Requesting a Journal Entry-Academic Areas

Requesting the Journal Entry (non-grant)

• To request a journal entry (JE), send an email to JEProcessing@smu.edu and insert the name of the school in the subject line in front of a brief description of the request. (For example, the subject line of a JE request from the business school might look like this: Cox –JE to correct org for mail cost). Including the name of the school first helps the liaisons quickly identify which school sent the request. Please do not copy or email your assigned Accounting Liaison, or else he or she will receive two of the same JE requests.

• In the body of your email, include instruction or clarification on your request and attach the completed JE upload template and/or other source document(s). The email, along with any attachment(s) you provide, will become part of the JE electronic file.

• Approvals: With proper back-up or source documents, approvals for corrections or transfers within a division are not required. All transfer JE requests will be reviewed by the Director of Academic Support.

Note on Budget Change Requests

All budget change requests should be coordinated with the assigned Financial Business Manager for your academic area and the email subject should indicate BUDGET CHANGE along with the name of the school.All Budget Change requests will be reviewed by the Director of Academic Support.

Grant and Contract Accounting

All journal entries that charge a grant should be sent directly to the assigned Grant and Contract Accountant for processing as special approvals are required. Grant and Contract Accounting has a special JE template for GCA Labor Reallocations that requires the signature of the Principal Investigator/Project Director. Other grant-related journal entries should be submitted on the standard JE Template.