Business Services - Fiscal Services - Journal Vouchers & Budget Transfers

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Journal Vouchers & Budget Transfers

Journal Voucher (JV):

What is a Journal Voucher - JV?

Journal Voucher - JV is used to move allowable expenditures between accounts.

Examples:

  • District Office purchased a license agreement for all of the colleges and now the college must reimburse District for the expense.

  • The Office of Instruction purchased EMCC promotional items from Marketing & PR and Instruction is now reimbursing Marketing & PR for the expense.

JV’s can be requested via email. To request a JV send an email to Laurel Neilsen cc Leda Johnson and your CFS Approver for the account with the following information/format:
 
Transfer From Account 110-550-123456-54100 – This should include the Fund, Unit, Charge Account and Object Code
Transfer To Account 110-550-123457-54100 – This should include the Fund, Unit, Charge Account and Object Code
Amount $50.00 - Total amount of JV
Reason for JV Reimburse Division A for general supplies purchased on PO #123456 – invoice #45789 for use by Division B attached email supports journal voucher – This description should be complete and include PO numbers and invoices numbers.

Note: Please attach/forward supporting emails to JV request email i.e. District email notifying college what the expense is or email from division asking for reimbursement.

Budget Transfer:

What is a Budget Transfer Request?

A Budget Transfer Request is used to move budget within a charge account to cover future expenses. The budget request affects the current year budget (FY 05/06) only. Budget Transfers cannot move budget between funds i.e. budget from Fund 1 to Fund 2. Permanent budget transfer requests should be requested through the College Budget Development System.

Examples:

  • Division A needs to buy a subscription to an educational magazine for $55.00 but there is currently no budget in the object code 55200 to support the purchase; however there is enough budget in the general supplies 54100 object code.

Budget Transfer Request can be requested via email. To request a Budget Transfer send an email to Leda Johnson and cc your CFS Approver with the following information/format:
 
Transfer From 110-550-123456-54100 – This should include the Fund, Unit, Charge Account and Object Code
Transfer To 110-550-123456-55200 – This should include the Fund, Unit, Charge Account and Object Code
Amount $50.00 - Total amount of budget to be moved

Note: If a Budget Request has been sent to Leda to cover an expense and the requisition is currently in process, the requisition can continue to go through the approval process prior to the Budget Request being processed. The budget request may not be processed till the end of the month, however this should not hold up any requisitions or petty cash vouchers.



 
 Last Updated: 11/6/06