By: Finance G

1. G/L Journal Entry Procedures By: Finance & G/L Systems Department

2. G/L Journal Entry Procedures In a fully automated processing environment J/E�s should be rare. An alarm should be raised with each situation in which a J/E is required. The completion of a J/E should generate �Why� and �How� questions.

3. G/L Journal Entry Procedures Purpose of J/E�s To reclassify transactions resulting from processing errors. To overcome system errors / limitations. Processing errors and system errors / limitations are revealed with J/E�s and should be investigated and corrected if possible.

4. G/L Journal Entry Procedures Copy of the J/E template will be available on the G/L website

5. Journal Entry Template

6. G/L Journal Entry Procedures The Preparer creates the J/E and attaches all applicable backup to it. (Required) Attached backup should clearly outline the purpose of the J/E & include copies of all relevant source documents. (Required) The J/E is then forwarded to the Supervisor/Director or above for review and approval (Only Finance & Administrative Services division Supervisors/Directors and above can approve J/E�s). (Required)

7. G/L Journal Entry Procedures

8. G/L Journal Entry Procedures

9. G/L Journal Entry Procedures All J/E�s are to be approved before they are entered regardless of preparer level. (Required) After authorization the J/E goes to a designated person with security access to enter J/E�s into Colleague.

10. G/L Journal Entry Procedures Generally, only Finance & Administrative Services personnel have access to enter a J/E into Colleague. At the Colleague J/E input screen the Enterer records their name as the �Author� and then records both the name of the Preparer and the Description of the entry (from the J/E template) into the �Comments� section of the screen.

11. G/L Journal Entry Procedures

12. G/L Journal Entry Procedures

13. G/L Journal Entry Procedures After the J/E is processed the person entering the J/E must record the J/E number given by Colleague onto the J/E form. (Required) The original J/E is forwarded to Finance & G/L Systems via Interoffice Mail. (Required) Originating department should keep a copy. G/L files the J/E in one central location of the Finance & G/L department for research & auditing purposes.

14. G/L Journal Entry Procedures G/L audits compliance with procedures (e.g., J/E approval, description, etc.) and investigates breaks in sequence (missing J/E�s). Results are reported to the Director of MIS Training & G/L Systems and recurring issues are escalated upward when necessary. J/E�s are posted to the General Ledger in two hour intervals. (No change to current practice.)