G/L Account Posting Form is used to submit journal entries for corrections, transfers and internal charges to Accounting for input into SAP. Note that this form should NOT be used for payroll and benefit corrections. Payroll and benefit corrections should be coordinated with the Payroll Office.
To view the form, instructions, examples and helpful hints, click here G/L Account Posting Form.
For answers to frequently asked questions regarding G/L Account Postings, refer to Helpful Hints for Completing a G/L Account Posting.
Corrections & Adjustments to Posted Transactions. A journal entry is used to move previously posted revenue or expense that was coded to an incorrect cost center, WBS element and/or G/L account.
In contrast, a budget transfer moves expenditure authority from one cost center and/or G/L account to another. Budget transfers must always remain within the same fund type - i.e. budget from one state-aided non-revolving cost center can only be transferred to another state-aided non-revolving cost center. See Budget Transfers for the form used to process a budget transfer.
Transactions between UNK Departments. Departments frequently sell and purchase products or services between departments on the UNK campus. The organization providing the service or product will initiate the billing. The authorization to issue the internal charge will be receipt of the cost center or WBS element from the requestor of the product or service.
To initiate a billing, a UNK department must complete a G/L Account Posting Form and send the form to Finance Office-General Accounting. Mass billings such as postage, copies, telephone, printing, central supplies and mileage can be submitted to Accounting via a spreadsheet document. Accounting enters the documents into SAP.
Transactions between UN Campuses. Departments frequently sell and purchase products and services between University of Nebraska campuses. The organization providing the service or product will initiate the billing. The authorization to issue the internal charge will be receipt of the cost center or WBS element from the requestor of the product or service.
To initiate a billing, a UNK department must complete a G/L Account Posting Form and send the form to Finance Office-General Accounting. Accounting will enter the document into SAP.
Transactions between UNK Departments and NE State Agencies. UNK departments frequently sell and purchase products or services to and from other Nebraska state agencies outside of the University system. The organization providing the product or service is generally responsible for initiating the billing. Transactions between two state agencies are referred to as Interstate Billing Transactions (IBT).
UNK is the purchaser: When a UNK department places an order to purchase a product or service from another state agency outside of the University system, they must provide their department’s NIS address book number to the other state agency. To find your department’s NIS address book number, go to Sapphire Downloads> Reference Guides> Finance> University IBT Expense Agency Code List.Once the other state agency receives the UNK department’s NIS address book number, they will prepare an invoice and forward it to the UNK department for payment processing.
When the UNK department receives the invoice from the billing agency, the invoice should be stamped with the accounts payable stamp, approved, and coded similar to any other invoice being paid, and parked as a one-sided or “VC” (vendor create) document in SAP. The invoice should then be forwarded to the Accounts Payable Office for final processing. Once the parked invoice is posted, the IBT transaction will appear in the department’s financial statements.
UNK is the seller: When a UNK department receives an order for a product or service from another state agency outside of the University system, the UNK department must complete a UNK Interagency Billing Invoice. To find this invoice form, go to Sapphire Downloads> Business Forms> Finance> Interagency Billing Invoice (IBT).This invoice along with any supporting documentation must be forwarded to the Finance Office – General Accounting. General Accounting will enter the transaction into SAP and submit the invoice to the other state agency for payment.