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University of Delaware

General Accounting

Journal Voucher Rules*


General Accounting Homepage *Please also see JV Instructions

Table of Contents

Equipment * Parking Fees, Fines, or Permits * Sale of Scrap & Surplus * Backup

Electronic Journal Voucher Automatic Edit Checks

Object Code Rules * Transfers & Allocations








EQUIPMENT

1. EQUIPMENT - Class I (Unit Value over $5,000 and useful life over 2 years)

(For more information, please read Policy Number 5-10 in the Procurement and Auxiliary Services section of
University Policies & Procedures)

JV's with equipment object codes (670-690) must have a purchase order number, tag number or approval by the Records Analyst/Coordinator in charge of property records in the Purchasing department.

Fabricated equipment is explained in Policy Number 5-10, Section II, part A (2.c.) in the Procurement and Auxiliary Services section of
University Policies & Procedures)

2. SALE OF EQUIPMENT BETWEEN DEPARTMENTS

(For more information, please read Policy Number 5-18 in the Procurement and Auxiliary Services section of
University Policies & Procedures)

A. NON-CAPITALIZED ASSETS

1. Object code should be 8XX for the debit entry and 9XX for the credit entry.

2. Approval from both buyer and seller required.

B. CAPITALIZED ASSETS

Rules 1 and 2 above plus:

1. CC: to Records Analyst/Coordinator, Property Records

2. Tag number and equipment description should be shown in the explanation.

3. Seller responsible for providing an Equipment Relocation Form to Purchasing. The statement, "Purchasing to be notified" must appear in the explanation.

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PARKING FEES, FINES, OR PERMITS

1. FACULTY AND STAFF

The University will not pay for any parking related fees, fines, or permits for any faculty or staff. Faculty and staff are defined as anyone who receives a paycheck including students.

2. NON-FACULTY AND NON-STAFF

The University will pay for non-faculty and non-staff parking related fees, fines or permits, with approval from the appropriate administrator for the account being charged.

Refer to University of Delaware Department of Public Safety Parking Services policy for faculty and staff (www.udel.edu/PublicSafety/facstafpermits.htm) for more information on parking permits.

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SALE OF SCRAP AND SURPLUS

A. When funds from a sale of scrap are to be given to a department, the following should be forwarded to the Budget Office:

1. A copy of the cash transmittal reflecting the deposit of funds into the Sale of Scrap account (1-0-89-9464-00).

2. A written approval from Purchasing allowing the transfer of funds to the department.

3. The account number where the department would like the proceeds to be transferred.

B. The Budget Office does a budget revision and journal voucher to move the funds using an account number provided by the department.

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ELECTRONIC JOURNAL VOUCHER AUTOMATIC EDIT CHECKS

  1. The "Description" is required and cannot be left blank.

  2. The account number must contain 13 numeric characters consisting of 10 for the account number and 3 for the object code.

  3. The account number must be active and in the General Accounting Description file.

  4. Current Budget revenue accounts (1-0, 1-2, 2-0) must use revenue object codes (001-189).

  5. Current Budget expense accounts (1-1, 1-3, 1-4, 2-1) must use expense object codes (201-999).

  6. Accounts beginning with "1-5," "1-6," "1-7," "2-5," "2-6," and "2-7" cannot use object codes 001-189.

  7. Accounts with functions of "85," "86," or "96" cannot use expense object codes (200-990).

  8. Object codes 601-669 can only be used with accounts beginning with "8".

  9. Accounts beginning with 1-1-89, 2-1-89 or 2-1-99, must use 991 or 992 object codes.

  10. The line number must be three digits. It is required with certain salary object codes. See the Treasurer's Office list of object codes for salary object codes that are marked with an asterisk (*).

  11. There must be either a debit amount or a credit amount for each entry but not both.

  12. The total of all detail debit entries must equal the total of all detail credit entries.

  13. The "Explanation" is required and cannot be left blank.

  14. The location of back up selection is required and cannot be left blank.

  15. The Routing Class must be Authorizer, Carbon Copy, or Both (for both authorizer and carbon copy). Note: Journal Vouchers must be submitted or authorized by at least one account administrator assigned to at least one account number on the JV.

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BACKUP

Backup documentation for non-sponsored accounts must be retained in the department for at least three years. For more information, check the University Archives Records Management guidelines. Backup documentation for sponsored accounts must be retained until Office of the Vice Provost for Research (OVPR) notifies the department that the account records and supporting documentation can be destroyed. For more information, check the Records Retention section in Part I of the Guide to Decentralization on the OVPR Web site.

For all types of expense transfers or account error corrections, for sponsored and non-sponsored accounts, the following items must appear in the explanation section of the JV:

  1. An explanation/justification statement for the transfer.
  2. Date, description, reference number, transaction code, object code, line number if applicable, and amount (as shown on account statements or GA Query) where item was originally charged. This information can be copied from GA Query and pasted into the JV form.

If the purpose of the JV is to transfer salary charges, the employee's name, social security number, and time period covered are also required in the explanation.

EXAMPLES OF DETAIL REQUIRED IN EXPLANATION SECTION 

To correct account code:
09/1/99 Advanced Audio 24680 0232 498 $700.00

To correct account code for internal phone charges: 
07/01/99  PHONE EQUIP CHARGE  0680   855   000	196.35

08/01/99  PHONE EQUIP CHARGE  0680   855   000	196.35

09/01/99  PHONE EQUIP CHARGE  0680   855   000	196.35

10/01/99  PHONE EQUIP CHARGE  0680   855   000	196.35

11/01/99  PHONE EQUIP CHARGE  0680   855   000	196.35

12/01/99  PHONE EQUIP CHARGE  0680   855   000	196.35

01/01/00  PHONE EQUIP CHARGE  0680   855   000	195.00

02/01/00  PHONE EQUIP CHARGE  0680   855   000	195.00

03/01/00  PHONE EQUIP CHARGE  0680   855   000	195.00

04/01/00  PHONE EQUIP CHARGE  0680   855   000	195.00



If, as in the example above, the description, transaction code and
object code are alike, the information may be presented as follows:


To correct account code for internal phone charges:
7/01/99 through 4/1/00 Phone Equip Charge 0680 855 000 for a total 
of $1,958.10


To correct procurement card charges allocated too late:
07/016/99  CORP EXPRESS LBCORREL 5000142300  0234   410  000  50.60


To move $2500 to correct account. Expense to be shared by two 
departments:
07/01/99 Gateway   23456  0232 0498 $5,000 (partial)

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OBJECT CODE RULES


1.   When correcting account codes, the object code should remain 
     the same.
     A.   Exception:  Correction of object code error.
     B.   Exception: Library charge for photocopying of missing 
          pages of collections, credit 443 object code and debit 
          692 object code. 

2.   The use of gift object code 081 must be approved by Gifts
     Processing Office.
     A.   Exception:  9-Book accounts may use a gift object 
          code without approval from Gifts Processing Office. 

3.   Any change in salary object code must have payroll
     approval.   

4.   Interdepartmental Transactions - The series of object codes
     from 801 through 898 and 901 through 949 are used to record
     transactions between departments. Journal Vouchers are 
     prepared to either record interdepartmental billing or make 
     corrections to internal  billing. Please see Object Codes.

     A.   Journal Vouchers cannot move transactions between 8XX
          object codes and 4XX object codes or between 9XX object 
          codes and revenue object codes.

        Exception:  Facilities Planning and Construction - 6XX/9XX
        Exception:  Conference Services - 0XX or 1XX revenue object
                    code with 8XX charge
        Exception:  Workman's Comp - 283/908

	Cash reimbursements of internal charges under $100 may be 
      credited to an 8XX.  Any reimbursement over $100 must use 
      a 4XX.


Example:The University pays the phone company with a check that 
        debits Telephone Expense (4XX) and credits cash. The 
        Telephone Services department then bills each University 
        department for a share of the expense by a debit to 854 
        and a credit to 908 (internal charge).  If you make $90 
        worth of personal calls and give your department a check,
        your department will prepare a cash transmittal that will 
        debit cash and credit 854. If you make $150 worth of 
        personal phone calls, this is considered material and not
        truly an expense to the University therefore the credit 
        should go to the 4XX object code to reduce the amount
        of expense reported by the University.



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Please direct questions to : General Accounting

URL of this document : http://www.udel.edu/genacct/jvrules.html
Last Updated Thursday, June 16, 2005
Copyright [c]University of Delaware