GLJETravelAdvanceReclass

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					UNIVERSITY OF ALBERTA FINANCIAL SERVICES
GLJE - TRAVEL ADVANCE RECLASSIFICATION
Refer to Travel Advance Procedure

Select highlighted cells for data entry



DEBITS
                                          Receivable     Fund
COA Description               Speed       Account (do   (F210                                                                                      Line Description
(do not change)               Code        not change)   only)    DeptID     Program     Class          Project         Amount (DR)                 (Do not change)
Cash Advance YE Only                        100701        210                                                                              Reclass Mar 31 Travel Advances



INSERT > ROWS : above this row for additional coding lines.
                                                                                                    TOTAL DEBITS                   -
CREDITS
                                           Expense
COA Description               Speed       Account (do                                                                                              Line Description
(do not change)               Code        not change)   Fund     DeptID     Program     Class          Project        (-)Amount (CR)              (Do not change)
Travel Advances                             503255       210                                                                               Reclass Mar 31 Travel Advances



INSERT > ROWS : above this row for additional coding lines.
                                                                                                  TOTAL CREDITS                    -     Journal Entry in Balance

SUPPORTING DOCUMENTATION ATTACHED:                              Supporting documentation must show travel dates beyond fiscal year end and include list of people, dates and
                                                                amounts.




1. Prepared by:
                                                                     Print Name                                          Date
2. Authorized by:
                                                                     Print Name                                       Signature                                Date
3. Senior Financial Officer (SFO) Approval:
                                                                     Print Name                                       Signature                                Date
4. Financial Services Review & Approval:
                                                                     Print Name                                       Signature                                Date
ROUTING INSTRUCTIONS: SFO sends completed GLJE and required supporting documentation to Financial Services. Use electronic submission where possible and campus mail
distribution where document volumes warrant.
Last update: October 2011
EXAMPLE OF COMPLETED GLJE - TRAVEL ADVANCE RECLASSIFICATION
Refer to Travel Advance Procedure



DEBITS
                                         Receivable         Fund
COA Description              Speed      Account (do        (F210                                                                    Amount                   Line Description
(Do not change)              Code       not change)        only)      DeptID     Program       Class           Project              (Debit)                   (Do not change)
Cash Advance YE Only         03148        100701             210      710200        0            0                                   13,500.00        Reclass Mar 31 Travel Advances



INSERT > ROWS : above this row for additional coding lines.
                                                                                                             TOTAL DEBITS            13,500.00
CREDITS
                                          Expense
COA Description              Speed      Account (do                                                                                 -Amount           Line Description (max 30
(Do not change)              Code       not change)        Fund       DeptID     Program       Class           Project              (Credit)     characters). Use description provided.
Travel Advances              03148        503255            210       710200        0            0                                   (13,500.00)  Reclass Mar 31 Travel Advances



INSERT > ROWS : above this row for additional coding lines.
                                                                                                          TOTAL CREDITS             (13,500.00) Journal Entry in Balance
SUPPORTING DOCUMENTATION ATTACHED:                         X        Attach supporting documentation showing travel dates beyond fiscal year end and include list of people, dates and amounts.




Supporting documentation for the above entry:
Note: This query shows all outstanding cash advances as of the current date. Only those advances for travel to take place after fiscal year end (March 31) as shown in the Advance Descr field are to be reclassified.

QUERY: AAA_EX_CASH_ADV_AGING_BY_DEPT - Cash Adv by Dept #days outstnd


                                                                                                                                                                                                                                    Day s
Dept    Depart ment          GL Unit     ID        Name           A dv ID         Des c r                   A dv anc e Des c r                    Line Des c r                            A mount      Currenc y Dat e    P urpos e Out s t anding
710200 Financial Services UOFAB          0123456 Smith, Bill      0000013123      Registration              Toronto, ON May22/11                  Cash Advance on Travel Expense            4,500.00 CAD         2/18/2011 016                  41
710200 Financial Services UOFAB          1234567 Taylor, Anne 0000013042          Conference - General Chicoutimi PQ May29-Jun3,2011 Cash Advance on Travel Expense                         5,500.00 CAD          3/7/2011 003                  24
710200 Financial Services UOFAB          1235476 Xu, Mei Ling 0000013705          Conference - General Vancouver, BC Aug5-10,2011                 Cash Advance on Travel Expense            3,500.00 CAD         1/28/2011 003                  62
                                                                                                                                                                                           13,500.00

				
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