Journal Request Change Form

Journal Request Change Form may be found on the Financial System Resource Center site.

Link: https://kansas.sharepoint.com/teams/fsrc/Lists/GL%20Forms/Tiles.aspx

This form is for POSTED transactions only. 

This form may not be used to change purchase orders, requisitions, travel authorizations, expense reports, pending transactions or prior fiscal year posted transactions.

Enter all Chartfield Segments that appear in the original journal with the exception of changing the account to the new FITC value if the original posted transaction occurred in PeopleSoft Financials.  Any chartfield segments not used in the original posted journal, enter the default value of those segments.

           

Fund (3digits)

Account (6 digits)

      Use correct account codes

      Revenue begins with 4

      Expenses begins with 5

Cost Center (7 digits)

CF1 (10 digits), Default = 0000000000

Program Code (4 digits beginning with T), Default = 0000

Reimbursable (10 digits), Default = 0000000000

Project (10 digits), Default = 0000000000

 

Please follow general information instructions noted below: 

  • DO run OAC OR DEMIS report
  • DO complete all fields on the form
  • DO have the funding entered in the “Incorrect Posted Transaction” section to match what is posted in OAC or DEMIS report
  • DO use the comments section to provide additional details about the request
  • DO submit cost transfer form to KUCR (Anita Abel) if JRC form involves 717/718
  • DO Not submit duplicate forms

An Attachment to support the JRC Form is required to be submitted in the same email as the JRC Form

  • Attachment should identify the original posted transaction and funding
  • Attachment should be an OAC or DEMIS report

General information for each field on the Journal Request Change Form

  1. Submitted By (Required)
    1. Input requestors name, department, email, phone, and request date
  2. Reviewed by SSC Finance Manager
    1. Input SSC Finance Manager’s name, email, and phone
  3. Comment/Purpose/Justification
    1. Use the comments section to provide additional details about the request
  4. Business Unit
    1. Enter either UAKNS or KURES as the Business Unit
    2. Changes for UKANS and KURES posted journals cannot be made on the same JRC form being submitted
  5. Transaction Reference
    1. This is the journal name or transaction id from the original posted journal
    2. If transaction was posted prior to FITC implementation, this information can be found in a DEMIS report.  If the transaction was posted in FITC, this information can be found in an OAC report.
    3. Enter a FITC Invoice #, PeopleSoft Financial voucher #, actual p-card #, or Deposit #.
    4. Please confirm that the transaction you are correcting has posted
    5. DEMIS or OAC report that documents the posted transaction must be attached with the JRC Form when submitted
  6. Fund
    1. Cannot change a transaction from state funding to KUEA Fund 725 due to KUEA reimbursement policy
    2. The fund in the “Incorrect Transaction” section must match OAC or DEMIS
  7. Account
    1. If the transaction was originally entered in FSKU the account MUST be converted to the FITC account
    2. If the transaction was originally entered in FITC the account MUST match what shows in OAC
  8. Cost Center
    1. The Dept. ID in the top “Incorrect Transaction” section must match OAC or DEMIS
  9. CF
    1. Chartfield1 is only required if on the original transaction and must match OAC or DEMIS
    2. Enter the default value of 0000000000 if there was no CF1 in the original posted transaction
    3. Make sure that the CF1 entered in the “Correct Transaction” section is been validated to process for FITC by FMS
  10. Program Code
    1. T and number
    2. Enter the default value of 0000 in both sections if there was no Program Code
    3. Program Codes are typically used with a tuition related account
  11. Reimbursable
    1. Fund 725 = KUEA Fund #
    2. Fund 720 = Project #
    3. Fund 721 = KUCR Fund to reimburse transaction
  12. Project
    1. Only use for transactions posted to 717, 718, or 9x8 Funds
  13. Debits and Credits
    1. The total of all Debits entered on the form must equal the total of all Credits entered on the form
    2. Incorrect Posted Transaction section
      1. If the original entry has been posted as revenue and is being reversed, a debit is entered using the revenue account
      2. If the original entry has been posted as an expense and is being reversed, a credit is entered using the expense account
    3. Correct Transaction section
      1. If revenue should be posted, enter a credit using a revenue account
      2. If an expense should be posted, enter a debit using an expense account
  14. Line Description
    1. Incorrect Posted Transaction section
      1. The line description may be the same as posted from the original journal
    2. Correct Transaction section
      1. The line description should reflect necessary and appropriate accounting information
  15. Tender Type
    1. Used when submitting a journal correction to on a posted Miscellaneous Deposit
    2.  The Incorrect Posted Transaction and the Correct Transaction should show the same information
    3. Cash & Check, M/V/D/A, eCheck, ACH/Wire
  16. Bag Number
    1. Used when submitting a journal correction to on a posted Miscellaneous Deposit
    2. The Incorrect Posted Transaction and the Correct Transaction should show the same information
    3. Dept Acronym followed by number only on deposit bag (if submitted for cash and checks deposit)
    4. Dept Acronym followed Business Date (if submitted for
  17. KU Reference
    1. Used when submitting a journal correction to on a posted Miscellaneous Deposit
    2. The Incorrect Posted Transaction and the Correct Transaction section should show the same information
  18. Email completed JRC Form respectively to:
    1. UKANS: facc@ku.edu
    2. KURES: kucrcr@lists.ku.edu
    3. Check your email sent box to confirm submission of the JRC form

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