SECTION 40: Journal Vouchers

1. A journal voucher is prepared primarily for one of the two following reasons:
   1. To transfer or correct a previous revenue or expense transaction.
   2. To charge or pay for services rendered.
2. Budget adjustments or reallocations should not be made on a journal voucher. See Section 12 for budget reallocation request procedures.
3. The "Journal Voucher" form is the proper form on which to submit journal vouchers (see exhibit 40-A).
4. Except as provided in I.E., the original journal voucher should be sent to the Accounting Department, Room 360 Administration Building. A copy may be retained by the initiating department. If another department is impacted by the entry, a copy should be sent to them for their files. All copies should be clearly marked as a copy. This will help prevent it from being forwarded to the Accounting Department for processing.
5. In the following instances, the journal voucher should not be sent directly to the Accounting Department.
   1. All entries impacting General Fund salary accounts (11-1001 - 11-7991), should be routed through the Office of Planning and Budgets for review and approval.
   2. All entries which impact a research grant account (61-0000 - 61-9999 and 71-0100 - 71-5999), should be routed through the Office of Contract and Grant Administration for review and approval.
   3. All entries impacting salary accounts in the Michigan Agricultural Experiment Station or MSU Extension groups (71-6000 - 71-7999), should be routed through the College of Agriculture and Natural Resources Budget Office for review and approval.

1. Provide a detailed explanation of the Journal Voucher. The explanation should include the reason for making the entry, previous transaction document reference number(s) (CHK #, IDT #, CSH #, VOU #, JVE #, etc.), date(s) or period(s) covered by the entry and any other details needed for proper documentation. For services rendered, a description of the goods or services, the number of units sold and unit price are also needed. Journal vouchers are subject to audit. The explanation and documentation must be complete.
2. Indicate department name(s), complete account number(s), object code(s) and dollar amount(s) for both the debit and the credit side of the entry. If additional space is needed, indicate "continued" on the bottom line and attach a second page. The lightly shaded areas in the body of the form are for Accounting Department use only.
3. Provide a precise description of the Journal Voucher within the 19 space grid at the bottom of the form. Because this is the only explanation that will appear on the fund ledger, it should be self-explanatory. Vague descriptions, such as "transfer charges," are unacceptable.
4. The Journal Voucher must be signed by an authorized signer for at least one of the accounts impacted.
5. Date the Journal Voucher, enter your departmental telephone number and distribute the entry as described in Part I.D. and I.E.

Journal vouchers should be prepared and submitted on a timely basis. Entries should be submitted within 90 days of the transaction to which they relate, but not later than the First June closing of each fiscal year. (Entries to correct errors recorded on the First June closing should be submitted for the Second June fund ledger.)