Journal Vouchers & Budget Transfers
Journal Voucher - JV:
A journal voucher - JV allows the college to move allowable expenditures between charge 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.
JVs should be sent via email to Fiscal Services and should cc the CFS Approver for the account.
Example Email:
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:
A Budget Transfer Request allows the college to move budget within a charge account to cover future expenses. The budget transfer request affects the current year budget. 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 Office.
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 Fiscal Services and the CFS Approver.
Example Email:
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 budget to be moved |
Note: If a Budget Request has been sent to Fiscal Services 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 requisitions and petty cash can be submitted prior to the budget transfer being posted.
