Grant accounting handbook

Section XIV

Accounting Reports 

It is the program director's responsibility to review a variety of reports including the Project Budget Report & the Year to Date Report. Directions for obtaining these reports and an applicable sample have been enclosed in this section. If you need further assistance you may contact the Grant Accounting Office. It is the director's responsibility to ensure that all transactions on the reports are accurate and appropriate.

A Journal Entry Form (example enclosed in the hardcopy of the handbook) must be completed and returned to the Grant Accounting Office by the 5th working day of the month for processing. (See memo dated March 17, 2000 for detail explanation in the Grant Accounting Handbook) if any corrections are to be made that affect the expenditure report. A Budget Transfer Form (example enclosed in the hardcopy of the handbook) must be submitted to the Budget Office if there are any corrections to a budget line item that affects the Original Budget Allocation. After the above reports have been reviewed, it is important to return these forms within a timely manner so all corrections may be transacted and appear on the next month's reports. (Also see Section XX Consolidated Planning pg. 38 of the hardcopy of the Handbook, if your grant is included in the Consolidated Plan for budget amendment directions.)

Fund to Fund Requirements

If you are transferring charges from Fund 2 to Fund 1 or (vice versa) a completed Journal Entry Form is required along with a Memo from the requesting Program Director/Grant Budget Manager to the Program Director/Grant Budget Manager of the fund/project being affected. With a copy of this request addressed to the Grant Accounting Office, after both the program director and budget manager have signed off on the requested journal entry form. Only after this requirement has been met will the Grant Accounting Office complete the transaction.

WITHIN A FUND (Obj to Obj) or (Org to Org)

If there is a Journal Entry request from one Obj to a different Obj (ie. 0443 to 0550) a memo to the Grant Accounting Office is required to provide the rationale for this entry. If the Journal Entry request is from one Obj to the same Obj (ie. 0110 to 0110) no memo is required.

REGULAR JOURNAL ENTRY REQUEST

If a journal request is made from within the same project and it does not violate any of the grant award requirements, no memo is required. The only documentation, that is required, is the explanation, which must be present on ALL Journal Entry Request Forms in the reason for change section of the form.

Journal entry request to remove the negative balances in a project is not a valid reason for a journal entry change. In most cases to correct a negative balance a Budget Amendment to the Budget Office is required.

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Last update: 2/20/2004 4:01:27 PM