Create and process a Journal Voucher
Northeastern uses an electronic journal entry system to track and account for revenues and expenses. Journal Vouchers (JV) are used for adjustments, corrections, and transfers of revenue or expenses.
- What supporting documentation must I provide with a JV?
If you are transferring an expense from one budget or expense account to another, please provide a screenshot of an SSB Query or an e-Print report showing where the original charge or expense resides in Banner Finance.
If you are reimbursing another department for services provided, please provide an invoice from the department stating the amount owed. You can provide an email chain if no invoice was created.
If you are transferring funds for unidentified expenses, please provide an email chain stating the agreed-upon transfer amount and what the transfer is for.
If you are transferring awards, please provide a copy of the award letter.
- When will I see my JV posted to Banner Finance?
The Accounting Office posts JVs within five business days of receiving a correctly completed JV with the required signatures and approvals.
- Why was my JV returned?
JVs are returned for many reasons, including but not limited to insufficient supporting documentation, invalid indexes or account codes, inappropriate accounting, or an insufficient fund balance.
- Why does Northeastern use transfer codes?
These codes are used to transfer money within the university. In contrast, we use expense and revenue codes for financial transactions with external parties.
- When should I use transfer codes?
To transfer funding when a budget transfer would not be appropriate—for example, when a department cannot identify a specific expense, or when a department is helping another department pay the costs associated with an event.
For example: The Latinx Student Cultural Center needs funding to pay for a new software package. You help “pay” that expense by using a transfer code. The center uses the money you have transferred to pay for the expense once they receive the bill.
Another example: You want to help the Department of Biology run a program or event. Because you are not providing money for a specific expense, you use a transfer code.