Journal Voucher (JV)

• Description
• How to Submit a JV to Banking & Accounting Operations
• Request a JV Copy
• Forms Used

A journal voucher (JV) is a method of entering accounting information. JV entries include debit and credit information. They are used to make adjustments to entries already posted in the general ledger that cannot be adjusted using MyFinancialDesktop (MyFD).

A JV must include:

• The budget number(s) and object code(s) to debit as well as a budget number(s) and object code(s) to credit. The net debit and credit amount must equal zero.
• Detailed explanation (reason for submitting the JV)
• Requesting Department name
• Preparer name and phone number
• Approve name and phone number

Please note - it is encouraged to populate the Date the Journal Voucher Should Be Recorded box during the calendar year with the current day's date.

During year end and biennium cross over periods (see cross over dates here) the Period Journal Voucher Should Be Recorded drop down box must be populated.

All requests must include the following information:

• Budget number or fund to debit (the budget receiving the charge)
• Budget number or fund to credit (the budget receiving the funds)
• Revenue codes, expenditure codes, or general ledger account codes for both debit and credit entries
• Debit and credit amounts
• Reason for the transaction (detailed description)
• Signature of an authorized JV reviewer/approver, unless the request is electronic, in which case the email containing the Journal Voucher needs to be sent by the JV reviewer/approver or somehow reflect their review and approval.
• Name and department contact phone number of the person preparing the JV or requesting memo
• Name and phone number of the person approving the JV
• If transferring costs for equipment over $2,000, a UW equipment tag number should be provided

Journal Voucher entries will appear on your BAR with specific leading alpha characters. These alpha characters will indicate which department processed the JV. The following departments can provide you with copies of the corresponding Journal Vouchers:

Journal Voucher
Electronic Journal Voucher form
Request for Archived JV's, Invoices and Checks

Financial Services
A Department of Financial Management
Modified: September 8, 2009