Journals Entries

Journals are created by various campus departments for reasons such as transferring expense and budget or to chargeback departments for services received.

Journal Entry Upload Requests

Some journal transactions cannot be performed in Financial Transaction Services. In those instances, Accounting Services will enter transactions in the system for you.

If your department needs to collect funds from other departments (Chargebacks), make revenue corrections, or make any other journal entries that you cannot perform yourself, then submit a Journal Entry Upload Request [xlsx].

For assistance, see the Accounting Services Directory by Fund and contact the appropriate Accountant.

Journal Transfers

There are four types of transfers which can be performed in FTS:

Each type of transfer allows a department the ability to move an expense or budget from one chartfield string to another and pay another campus department for services/products received. Transfers are reviewed and approved by an Approving Official in FTS.

Some reasons why a budget or expense transfer journals are entered: 

  1. Correct an expense paid of out the wrong chartfield string.
  2. Move budget to cover a future or pending expense that will occur within the same fiscal year.
  3. Obtain a reimbursement from an auxiliary for an expense paid out of university funds.
  4. Transfer all or a portion of an expense or a budget to another department (see also Auxiliary Organization Billing.)
  5. Pay another department for services received.

Submitting a Journal

Journals are entered, submitted, and approved in FTS.  You can request access to our Finance Systems after the required course(s) are completed. See Training and Tutorials for more information about access and training.

All journal entries must 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.

Backup Documentation

Unlike the Travel and Purchasing/Payment modules in FTS, there is no upload feature in Transfers to attach support backup documentation. Departments are to maintain backup documentation pertaining to the transfer in their office.

FTS Email Notifications

When a transfer has been submitted for approval by the Requestor, an email notification is sent to the Approving Official for the DeptID being charged (debit side). The Requestor will receive notification when the transfer has been approved or cancelled by the Approving Official.

Accounting Services

There may be instances when a journal transaction cannot be performed in FTS by the department (e.g. specific Account Codes are not available) or when there are many entries to be made. Accounting Services can assist in posting the transfers for you through a journal upload. For more information see Journal Entry Upload Requests.

Journal Prefixes

All journals have a numeric Journal ID preceded with a prefix. The table below provides information on journal prefixes commonly found in CFS Data Warehouse reports including description, source of data and contact information for any questions you may have.