The new online departmental journals will be done on custom
NAU journal pages. The customization allows for greater control over security
and workflow for departmental journals
The departmental journals will have one of two journal
sources. Journal Source IDT - “Internal
Departmental Transfer” and IST -“Internal Service Center Transfer”. Through user preferences, the Journal Source
will default to IDT. However, approved
service center departments will have the option of changing the journal source
to IST for service center revenue to expense transactions. The main difference between the two journal
sources is how the transactions route through workflow (see page 2 for the
workflow diagram).
Key Processing Functions:
- Approvers
can also be initiators. If approvers are
initiators, the documents will self approve at the department or project
level.
- Approvers
for departments and projects are the same as those that are setup for
Requisitions and Travel & Expense claims.
- If
more than one approver is assigned to a department, only one approver is
required to approve for that department.
- IDT
workflow would limit the number of departments with multiple approvers to 10
departments. As a result, if you are
charging more than 10 departments on an IDT journal , it is recommended that
you break up the journal into separate journals with less than 10 departments
each.
- Journals
must pass budget check before they can be submitted for approval.
- Journals
that pass budget check will post to the budget ledgers prior to approval. If approval is denied, the budget checking
will be reversed through a nightly re-edit process.
- For
IDT journals, workflow approval is only required by the department or project
manager for the debit side of the entry (i.e., positive number, charges to expense
or revenue decrease).
- For
IST journals, workflow approval is only required by the service center
department manager as the charge is presumed to be pre-approved.
- Central
approval by the Budget Office, Financial Accounting Services and or Post Award is
required for certain transactions.
- Workflow
approvals must be complete by month end close.
Journals approved for a closed month will reject as part of the nightly
re-edit and post processes. The
accounting date cannot be changed for journals, so those journals would have to
be copied to a new journal to be processed in an open month.
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