Journal Vouchers

1. Journal Vouchers Business Center Training October 2010

2. Overview • Objectives • Transfer of Responsibilities • Part I: JV Entry • Changes to JV processing • Important elements and helpful hints and tips • New rule codes • Part II: JV Approval • Reviewing JVs • Approving JVs • Resources Rev. 10/2010

3. Objectives • Inform Business Centers about JV final approval transition plan • Make BC staff aware of changes in JV processing and their new responsibilities • Prepare BC staff to independently process JV transactions from start to finish • Provide BC staff with the resources and tools they need for JV processing and approval Rev. 10/2010

4. The Next Step • Transfer responsibility for JV review and final approval from Business Affairs to the Business Centers • Transition phase of 60 days to allow for on-the-job training and targeted feedback • FA&A will transition to a post-audit quality assurance function after the transfer is complete Rev. 10/2010

5. Transfer of Responsibilities Business Centers will now be responsible for: • Verifying that JVs comply with OSU and OUS Policy • Checking Internal Sales and Services transactions against the Internal Fee Book • Evaluating use of correct account codes for purpose of activity or transaction • Disapproving transactions related to previous fiscal year activities • Being aware that JV transactions will post upon approval by the BC. Rev. 10/2010

6. Changes to JV Processing • Most JVs currently route to Business Affairs for Final Approval: • FA&A - 3JV1 rule code • OPAA – 3GNT rule code • New Process: • Business Center’s will use new rule codes for certain JVs that allow for BC Final Approval Rev. 10/2010

7. JV Elements– FIS Policy 1107 • TEXT is required on all JVs • TEXT must include: • Input person’s first and last name, phone number, and/or a contact person • Sufficient information as to the purpose of the JV transaction • Some JVs require more specific detailed text • Use FOATEXT to add or change text • The DESCRIPTION field explains what the transaction is for so that the Account Code can easily be checked • The Description line is captured in Data Warehouse, Text is not Rev. 10/2010

8. JV Elements– continued • A Document Number must be entered in the Document Reference field when: • Correcting or redistributing a posted transaction • If using General Ledger account codes (Axxxx, Bxxxx), input Fund and Account Code only – No Index, No Org, No Program • Enter Budget Period only on Budget JVs (rule code begins with “1”) Rev. 10/2010

9. JV Elements– continued • Supporting Documentation • Includes: Email communications, spreadsheets, billing invoices, advance settlements, etc. • Does Not Include: printouts of JV (FWRJVLR), information that can already be found in Banner • Scan any supporting documentation into Nolij under JV_Supporting_Documentation doc type Rev. 10/2010

10. Helpful Hints and Tips • JVs should be done in the month the activity happens • Internal fees should be processed monthly, but no less than quarterly • Do Not correct or bill prior year income or expense transactions • Payroll corrections should not be processed on JVs Rev. 10/2010

11. Helpful Hints and Tips, cont’d • Internal Sales and Services: • JV should be completed by the department or unit receiving the revenue • Use 09xxx Credit account codes for: • 05xxxx-Designated Operations Funds • 09xxxx-Service Center Funds • 1xxxxx-Auxiliary Funds • Use 79xxx Credit account codes for: • 0xxxxx-General Funds • 03xxxx-Statewides (Extension, Experiment Stations) • Sales between 1xxxxx-Auxiliary Funds Rev. 10/2010

12. Rule Codes • Rule Code: • Begins with 1 = Budget • Begins with 2 = Encumbrance • Begins with 3 = Revenue, Expense, Asset, Liability • Rule Codes 3xxx use Debit or Credit in sign field • Rule Codes 2xxx and 1xxx use “+” or “–” in sign field • Don’t mix rule codes in the same JV Rev. 10/2010

13. Rule Codes – Existing and New • New Rule Codes: • 3BC1 - HSBC • 3BC2 – UABC • 3BC3 – ASBC • 3BC4 – BEBC • 3BC5 – FOBC • 3BC6 – AMBC • 3BC7 – AABC • Existing Rule Codes: • 3JV1 • 3GNT • New Encumbrance Rule Codes: • 2ENB – replaces 2ENC • 2LIB – replaces 2LIQ • 2LQB – replaces 2LQP Rev. 10/2010

14. Use new 3BCx Rule Codes when: • Transaction primarily impacts Orgs within own BC • Correct indexes/activity codes (Doc Ref) • Redistribute charges (Doc Ref) • Correct account codes (Doc Ref) • 2xxxx-3xxxx account codes only • Activities/services originate from own BC • Charge for Internal Sales/Services (debit to 2xxxx) • Use 79xxx or 09xxx account codes for credit - dependent on fund • Confirm an approved fee is in Internal Fee Book • Use 3BCx Rule Code when processing originalcharges to a restricted fund Rev. 10/2010

15. Using 3BCx Rule Codes, cont’d: • An error will appear if General Ledger (GL), Transfer, Capital Asset, or External Revenue account codes are used on a 3BCx rule code: Rev. 10/2010

16. Use 3JV1 Rule Code when: • Using General Ledger Account Codes • Axxxx, Bxxxx, Exxxx, Fxxxx • Using 9xxxx Transfer Account Codes • Using 4xxxx Capital Asset Account Codes • Redistributing External Revenue Account Codes • 01xxx-08xxx account codes • F-doc reference required Rev. 10/2010

17. Use 3GNT Rule Code when: • Making any correction for a restricted fund • Grant/Contract Funds • index and fund begin with a letter • Gift Funds • FSxxxx and Mxxxxx funds Rev. 10/2010

18. Copy or Reverse a JV: • See handout for instructions on how to copy or reverse a JV • Useful for: • Frequently occurring • Reversing Year End Accrual • Make sure to change dates, Doc Refs, etc. on new JV Rev. 10/2010

19. FGAJVCM – JV Mass Entry form: • Similar to our regular JV form, FGAJVCD – but gives a different view • Useful when the description or doc ref is the same for each line • Able to see 12 rows at a time, instead of one Rev. 10/2010

20. FGAJVCM – JV Mass Entry form: Rev. 10/2010

21. Part II: JV Approval Rev. 10/2010

22. Use Banner FOAUAPP for review: Rev. 10/2010

23. Banner FOAUAPP Detail: Rev. 10/2010

24. Or use Banner Self Service: Rev. 10/2010

25. Banner Self Service Detail: Rev. 10/2010

26. Review Criteria • Date? • Check Transaction Date • Text? • Name (First and Last) and phone number? • Good explanation of transaction? • Will a person outside the BC in a year from now understand the transaction by reading the text? • Internal fee charges? • Is there an approved fee in the Internal Fee Book? • Description? • Does the information assist in determining the correct account code? Rev. 10/2010

27. Review Criteria, cont’d • Document Reference? • Is this a correction? – Doc Ref required • Is this a redistribution? – Doc Ref required • Look up Doc # in Banner • If no Doc Refs, there must be an explanation in text • Check Doc Trans Date – is it in the current FY? • Has the referenced Doc posted in Banner? • JV Supporting Documentation • Is the correct rule code used? • If it involves corrections to a grant, use 3GNT • Is transaction appropriate for funding source? • Is transaction appropriate for program code? Rev. 10/2010

28. Review Criteria, cont’d • Are account codes correct? • Are debits and credits correct? • Check all sequences! • These fields should be blank: • Deposit Number field • Budget Period field – 1xxx Budget JVs only Rev. 10/2010

29. Approving and Disapproving • If more Text is needed: • Contact originating user • Add text through FOATEXT without disapproving • Put JV on “HOLD” – add text through FOATEXT • Name and Date • Reason for Hold • Use Text Seq numbers 01-09 so HOLD appears at top of text after saving • Line Sequence numbers can only be changed through Banner FOATEXT, not able to renumber in Self Service Rev. 10/2010

30. Approving and Disapproving Rev. 10/2010

31. Approving and Disapproving • Disapprove if review criteria is not met (slides 26-28) • Examples: • Incorrect account code • In disapproval message, request “Seq#” change account code to xxxxx • Incorrect Rule Code • No Doc Ref (corrections or redistributions) • Never approve a JV you have entered (this is currently an unwritten policy that will be added to the FIS JV Policy) • Never approve a JV if in doubt or questionable – always seek another opinion (Please call FA&A in Business Affairs) Rev. 10/2010

32. Approving and Disapproving • Approving Encumbrance JVs • 2LIB and 2LQB Liquidating JVs use “+” in the sign field and must have: • Encumbrance Doc # listed in Doc Ref field • Encumbrance Doc # listed in Encumbrance Number field • 6xxx Rule Codes • Used for FUPLOAD JV processes • Will only route to BC approval queue when there are errors • JV will be incomplete and will need to be corrected and completed through FGAJVCD Rev. 10/2010

33. Helpful Links • OSU FIS Policies: • Fiscal Policy Manual: • http://oregonstate.edu/fa/manuals/fis • Journal Vouchers: • http://oregonstate.edu/fa/manuals/fis/1107 • Recharge Activities: • http://oregonstate.edu/fa/manuals/fis/1403-01 • OSU Internal/External Fee Book: • http://osufees.bus.oregonstate.edu/ • OUS Policies: • Account Code Definitions: • http://www1.ous.edu/owfp/plsql/fpm.index_list • Fiscal Policy Manual: • http://www.ous.edu/cont-div/fpm/ • FA&A Website: • http://oregonstate.edu/fa/businessaffairs/staff/faa Rev. 10/2010

34. Helpful Banner Forms • FGAJVCD • To Enter a JV • FGAJVCM • To Enter a JV • FGIJVCD • To view incomplete JVs • FOAUAPP • To approve/disapprove JVs • FOIAPPH/FOIAPHT • To view approval history • FOAAINP • To view who still needs to approve JV • FGIBDST • To query transaction detail for an index • FGITBSR/FWITBSR • To query transaction detail or balance for a Fund • FGIDOCR • To view posted documents • FOIDOCH • To query on documents • FOATEXT • To add/change/view text • FUVPROF • To query on usernames Rev. 10/2010

35. Business Affairs Contacts General Questions Financial Accounting and Analysis Charlotte Rooks 737-5422 Treasure Hunt 737-9370 Diane McGill 737-6047 Stephanie Smith 737-1825 Mark Fryman 737-0624 Email BAFF.Accounting@oregonstate.edu Fixed Assets Janna Storm 737-4084 Accounts Payable & Travel Paul Marinello 737-0637 A/P 737-4262 Autopays Bezu Abebe 737-0635 Pcards Rose Hamilton 737-0650 Grants, Gift, and Foundation Funds OPAA 737-4711 Rev. 10/2010

36. QUESTIONS? Slides and Handouts are located on our FA&A website: http://oregonstate.edu/fa/businessaffairs/staff/faa Rev. 10/2010