Finance has implemented new requirements for all journal upload requests submitted to Accounting Services.

While most expense transfers are completed through Financial Transactions Services (FTS), there are circumstances when a journal upload request is the correct option for processing a transfer, such as:

• Revenue corrections
• A large number of adjustments, where a journal upload would be more efficient than utilizing FTS
• Cost Recovery transactions

Please continue to send journal requests to your current Accounting Services contact person.  Feel free to contact Kim Napoli at kim.napoli@sjsu.edu.  If you need to verify the correct contact person for your needs. When submitting a journal upload request to Accounting Services, requesting departments should now include the following support documentation listed below:

• An in-depth description of the request, providing justification for the transaction;
• Documentation identifying where the expense/revenue is currently recorded (typically obtained by drilling down into actuals in a Data Warehouse organization report) and;
• Documentation identifying balance of the expense/revenue account after a journal upload (what is the intended end result)

Accounting Services will complete an in-depth review of all journal upload requests, verifying the transfer is appropriate and allowable.

The Journal Upload Template is available on the Finance website. As a reminder it is crucial that campus departments submit journal upload requests following the format as outlined in the template. Not adhering to the specified format requires additional review and causes a delay in processing time.

We are in the process of creating detailed campus expense/revenue transfer guidelines and will share via FinanceConnect once available.