expense_transfer_form.xlsx

	A	B
1	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.
2		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.
3		Mail completed forms to Accounting: Coates CPO3A, 521 Lancaster Avenue, Richmond, Kentucky 40475 Or email to acc.accounting@eku.edu If you have any questions please call (859) 622-1810.
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5	The following provides instructions on how to complete the form.
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7	SECTION 1:
8	Preparer	Insert preparer's name
9	Department	Insert preparer's department
10	College	Insert preparer's college
11	Campus Address	Insert preparer's campus mailing address
12	Campus Telephone	Insert preparer's campus telephone
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14	SECTION 2:
15	Request Date	Enter current date
16	Explanation	Please provide a detailed explanation of the request. MUST ATTACH SUPPORTING DOCUMENTATION. Supporting documentation includes:
17		- print screen from banner with the fund/org/account that the expense was charged to
18		- copy of credit card statement from procard showing the fund/org/account the expense was charged to
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20	SECTION 3:	YOU MUST HAVE ALL THIS INFORMATION BEFORE MAKING THE TRANSFER.
21	Debit	This is where the money is being transfer from.
22		Fund - Enter the fund number. This should be a six digit account.
23		Org Code - Enter the organization code. This should be a six digit number.
24		Account - Enter the account number. This should be a six digit number.
25		Activity - Enter the activity code if applicable.
26		Amount - Enter the amount. This should be a positive number.
27	Credit	This is where the money is being transfer to.
28		Fund - Enter the fund number. This should be a six digit account.
29		Org Code - Enter the organization code. This should be a six digit number.
30		Account - Enter the account number. This should be a six digit number.
31		Activity - Enter the activity code if applicable.
32		Amount - Enter the amount. This should be a positive number.
33	Total	The 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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35	SECTION 4:
36	Approvals	Signatures required by: Preparer, Financial Manager of the ORG code being Debited
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