; while DeptID selection for the credit side (To) can be outside of Requestor’s access. 

 

Expense Journal (WE)

Purpose

Used to move expense that has been posted or in the process of being posted from one ChartField to another when both are under your control

Guidelines

  • Transfer can be between different Funds.
  • Only expense Account Codes can be used (6xxxxx).  
  • Not to be used for the transfer of Salaries (601xxx), Work Study (602xxx) or Benefits (603xxx). Enter an HR Expense Adjustment in FTS if it is a one-time correction on a payroll warrant.
  • DeptID selection for the credit side (From) and debit side (To) is limited to the Requestor’s access.

 

Interdepartmental Expense Journal (WI)

Purpose

Used for transferring expenses from ChartFields within your control to ChartFields outside of your control

Guidelines

  • Only expense Account Codes can be used (6xxxxx). 
  • Not to be used for the transfer of Salaries (601xxx), Work Study (602xxx), or Benefits (603xxx). Enter an HR Expense Adjustment in FTS if it is a one-time correction on a payroll warrant.
  • DeptID selection for the debit side (Payor) is limited to Requestor’s access and credit side (Payee) can be outside of Requestor’s access.

 

Hospitality Payment (WH) 

Purpose

Used to pay another department for products and/or services you received. You would be the Payor and the department you are paying would be the Payee. Also see Chargebacks

Note: Hospitality payments are not to be confused with SJSU Hospitality Guidelines regarding what can and cannot be paid with state funds when hosting an SJSU event or entertaining guests of SJSU.

Guidelines

  • Hospitality payment should not be used to pay an auxiliary (Associated Students, Research Foundation, Spartan Shops, Student Union or Tower Foundation); instead refer to the Procurement Pathways for proper method to pay them. 
  • Payment can be between different Funds; however, CSU Operating Fund 70000 cannot be used for Payee (department receiving funds).
  • Only an expense Account Code (6xxxxx) can be used for Payor (department paying).
  • Payment of Salary (601xxx), Work Study (602001), or Benefit (603xxx) is not allowed.
  • DeptID selection for the debit side (Payor) is limited to Requestor’s access and credit side (Payee) can be outside of Requestor’s access.
  • The default Account Code is 580094 (Other Operating Revenue-Cost Recovery CSU) for Payee

 

HR Expense Adjustment 

Purpose

The HR Expense Adjustment process is used to correct funding for salary expenses that appear on LCD reports.

Guidelines

  • You must have a LCD Monthly Pay Check Report to refer to in order to complete the adjustment.
  • If you find yourself correcting funding every month for the same employee, you should view your LCD Setup Audit to verify that the employee's funding and position information are correct. If the employee is not setup correctly, submit an Employee Profile form to the university Budget Office or Human Resources, as appropriate. 
  • DeptID selection is limited to Requestor's access. If you do not have security access for a particular expense adjustment, send the adjustment information to your Dean’s office or IPAR to enter the adjustment. 
  • Account code defaults from the original charge. This cannot be changed unless you are moving a work-study student account, 602001 and 602002, to a student assistant account 601303.