Journal Request Change (JRC)

A JRC Form is used to change a posted transaction.  Once a department has verified in DEMIS that the funding has posted incorrectly, and no other transactions have occurred after the original transaction was processed, they may enter and submit a JRC form to FACC for processing. If there are any required fields left blank or completed in error, the form will returned to the requestor and will not be processed.

JRC Guide

Transaction Types:

  • Vouchers
  • PCARDs
  • SOVs (buyer side)
  • SORs (seller side)
  • FOM (Direct debit Facility charges)

JRC Form:

  • Prior to submitting a JRC form, run a DEMIS report to confirm the funding string on the top section of the form is accurate. (Document ID, account, fund, cost center, CF1)
  • JRC form must be fully completed
    • Fiscal Year
      • We CANNOT change the Fiscal Year of a transaction
    • Budget Ref
      • The only time a prior Budget Ref should be used is on a PO voucher that was encumbered in the prior year
      • Running a DEMIS report will show what Budget Ref should be used
    • Source code
      • Running a DEMIS report will show what Source Code should be used
      • The Source Code and Document ID must be equivalent to each other
    • Document ID
      • POs & KUPPS requisitions cannot be changed via JRC form, the form is for POSTED transactions only
      • To confirm if posted run a DEMIS report
      • The Document ID must match DEMIS
    • Account
      • The account in the top “Incorrect Transaction” section must match DEMIS
    • Fund
      • Cannot change a transaction from state funding to KUEA fund 725 due to KUEA reimbursement policy
      • Cannot change an 9XX fund transactions
      • The fund in the “Incorrect Transaction” must match DEMIS
    • Dept ID
      • The Dept. ID in the top “Incorrect Transaction” section must match DEMIS
    • Amount
      • Put ONLY the amount that is INCORRECT and needs to be changed
      • The form must balance
    • Chartfield1 is only required if on the original transaction

JRC Guidelines:

  • DO run DEMIS report
  • DO complete all fields on the form (Chartfield1 is required if it was on original transaction)
  • DO have the top “Incorrect Transaction” FUNDING match what is posted in DEMIS
  • DO use the comments section to provide additional details when changing only a portion of a transaction amount
  • DO submit cost transfer form to KUCR (Anita Abel) if JRC form involves 717/718
  • CANNOT change state funding to KUEA 725
  • CANNOT change KUCR funding (906, 908, etc)
  • CANNOT change expense report
  • CANNOT change travel auth
  • CANNOT change pending transaction
  • CANNOT change transaction that posted in a prior fiscal year
  • CANNOT change PO
  • CANNOT use a different source code than original transaction
  • DO NOT submit duplicates (to confirm submission please check your Sent email folder)

Submit a JRC (EXCEL)

If a department has identified an error in coding for a departmental deposit, please refer to Departmental Deposit Corrections or Departmental Deposit Cancellation sections on the FACC website.

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