Rev. 10/07

Section 5.07

Page 1 of 1

SECTION 5.07 - JOURNAL ENTRIES

Contact: Accounting @ Extension 4170

A.

Overview

There are occasions when it is necessary to change the account code a

payroll transaction has been charged to. Depending on what type of

change you need to make you will use one of the following methods:

Note: In all of the methods discussed below, you should be dealing

with a transaction that has already been charged/paid.

B.

Account Code Corrections – Employee’s Timesheet

To make an account code change due to clerical error or changes in

spending plan, use the Account Code Change Voucher form. A copy of

the Account Code Change Voucher form is located at the end of this

section or is available upon request via e-mail from the Accounting Office.

•

Account Code Change Vouchers should only be used after the

expenditure appears on your monthly expenditure reports.

•

Make sure that you include the benefits with your correction. They

need to be listed as a separate line item, because they have a different

object code.

•

When preparing an Account Code Change Voucher, be sure to

complete the

description of items

section. If you have several

corrections, you may attach a copy of a transaction recap report

highlighting your corrections and write “see attached” in the

description

of items

section.

•

All vouchers must have the signature authorization of the budget authority.

C.

Account Code Corrections – Employee’s Assignment

To make an account code change to an employee’s assignment, due to

clerical error or changes in spending plan, contact Human Resources.

D.

Deadlines

All Account Code Change Vouchers must be received in the Accounting

Office no later than the 25

th

of the month for the corrections to be reflected

in the current month. Corrections will be reflected on your monthly reports

with a Journal Entry Number in the reference column.

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EVERETT PUBLIC SCHOOLS

ACCOUNT CODE CHANGE VOUCHER

INSTRUCTIONS: This voucher is used to approve and process a

change in the account code to which an expenditure was charged.

Voucher prepared by

ACCOUNTS TO BE DEBITED

AMOUNT

TOTAL DEBITS

Charges listed above are hereby authorized:

ACCOUNTS TO BE CREDITED

AMOUNT

TOTAL CREDITS

DESCRIPTION OF ITEMS

(Attach transaction recap, as needed)

WARR. DATE

VENDOR/PAYEE

WARRANT NO.

P.O. NUMBER

TOTAL AMOUNT

REASON FOR CHANGE:

Clerical Error

Other:

Change in Spending Plan

Signature of Budget Authority

Date

Approved by __________________

Rev 12/01

5.07a