{"id":2179,"date":"2020-09-08T12:42:43","date_gmt":"2020-09-08T16:42:43","guid":{"rendered":"https:\/\/www.yorku.ca\/financedev\/?page_id=2179"},"modified":"2025-01-23T21:47:11","modified_gmt":"2025-01-24T02:47:11","slug":"journal-entries","status":"publish","type":"page","link":"https:\/\/www.yorku.ca\/finance\/how-to-services\/journal-entries\/","title":{"rendered":"Journal Entries"},"content":{"rendered":"\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-9d6595d7 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:66.66%\">\n<p>The allotment of funds within the university\u2019s chartfield structure (i.e. fund, account, cost centre, activity, time, location) occurs via journal entries. Journal entries are the means to transfer dollars within the financial system. It is used to correct actual cost charges or to re-distribute or re-align actual costs. For a complete instruction on completing journal entries refer to&nbsp;<a href=\"https:\/\/www.yorku.ca\/finance\/forms\/#journaltemplate\" target=\"_blank\" rel=\"noreferrer noopener\">Preparing Journal Entries at York University Manual<\/a>.<\/p>\n\n\n\n<p>Any staff member in a department can prepare journals, but journals can only be approved by certain individuals.<\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:33.33%\">\n<h2 class=\"wp-block-heading text-uppercase h5\">Quick Links<\/h2>\n\n\n\n<ul class=\"wp-block-list list-unstyled\">\n<li><a href=\"https:\/\/www.yorku.ca\"><\/a><a href=\"https:\/\/www.yorku.ca\/finance\/wp-content\/uploads\/sites\/76\/2024\/05\/Journal-Upload-Template.xlsx\">Electronic Journal Upload Template and Instructions<\/a>\u00a0(Excel) <em>For best results open with Google Chrome<\/em><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Journal Approvers<\/h2>\n\n\n\n<figure class=\"wp-block-table is-style-stripes\"><table><thead><tr><th class=\"has-text-align-left\" data-align=\"left\">Journal Type<\/th><th class=\"has-text-align-left\" data-align=\"left\">Approved by:<\/th><\/tr><\/thead><tbody><tr><td class=\"has-text-align-left\" data-align=\"left\">Research Journals<br>(Fund 400 and\/or 500)<\/td><td class=\"has-text-align-left\" data-align=\"left\">Cost centre manager; or<br>Primary\/delegated signee<\/td><\/tr><tr><td class=\"has-text-align-left\" data-align=\"left\">All Other Journals<br>including budget allocation journals.<\/td><td class=\"has-text-align-left\" data-align=\"left\">Cost Centre Manager; or<br>Primary\/Delegated Signer; or<br>Executive Officer; or equivalent; or<br>Financial Officer; or equivalent of the cost centres that is included in the journal; or<br>Supervisor\/Manager of journal preparer<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"alignleft size-large\"><a href=\"http:\/\/finance.info.yorku.ca\/files\/2015\/03\/Important.jpg?x12422\"><img decoding=\"async\" src=\"https:\/\/www.yorku.ca\/finance\/wp-content\/uploads\/sites\/9\/2020\/07\/Star_sr_rgb_x2.png\" alt=\"\" class=\"wp-image-9000001381\"\/><\/a><\/figure>\n<\/div>\n\n\n<blockquote class=\"wp-block-quote is-style-large is-layout-flow wp-block-quote-is-layout-flow\">\n<p><strong><em>Approvers cannot authorize someone else to approve on his\/her behalf. Finance will not process a journal if the journal has been approved by an individual who does not meet one of the four (4) criteria listed above.<\/em><\/strong><\/p>\n<\/blockquote>\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Common use of Journal Entries<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>record revenues received<\/li>\n\n\n\n<li>charge other departments for goods and\/or services<\/li>\n\n\n\n<li>correct errors in chartfields (account, cost centre, activity, time and location)<\/li>\n\n\n\n<li>transfer funding support within and between departments and\/or faculties<\/li>\n\n\n\n<li>reallocate revenues, expenses, assets and\/or liabilities<\/li>\n<\/ul>\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Where to send the Journal<\/h2>\n\n\n\n<p>The type of journal will determine the Finance group that will be responsible for processing the journal. Since each area has its own email address for journals, it is important that the approved journals are sent to the correct area to avoid any delays.<\/p>\n\n\n\n<figure class=\"wp-block-table is-style-stripes\"><table><thead><tr><th class=\"has-text-align-left\" data-align=\"left\">Type of Journal<\/th><th class=\"has-text-align-left\" data-align=\"left\">Email<\/th><\/tr><\/thead><tbody><tr><td class=\"has-text-align-left\" data-align=\"left\">Budget Allocation Journals<br>(Contain 099xxx accounts)<\/td><td class=\"has-text-align-left\" data-align=\"left\"><a href=\"mailto:budjrnls@yorku.ca\">budjrnls@yorku.ca<\/a><\/td><\/tr><tr><td class=\"has-text-align-left\" data-align=\"left\">Research Journals<br>(Contain Fund 400 and\/or Fund 500 entries)<\/td><td class=\"has-text-align-left\" data-align=\"left\"><a href=\"mailto:resjrnls@yorku.ca\">resjrnls@yorku.ca<\/a><\/td><\/tr><tr><td class=\"has-text-align-left\" data-align=\"left\">Other Journals<\/td><td class=\"has-text-align-left\" data-align=\"left\"><a href=\"mailto:journals@yorku.ca\">journals@yorku.ca<\/a><\/td><\/tr><tr><td class=\"has-text-align-left\" data-align=\"left\"><\/td><td class=\"has-text-align-left\" data-align=\"left\"><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>The allotment of funds within the university\u2019s chartfield structure (i.e. fund, account, cost centre, activity, time, location) occurs via journal entries. Journal entries are the means to transfer dollars within the financial system. It is used to correct actual cost charges or to re-distribute or re-align actual costs. For a complete instruction on completing journal [&hellip;]<\/p>\n","protected":false},"author":74,"featured_media":0,"parent":5,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"secondary-page.php","meta":{"_kad_blocks_custom_css":"","_kad_blocks_head_custom_js":"","_kad_blocks_body_custom_js":"","_kad_blocks_footer_custom_js":"","footnotes":""},"tags":[68,9,42,43,70,69],"class_list":["post-2179","page","type-page","status-publish","hentry","tag-faculty","tag-finance","tag-journal","tag-journal-entry","tag-keele","tag-staff"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Journal Entries | How to Services<\/title>\n<meta name=\"description\" content=\"Journal entries transfer dollars within the University&#039;s financial system. 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