Guidelines & Procedures
About-Us Journal Voucher Submission Procedure
Purpose:
To facilitate the transfer of residual salary and benefits balances between FRS accounts. The About-US journal voucher
is processed through the About-US system.
Guidelines:
In order to use an About-US journal voucher to transfer residual salary and benefit amounts, the following list of
conditions must be met:
- Only residual salary and benefit amounts can be transferred. The amounts being transferred must be less than the
salary for one full payroll period.
- The transfer must be between funds with the same first digit (e.g. 4-fund to 4-fund, 1-fund to 1-fund).
- The account the amounts are being transferred from must be the account that the salary was originally charged to.
- The transfer of residual balances can be made using the salary sub-code only, if benefit costs are not required to
clear.
- The use of About-US journal vouchers will also be accepted for accounts in different ledgers if the correction is
only changing the dollar amounts being charged to accounts that were established on the initial appointment.
Example
An employee was hired in About-US at $2050 per month as a Tech Assistant effective 09/01/2000 with the following account distribution .
|
Action
|
Effective Dt
|
Account
|
Dist %
|
Comments
|
|
Hire
|
09 01 2000
|
4 12345 1300
4 23456 1300
7 12345 1300
|
25 %
25 %
50 %
|
Balance at 06 30 2001
2050 x 25% x 10 = 5,125.00
2050 x 25%x 10 = 5,125.00
2050 x 50% x 10 = 10,250.00 |
|
Account Change
|
07 01 2001
|
4 12345 1300
4 23456 1300
|
50 %
50 %
|
The maximum funding allowed on 7 12345 1300 is 10,000.00. Actions required 07 01 2001.
- A JIF is required to initiate an earnings distribution change.
- A Journal voucher is required to transfer $250 from 7-12345-1300 to 4-12345-1300.
|
Situations where an About-US journal voucher is not appropriate:
- JIFs are required in all situations where the employee concerned is in the following bargaining units: ASPA,
CUPE 1975, CUPE 3287, PAIRS, USFA.
- Journal
vouchers will not be accepted for transferring salaries that were
charged to the wrong account due to administrative errors or while
waiting for an account to be set up regardless of the dollar value.
These types of transfers are to be initiated via a JIF.
- Where an employee's actual job has changed and the account funding the position has changed, a JIF is required.
General inquiries:
General inquiries about clearing residual salary and benefit amounts or whether a transfer can be made by an About-US
journal vouchers should be directed to your college Financial Analyst in Financial Reporting (8303).
Completed About-US Journal Vouchers:
Completed About-US Journal Voucher forms are to be forwarded to:
Payroll Department
Room E70 Administration Building
Contact:
For additional assistance please contact:
Kelly Read
Payroll Operation Manager
966-8321
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