POLICY:  Corrections for an incorrect fund or TCC should be made to the general ledger via a Journal Entry Form. 

PROCEDURES:  The following procedures should be utilized when making general ledger corrections: 

•  When a correction is made on an Journal Entry Form by a department:

• Indicate the FUND-DEPT-TCC and PROJECT NUMBER (if applicable) to be charged.
• Indicate the amount to be charged.
• Indicate the FUND-DEPT-TCC and PROJECT NUMBER (if applicable) to be credited
• Indicate the amount to be credited.
• In the description area, record the reference number of the original transaction being corrected.   This can be a Voucher, Purchase Order, Receipt, Accounts Receivable Charge or Credit or an Journal Entry number.

• When a correction is made on a Journal Entry Form by Accounting Services or the Grants & Contracts Administration Office:

• Indicate the FUND-DEPT-TCC and PROJECT NUMBER (is applicable) to be charged.
• Indicate the amount to be charged.
• Indicate the FUND-DEPT-TCC and PROJECT NUMBER (if applicable) to be credited.
• Indicate the amount to be credited.
• In the description area, record the reference number of the original transaction being corrected.  This can be a Voucher, Purchase Order, Receipt, Journal Entry, Accounts Receivable Charge or Credit or an Journal Entry number.
• When a correction is made to a grant or contract fund (fund numbers 4000-5499):

• A memo should be forwarded or an email should be sent to the Grants & Contracts Administration office describing the situation surrounding the need for the correction.  The information should include the reference number of the original transaction, the amount, the proper FUND-DEPT-TCC and PROJECT NUMBER (if applicable) to be charged and the FUND-DEPT-TCC and PROJECT NUMBER (if applicable) that was charged in error.  The department should not make the correction, but rather forward the aforementioned information to the Grants & Contracts Administration Office.
• If the correction for the grant fund is a salary correction, the department should complete a Request for Salary Correction Form and submit it to the Grants & Contracts Administration Office.  This form may be obtained from the Grants & Contracts Administration Office or from the Grants & Contracts Administration web site.