General Ledger Transactions (Sandbox)

Forms:

*Please see JV Upload Instruction Tab for detailed information.

To Reclass Revenue or Expense:

A reclass is used to move a revenue or expense transaction from one Fund-Org-Account-Activity (FOAA) to another FOAA. Reclasses are typically used to correct original transactions that were posted to the wrong fund, org, account or activity.

To request a reclass, fill out the JV form above and send an email to General Ledger (generalledger@spu.edu) Make sure the JV & backup contains the following information:

1. FROM: Where the transaction is currently posted.

   • FOAA

   • Amount

   • Invoice/document number and description

*A copy of a Banner query with this transaction would be sufficient. If it is a partial reclass, please indicate the total amount of the posted transaction of which it is a part.

*We need to be able to find the transaction before we move it. If the transaction has not been posted in Banner (Invoice, pcard reclass…etc.) Please email the responsible department before contacting General Ledger. )

2. TO: Where the transaction should be moved to.

   • FOAA

3. If either of the FOAA in steps 1 and 2 is outside your budget area, CC the budget manager for that area in your email to General Ledger. This shows us that they are aware of the transaction.

Accounting Rules: See General Ledger & Excel Tips for details

Example:

To Process an Interdepartmental (ID) Charge:

An ID charge is a charge for goods/services provided by another department. ID accounts (801xx) should only be used for transactions between departments within SPU. Revenue (5xxxx) and Expense (7xxxx) accounts should NOT be used in this case.

Examples include event ticket charges (ex. athletics, forums and other meetings), library charges, motorpool charges, Printing & Mailing charges,; ASSP sound equipment charges etc.

To request an ID charge, fill out the JV form and send an email along with backup (email conversation and budget manager’s approval) to general ledger that contains the following information:

1. Debit:

   • FOAA of department receiving the good/service

   • Description - What the charge is for

   • Amount

2. Credit:

   • FOAA of department providing the good/service

   • Description - What the charge is for

3. Budget manager’s approval of charge

For Example: Health Services provided lab works for student athletes.

To Request a Funds Transfer to a Designated (Non-Budgeted) Fund:

A transfer is needed to move funds to/from designated (non-budgeted) fund as budget cannot be transferred into one of these funds. Transfer accounts (808xx) are used for this purpose. Transfers need to be funding for a project or event in the current fiscal year, or they need to be grant-matching funds for the current fiscal year. Remaining funds will be carried forward to the next fiscal at the end of the year.

To request a transfer of funds, send an email general ledger that contains the following information:

1. Debit: Where the funds are coming from

   • FOA

   • Amount

   • Description

2. Credit: Where is funds are going to

   • FOAA

   • Description

3. The description/purpose of the transfer. (If this is for an event, please include the date of the event. If the event is in the next fiscal year, please include an explanation of why the transfer is needed in the current fiscal year, such as to cover expenses occurring in the current fiscal year.)

If there is no budget in your budgeted org in the transfer line, please send a Budget Change Request (BCR) to the budget@spu.edu to transfer the budget from the appropriate FOAA.

For Example: