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PURPOSE:The purpose of the JOURNAL VOUCHER FORM is to provide a standard university template to allow departments to transfer expenses between operating accounts. This is not be used for position/salary adjustments.
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Journal vouchers are used to move an expense not a budget. For example, department A paid for an expense utilizing their department credit card. However, department B agreed to pay for the expense. A journal voucher would be completed to reclass the expense from department A to department B.
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Mail completed forms to Accounting: Coates CPO3A, 521 Lancaster Avenue, Richmond, Kentucky 40475
If you have any questions please call (859) 622-1810.
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The following provides instructions on how to complete the form.
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SECTION 1:
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PreparerInsert preparer's name
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DepartmentInsert preparer's department
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CollegeInsert preparer's college
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Campus AddressInsert preparer's campus mailing address
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Campus TelephoneInsert preparer's campus telephone
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SECTION 2:
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Request DateEnter current date
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ExplanationPlease provide a detailed explanation of the request. MUST ATTACH SUPPORTING DOCUMENTATION. Supporting documentation includes:
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- print screen from banner with the fund/org/account that the expense was charged to
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- copy of credit card statement from procard showing the fund/org/account the expense was charged to
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SECTION 3:YOU MUST HAVE ALL THIS INFORMATION BEFORE MAKING THE TRANSFER.
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DebitThis is where the money is being transfer from.
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Fund - Enter the fund number. This should be a six digit account.
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Org Code - Enter the organization code. This should be a six digit number.
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Account - Enter the account number. This should be a six digit number.
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Activity - Enter the activity code if applicable.
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Amount - Enter the amount. This should be a positive number.
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CreditThis is where the money is being transfer to.
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Fund - Enter the fund number. This should be a six digit account.
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Org Code - Enter the organization code. This should be a six digit number.
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Account - Enter the account number. This should be a six digit number.
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Activity - Enter the activity code if applicable.
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Amount - Enter the amount. This should be a positive number.
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TotalThe total row should be the sum of the entries within each section. There also is a box under the blackened area that shows if a variance exists between the debits and credits. This should always each 0.
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SECTION 4:
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ApprovalsSignatures required by: Preparer, Department Chair, Dean/Director, Provost/Vice President
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SECTION 5:
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Banner Reference NumberThis is the banner reference number that is received after the transaction is completed.
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TotalThis is the total amount of the entry.
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