Internal Transfers

Intra-Fund Transfer (JE15)

The form FGAJVCQ allows authorized users* to submit JE15 journal entries (intra-fund transfers).

Intra-fund transfer (JE15) = Transfer within the same fund

*Authorized User = An individual with Banner access to the Finance module (more information).

When to process JE15 journals

A JE15 journal is processed for the purpose of attributing costs within the same fund. The journal corrects a transaction charged to the wrong FOAPAL combination and is considered an expenditure transfer. This journal does not impact the spending power of a fund since the expense was appropriately charged to the fund - only the Account-Activity-Location code combination of the FOAPAL needs to be corrected. If an incorrect fund has been charged for an expense, a JE16 journal must be processed to correct it.

In order to proceed with a JE15 journal, the following conditions must be met:

  1. The original expense is from the current year. Intra-fund journals are not processed for transactions posted in prior fiscal years. For funds linked to grants, contact the Fund Administrator – they will determine if the entry is necessary for external reporting purposes.
  2. The transaction to correct is a non-salary expense. Adjustments that impact salary accounts must be done as a payroll journal originating from the Payroll Office.
  3. The original expense is not an IDC. Inter-departmental charges (IDC) record sales between McGill Units where one McGill Unit provides a service to another McGill Unit. Adjustments for these transactions are processed by the Unit providing the service.
  4. Only the Account-Activity-Location code combination needs to be corrected. The appropriate fund was charged in the original expense.

A JE15 journal document has, at minimum, two sequences:

  • A credit sequence with the FOAPAL and amount charged in the initial transaction.
  • A debit sequence with the FOAPAL and amount that should be charged for the transaction.

The process of preparing JE15 journals (intra-fund transfers) from beginning to end:

  1. Identify the original transaction and the FOAPAL combination wrongly charged for that transaction.
  2. Make note of the invoice document number along with the supplier's name associated with the transaction – this information must be entered in the JE15 document.
  3. Determine the amount of the expense incorrectly charged to the Account-Activity-Location code combination. Be sure to subtract any sales tax rebates received for this transaction - the amount to credit may be lower than the amount originally charged to the FOAPAL.

    TIP: Determining the Amount
    Use the form FGITRND (view the How to Use Banner page) to verify the amount after any sales tax rebates.

  4. Determine the correct Account-Activity-Location code combination that should have been charged for the expense.
  5. Create a JE15 journal document (intra-fund transfer) in Banner using the form FGAJVCQ (view the How to Use Banner page).
  6. Once completed, the JE15 journal will move to the approval and then the posting process.
  7. Once the document is approved, it is posted to the ledger. The transaction will appear when querying the fund.
    If the document is disapproved, you will receive a system notification email with the document number and a brief explanation as to why it was disapproved. The journal status will change to "In Process" - you will be able to make changes to the document using the Banner form FGAJVCQ and to re-submit it.

Frequently Asked Questions

Questions Answers
The account code of a salary transaction posted to my fund is incorrect and I would like to fix it. May I process this adjustment myself as a JE15 journal? No. You must contact the Payroll Office at 398-4747 or by email at hr.hr [at] mcgill.ca and they will advise you on how to proceed.
What do I do if a document is disapproved? If the document is disapproved, you will receive a system notification email with the document number and a brief explanation as to why and who disapproved it. The journal status will change to "In Process" - you will be able to make changes to the document using the Banner form FGAJVCQ and re-submit it.
Note: The individual who completed the document may view the disapproval message in Banner by accessing the form GUAMESG or by clicking on the link Check Banner Messages in the My Links section on the opening screen of Banner.
I am preparing a JE15 journal, but it keeps being disapproved due to insufficient funds. I am not taking any money out of the fund - why is this happening? Banner validates the document one sequence at a time. When processing a JE15 journal, always enter the Credit sequence first before the Debit sequence.
I just completed a JE15 journal, but I realized I made some errors. How do I correct a completed document? Verify the Approval History of your journal using the View Document menu option in Minerva. If the journal is still in the Fund Administrator's queue awaiting approval, you may contact him/her and ask them to disapprove it for you or you may disapprove it yourself using this menu option. You will then be able to make changes to the document using the Banner form FGAJVCQ and re-submit it. If the journal has already been approved and posted to the Ledger, you will need to submit another JE15 journal to correct the original journal entry.
I have identified a transaction on my financial statement that was charged to the wrong account code - the account code does not describe the nature of the expenditure. The problem is that I am unsure of which account code should have been used. Where can I find a listing of account codes? Refer to the Non-Salary Expenditure Account Codes page on the Financial Services website for a list of Non-Salary Expenditure account codes or you may look up a complete listing of all account codes in Minerva or Banner. If still unsure, contact the Fund Administrator of your fund.
I prepared a JE15 journal document last month and left it "In Process". I now have all the necessary information and wish to complete the document, but Banner will not let me. What am I doing wrong? Make sure you change the transaction date to today's date and TAB through all the other fields to ensure that Banner validates the information properly.
I am preparing a journal and the status of one of the sequences shows "Error". How can I fix this? Verify the information entered in the sequence. Type over several fields (re-enter the information) and TAB through all the fields in the sequence. Be sure to check the auto-hint line for additional information. Click the Save icon and the Status will change to "Postable".
Where may I view a journal document that I have already completed along with the document text? In Minerva, use the View Document menu option. In Banner, use the form FGIDOCR for documents posted to the ledger or use the form FGIJSUM for completed documents pending approval.
I am in the process of completing a JE15 journal document, but I am getting a message "Total amount of all sequences must equal document total". What does this mean? The Document Total of the journal entry must equal the sum of the credit and debit sequences. Use the Banner form FGIJSUM to verify the journal summary information and then adjust either the document total or the amount entered in the sequences.
When I was entering information in a sequence, I tabbed too quickly and passed over the Account code field. Currently, I am in the "Amount" field and the form will not let me go back to the account code field. What should I do? You must finish entering information in the rest of the mandatory fields in the order in which they appear - Amount, Debit/Credit and Description. Once these fields have been completed, you will be able to TAB back to the FOAPAL section. Be sure to read the auto-hint line at the bottom of the Banner form. Once you have entered in the missing account code information, TAB through the entire sequence so Banner validates the information properly.
I noticed that the Organization/Program codes of a journal posted to my fund are incorrect. Should I prepare a new journal to fix this?

No. You do not need to create a new journal entry. Leave the document as is and at the end of the month, Banner will run a program where it will automatically adjust any transactions with the incorrect Organization and/or Program codes.

Note: Do not override Organization/Program codes when preparing a JE15 journal, even if you think that the wrong codes are being populated by Banner. As stated above, a Banner program will automatically adjust the incorrect information.

Inter-Fund Transfers (JE16)

 

The form FGAJVCQ allows authorized users* to submit JE16 journal entries (inter-fund transfers).

Inter-fund transfer (JE16) = Transfer between different funds.

*Authorized User = An individual with Banner access to the Finance module (more information).

Before You Begin:

  • The form FGAJVCQ is used to prepare Inter (JE16) fund journal entries.
  • Special training is required in order to obtain access to preparing adjustments between funds (JE16).
  • Type and timing of expenditure must be permissible under the conditions of the fund being charged.
  • All JE16 journals must be adequately documented.
  • The original expenditure being adjusted is from the current year and not included in financial reports to sponsors.
  • Always use an account code that reflects the nature of the expenditure.
  • Always use the same expense account code that was originally used (unless an error).
  • Ensure that the proposed adjustment has not been previously processed.
  • Adjustments to salary related expenses must be done as a payroll journal originating from the Payroll Office.
  • Ensure that all rebates are included when adjusting invoices.
  • If using the copy journal feature, have the document number of the existing journal which is to be copied or reversed.
  • Note that reversal journals should never be completed prior to the original journal being posted.
  • When using the copy journal feature, if you forget to check-off the Reverse JV or Copy Text boxes, you cannot "roll back" and correct it. You must re-start the journal and the system will automatically assign a new document number, thereby, leaving the initial J-document number's status as incomplete, which must then be removed/ deleted.

The process of preparing JE16 journals (inter-fund transfers) from beginning to end:

  1. Identify the original transaction and the FOAPAL combination wrongly charged for that transaction.
  2. Make note of the invoice document number along with the supplier's name associated with the transaction – this information must be entered in the JE16 document.
  3. Determine the amount of the expense incorrectly charged to the Fund-Account-Activity-Location code combination. Be sure to subtract any sales tax rebates received for this transaction - the amount to credit may be lower than the amount originally charged to the FOAPAL.

    TIP: Determining the Amount
    Use the form FGITRND (view the How to Use Banner page) to verify the amount after any sales tax rebates.

  4. Determine the correct Fund-Account-Activity-Location code combination that should have been charged for the expense.
  5. Create a JE16 journal document (intra-fund transfer) in Banner using the form FGAJVCQ (view the How to Use Banner page).
  6. Once completed, the JE16 journal will move to the approval queue(s) and then the posting process.
  7. Once the document is approved, it is posted to the ledger. The transaction will appear when querying the fund.
    If the document is disapproved, you will receive a system notification email with the document number and a brief explanation as to why it was disapproved. The journal status will change to "In Process" - you will be able to make changes to the document using the Banner form FGAJVCQ and to re-submit it.

Frequently Asked Questions

Questions Answers
The fund code of a posted salary transaction is incorrect and I would like to fix it. May I process this adjustment myself as a JE16 journal? No. You must contact the Payroll Office at 398-4747 or by email at hr.hr [at] mcgill.ca and they will advise you on how to proceed.
What do I do if a document is disapproved? If the document is disapproved, you will receive a system notification email with the document number and a brief explanation as to why and who disapproved it. The journal status will change to "In Process" - you will be able to make changes to the document using the Banner form FGAJVCQ and re-submit it.
Note: The individual who completed the document may view the disapproval message in Banner by accessing the form GUAMESG or by clicking on the link Check Banner Messages in the My Links section on the opening screen of Banner.
I am preparing a JE16 journal, but it keeps being disapproved due to insufficient funds. Why is this happening? There is an insufficient balance on the fund code being charged (fund code entered in the Debit sequence) to cover the cost. Re-submit the JE16 document once there is a sufficient balance in the fund. Be sure to save the Transaction Date as the current date, and to tab through all sequences of the journal document.
I just completed a JE16 journal, but I realized I made some errors. How do I correct a completed document? Verify the Approval History of your journal using the View Document menu option in Minerva. If the journal is still in the Fund Administrator's queue awaiting approval, you may contact him/her and ask them to disapprove it for you or you may disapprove it yourself using this menu option. You will then be able to make changes to the document using the Banner form FGAJVCQ and re-submit it. If the journal has already been approved and posted to the Ledger, you will need to submit another JE16 journal to correct the original journal entry.
I have identified a transaction on my financial statement that was charged to the wrong account code - the account code does not describe the nature of the expenditure. The problem is that I am unsure of which account code should have been used. Where can I find a listing of account codes? Refer to the Non-Salary Expenditure Account Codes page on the Financial Services website for a list of Non-Salary Expenditure account codes or you may look up a complete listing of all account codes in Minerva or Banner. If still unsure, contact the Fund Administrator of your fund.
I prepared a JE16 journal document last month and left it "In Process". I now have all the necessary information and wish to complete the document, but Banner will not let me. What am I doing wrong? Make sure you change the transaction date to today's date and TAB through all the other fields to ensure that Banner validates the information properly.
I am preparing a journal and the status of one of the sequences shows "Error". How can I fix this? Verify the information entered in the sequence. Type over several fields (re-enter the information) and TAB through all the fields in the sequence. Be sure to check the auto-hint line for additional information. Click the Save icon and the Status will change to "Postable".
Where may I view a journal document that I have already completed along with the document text? In Minerva, use the View Document menu option. In Banner, use the form FGIDOCR for documents posted to the ledger or use the form FGIJSUM for completed documents pending approval.
I am in the process of completing a JE16 journal document, but, am getting a message "Total amount of all sequences must equal document total". What does this mean? The Document Total of the journal entry must equal the sum of the credit and debit sequences. Use the Banner form FGIJSUM to verify the journal summary information and then adjust either the document total or the amount entered in the sequences.
When I was entering information in a sequence, I tabbed too quickly and passed over the Account code field. Currently, I am in the "Amount" field and the form will not let me go back to the account code field. What should I do? You must finish entering information in the rest of the mandatory fields in the order in which they appear - Amount, Debit/Credit and Description. Once these fields have been completed, you will be able to TAB back to the FOAPAL section. Be sure to read the auto-hint line at the bottom of the Banner form. Once you have entered in the missing account code information, TAB through the entire sequence so Banner validates the information properly.
I noticed that the Organization/Program codes of a journal posted to my fund are incorrect. Should I prepare a new journal to fix this?

No. You do not need to create a new journal entry. Leave the document as is and at the end of the month, Banner will run a program where it will automatically adjust any transactions with the incorrect Organization and/or Program codes.

Note: Do not override Organization/Program codes when preparing a JE16 journal, even if you think that the wrong codes are being populated by Banner. As stated above, a Banner program will automatically adjust the incorrect information.

I have an expense that was posted last month. Can I still prepare a journal entry to adjust the expense to a different Fund code even though the transaction was posted in a closed month? Yes, expenditures from a prior closed month may be adjusted. Entries are not impacted by fiscal periods, but by fiscal years.

 

Inter-Departmental Charges (IDC)

The form FGAJVCQ allows authorized users* to submit IDC journal entries (inter-departmental charges).

Inter-departmental charge = Charges for goods and/or services rendered by one internal unit to another internal unit.

*Authorized User = An individual with Banner access to the Finance module (more information).

When to process IDC journals

An IDC journal is processed for the purpose of recording an internal sale between McGill units, where one unit (Service Center) provides services and/or goods to another unit - this is considered an inter-departmental charge. Should an IDC be processed in error (a wrong FOAPAL is charged), the Service Center must process another IDC journal to correct it.

IDCs are not to be confused with transfers. The purpose of a "transfer" is to either reallocate financial resources amongst funds or to ensure expenditures are recorded in the correct fund.

In order to proceed with an IDC journal, the following conditions must be met:

  1. A McGill Service Center rendered goods and/or services, in full, to another McGill unit. If goods and /or services have been partially rendered, an IDC should not yet be processed.
  2. The internal sale is a non-salary expense.
  3. If correcting an IDC, the expense was incurred during the current fiscal year. IDC journals are not processed to correct IDCs posted in prior fiscal years. For funds linked to grants, contact the Fund Administrator – they will determine if the entry is necessary for external reporting purposes.

An IDC journal document has, at minimum, two sequences:

  • A credit sequence with the Service Center's FOAPAL and the amount to be received for the internal sale
  • A debit sequence with the FOAPAL and amount to charge for the received goods and/or services from the internal sale

Note: Service Centers which have large transaction volumes every month may be set-up to submit Feeds. Feeds are electronic files transmitted to Financial Services containing large lists of transactions to be posted to FOAPALs.

The process of preparing IDC journals (inter-departmental charges) from beginning to end for Service Centers:

  1. Goods and/or services to an internal McGill unit have been rendered, in full, and a FOAPAL to charge for this internal sale has been obtained.
  2. Create an IDC journal document (inter-departmental charge) in Banner using the form FGAJVCQ (view the How to Use Banner page).
  3. Once completed, the IDC journal will move to the approval queue(s) and then the posting process.
  4. Once the document is approved it is posted to the ledger. The transaction will appear when querying the fund.
    If the document is disapproved, the Service Center (individual who completed the document) will receive a system notification email (sample emails) with the document number and a brief explanation as to why it was disapproved*. The IDC journal status will change to "In Process" - the Service Center will be able to make changes to the document using the Banner form FGAJVCQ and to re-submit it. The Service Center may be contacting the internal unit for additional information prior to re-submitting the IDC journal document.

Frequently Asked Questions for Service Centers

Questions Answers
How do I correct an IDC if the document has already been posted to the ledger? If the IDC journal was posted within the current Fiscal Year, then you will create 2 new IDC journals to make the correction - one IDC journal to reverse the Credit and Debit entries of the original transaction, and another IDC journal to post to the correct Credit and Debit sequences. Be sure to reference the document number of the original transaction in the Document Text [FOATEXT].

IDC journals are not processed to correct IDCs posted in prior fiscal years. For funds linked to grants, contact the Fund Administrator – they will determine if the entry is necessary for external reporting purposes.
 
Since approvals do not exist for Feed transactions, is there a maximum amount that may be charged in a Feed transaction? No. Refer to the Financial Transactions Feed Policy for more information about Feeds and the responsibilities of Originating Units.
I am preparing an IDC journal, but it keeps getting disapproved due to insufficient funds. The Fund to charge must not have enough money to cover the expense. Contact the McGill Unit who received the goods and/or services to obtain a new Fund code to charge.
I just completed an IDC journal, but I realized I made some errors. How do I correct a completed document? Verify the Approval History of your journal using the View Document menu option in Minerva. If the journal is still in the Fund Administrator's queue awaiting approval, you may disapprove it yourself using the Approve Document menu option. You will then be able to make changes to the document using the Banner form FGAJVCQ and re-submit it. If the journal has already been approved and posted to the Ledger, you will need to submit another IDC to correct the original IDC document.
I noticed that the Organization/Program codes of an IDC journal posted to a fund are incorrect. Should I prepare a new IDC journal to fix this?

No. You do not need to create a new IDC journal entry. Leave the document as is and at the end of the month, Banner will run a program where it will automatically adjust any transactions with the incorrect Organization and/or Program codes.

Note: Do not override Organization/Program codes when entering an IDC, even if you think that the wrong codes are being populated by Banner. As stated above, a Banner program will automatically adjust the incorrect information.

What do I do if a document is disapproved? If the document is disapproved, you will receive a system notification email with the document number and a brief explanation as to why and who disapproved it. The journal status will change to "In Process" - you will be able to make changes to the document using the Banner form FGAJVCQ and re-submit it.
Note: The individual who completed the document may view the disapproval message in Banner by accessing the form GUAMESG or by clicking on the link Check Banner Messages in the My Links section on the opening screen of Banner.

Frequently Asked Questons for Units who received a good/service from another McGill Unit

Questions Answers
How do I know if I have been charged for an internal sale? Once an IDC journal document has been posted, it will appear when querying the fund charged. You will see it when you drill down on the appropriate account code using Budget Query for Fund Holders menu option in Minerva. It will also appear on your Financial Statement once the month has closed.
Where may I view an IDC journal document along with the document text? (If I have the document number on hand.) In Minerva, use the View Document menu option. In Banner, use the form FGIDOCR for documents posted to the ledger or use the form FGIJSUM for completed documents pending approval.
Why do IDCs sometimes have a document number starting with "J" and other times they start with "F"? IDC documents which start with the letter "J" have been manually processed in Banner by the Service Center. IDC documents which start with the letter "F" are Feeds - Service Centers may transmit electronic files to Financial Services containing large lists of transactions to be posted to FOAPALs. Feeds are normally submitted for recurring costs.
I noticed that the Organization/Program codes of an IDC journal posted to a fund are incorrect. Should I prepare a new IDC journal to fix this?

No. You do not need to create a new IDC journal entry. Leave the document as is and at the end of the month, Banner will run a program where it will automatically adjust any transactions with the incorrect Organization and/or Program codes.

Note: Do not override Organization/Program codes when entering an IDC, even if you think that the wrong codes are being populated by Banner. As stated above, a Banner program will automatically adjust the incorrect information.