This policy outlines the documentation and approval requirements for manual journal entries made to General Ledger (GL) strings. Manual entries made to grant-related strings (PTAEOs) are governed by the Office of Sponsored Projects (OSP). Currently GL journal entries are uploaded using Oracle's WebADI upload tool; in this document, they are referred to as "WebADI journal entries."
This policy exists to ensure that appropriate approvals are received for journal entries that meet thresholds for materiality and/or involve donor restricted funds, and that supporting documentation for all journal entries is retrievable for review and audit.
These policies affect staff who prepare, process, upload and/or review WebADI journal entries. Staff include departmental financial administrators, fiscal officers or their delegates, finance center staff, and Controller's Office staff.
This policy refers only to manual journal entries to GL strings, i.e., WebADI journal entries using the Source of "Manual". It does not apply to journal entries processed using the SPUD tool; SPUD requirements are maintained by OSP.
Manual journal entries can be created in one of two ways:
After an entry has been uploaded to the General Ledger, staff in the Controller's Office review the entry for certain criteria and either post or reject the entry.
The webADI template should include additional tabs with documentation sufficient to identify where the amounts in the entry came from and why the entry is being done. This includes evidence of approvals when required (see below). Additional tabs are not needed if the required information is included in the OnBase request.
Examples of appropriate documentation include:
In certain cases, it may be more efficient to include a link to another location where the documentation is stored
Generally, a journal entry requires approval if the total of the journal entry is $100,000 or greater.
Generally, a journal entry should be approved by a department or finance center staff person with sufficient knowledge of the purpose and appropriateness of the journal entry. Approval should be collected and included with documentation before a journal is uploaded.
Fiscal Officers and Host departments Directors will annually review and confirm the individuals in their respective areas who have access to upload webADI journal entries to the GL.
Where journals are processed within a department or administrative area and directly uploaded, without OnBase involvement, the initiating department must keep the completed journal template electronic file and all applicable documentation in a central departmental electronic repository (server) for access and retrieval as needed for audit purposes. Journals should not be stored on an individual's desktop or in person-specific file storage (server, OneDrive) unless they contain confidential information. Documentation should be maintained for seven years.
For OnBase requests for manual journal entries processed via the "Corrections, Journals and Cost Transfer" eForm, OnBase will be considered the system of record and should contain all applicable journal entry approvals and documentation. While departments are free to keep duplicate copies for convenience, it is expected that those uploading journal entry requests through OnBase will verify that all required documentation exists in OnBase for audit purposes.
Additional Organizational Responsibilities
OFFICE WITH SECONDARY RESPONSIBILITY