Vol. 19, No. 36

July 20, 2000

New feature on web JV

The Journal Voucher (JV) has a new feature, and new procedures have been established for back-up information. Originators now have the flexibility to prepare JVs for the current month or for up to 11 months in advance. Simply select the appropriate fiscal month from the drop-down box below the explanation section and submit as usual. The system will release the JVs to be approved within the month selected. In a procedure change departments will now be responsible for maintaining back-up information and must follow these retention guidelines: 1. Back-up retention is three years for departments using nonresearch accounts. 2. Back-up retention for research accounts should follow the guidelines from the Office of the Vice Provost for Research. Departments should no longer send back-up information to General Accounting. For those instances when the explanation exceeds 17 lines, multiple JVs will need to be prepared. As a reminder, the JV explanation should include the reason for the JV and relevant statement information. Statement information should be in the same format as it appears on the account statement. For example, the date, description, reference number, transaction code, object code and amount may be presented as follows: 5/24/00 Advanced Audio 24678 232 498 $700.00 Check the General Accounting home page at [http://www.udel. edu/genacct/index.html] for instructions and new developments or call 831-2175.