Financial ServicesMail Stop 203

East Carolina University3800 E. 10th St. 2nd Floor

Anne Jenkins, Associate Vice Chancellor

Sherrilyn Johnson, Financial Director

David Price, Director Financial Reporting

Electronic Journal Voucher Entries

Electronic Journal Voucher Entries The electronic Journal Voucher Entry (JVE)

process originated with the ECU Budget Office for state fund budget transfers and has been successful as a processing and approval method.

Using this process campus wide will:◦ Streamline the JVE approval process and provide

consistency ◦ Drastically reduce processing time◦ Allow for more efficient and accurate data entry

The electronic JVE process must be followed correctly in order for entries to be accepted and processed in a timely manner. The Banner Journal Voucher Entry instructions have been updated on the Financial Services website.

The approval process remains the same. You will just be using email rather than campus mail to route your JVEs.

To prevent duplication:◦ No paper copies should be submitted. ◦ DO NOT “Cc” any of the accounting offices on your

e-mails. We want it coming to our inbox only one time.

Electronic JVE

Prepare the JVE in the provided Excel format. Type your phone number, the date, and your name on the “Prepared By” line. Save the excel file version of your journal entry.

Gather supporting documentation for the entry (ex. a Banner screen print, a copy of an invoice, an email trail, a report, etc.). You will need to scan this information into your computer as well.

Electronic JVE - Preparer

Electronic Journal Voucher Entry Form

Determine the appropriate approver(s) ◦ In order for the entry to be processed, at least one

approver must have Delegation of Authority for the ORGN being debited

Attach the JVE (as an Excel file) along with any supporting documentation and send via email to the appropriate approver. ◦ If the JVE needs approval from more than one individual

in the department/college, give instructions in the email to the first approver to let him/her know who the JVE should be routed to next.

◦ DO NOT “Cc” any of the accounting offices on your e-mails.

Electronic JVE - Preparer

When you receive the email from the preparer, review the Excel file and the supporting documentation attached.

Click “forward” and type that you approve in the body of the email. If changes are needed:◦ Return the entry to the preparer for editing or◦ Select “forward,” open the Excel file, enable editing, and

make the change. Close the Excel file and select “save” when prompted.

Send the email to the next approver or, if you are the final approver, send to the Accounting Office receiving the Credit.

Electronic JVE - Approver

Electronic JVEs - Processing

Accounting OfficeBanner Fund Begins With:

Email Address

State Accounts 111 eaststatefundJE@ecu.edu

Institutional Trust Funds

12, 14, 23, 24, 25, 27, 310, 311, 312, 316, 317, 2E, 6C, 6R, 6Z itf-specialfunds@ecu.edu

Grants & Contracts 21, 159 grantsc@ecu.edu

ECU Foundation E ecufoundation@ecu.edu

ECU Medical Foundation M ecumhsfaccounting@ecu.edu

Alumni Association A ecualumniaccounting@ecu.edu

Electronic JVE - Preparer

Electronic JVE - Preparer

Making a Correction

Making a Correction

Making a Correction

Making a Correction

Making a Correction

Approval E-mail