v01292014*Office of Financial Affairs Use Only* Preparer Information Purpose of journal entry:Email this journal entry to: See questions/comments…

Journal ID: Prepared by: Sponsored Programs spa@brandeis.edu #1-3 belowTelephone Ext: Deposits (Cash/checks) cashier@brandeis.edu #1 & 4 below

For help with form please call: Date Prepared: Deposits (Electronic) generalaccounting@brandeis.edu #1 & 4 belowCherie Sadeli 781.736.454 Gen Acct Date: Reviewed by: RLDCN rldcn@brandeis.edu #1 (non-grant) or #1-3 below (grant)Joseph Tracy 781.736.863 Gen Acct All Other generalaccounting@brandeis.edu #1Cassie Saint-Louis 781.736.511 SPA

Indication of potential issue (eg. Acct doesn't exist, edit combo issue, etc.) Indication of required input/action

Line Acct Fund DeptID Program Proj/Grant Debit Amount Credit Amount Reference Transaction Description(4) (2) (5) (5) (prj 9) / (grant - 6) - - (10) (30)

01020304050607080910 GRANTS ONLY1112 GRANTS ONLY13 014151617181920 GRANTS ONLY21222324 GRANTS ONLY25 026272829303132 CASH RECEIPTS ACTIVITY SEND TO:3334353637383940

All boxes below (HIGHLIGHTED IN GREEN) must be adequately answered or the form will be returned to the preparer.

1. All journal entries are required to be supported by a complete description explaining why this entry is being requested

2. Does this transfer intend to move an expense onto a project/grant?

2a. Please explain how this expense is necessary to the performance of this project.

3. Cost Transfer over 90 Days?

3a. For cost transfers greater than 90 days after the run date of the web report where the original transactions appears, explain the delay in submitting this form and the steps that have been taken to ensure that future transfers will be made more timely.

cashier@brandeis.edu4. Upon receiving your journal entry via email, cashier@brandeis.edu will provide you with a journal ID. a. For deposits containing only cash, indicate the journal ID on the brinks bag and deliver the bag to the cashier's window at 60 Turner Street. b. For deposits containing checks only, indicate the journal ID on the face of the checks and deliver the checks to the cashier's window at 60 Turner Street. Checks should not be delivered in brinks bag.

Frequently Asked Questions

1. What is the purpose of this form?

2. How should this form be submitted and how should I send the supporting documentation?

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5. What do I need to fill out in the journal entry form?

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7. How do I know what chart-string to use?

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10. I need more help on this new journal entry form. Who do I contact?

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12. Can I combine multiple RLDCN’s on one journal entry?No, every individual employee should have a separate entry completed.

The purpose of this journal entry form is to record any accounting entries, including sponsored program accounting, deposits, and Retroactive Labor Distribution Change Notice (RLDCN). This journal entry form replaces the following paper journal entries: Cash Receipt Transmittal (CRT), Student Cash Receipt Transmittal (BUR), Retroactive Labor Distribution Change Notice (RLDCN), and Cost Transfer Form for Grants (GTR).

This journal entry form should be submitted electronically via email along with any supporting documentation. Please choose one of the email addresses indicated on the top right hand side of the journal entry. Even though this form is to be submitted electronically, do I need to print it out and bring it to 60 Turner Street if I want to make a deposit?No. If you are using this form to make a cash or check deposit, please email the journal entry form to accountspayable@brandeis.edu, prior to making the deposit. Upon receipt of your email, we will provide you with a journal ID. Please clearly indicate this journal ID on the check or on the brinks bag containing the deposit, and then bring the deposit down to 60 Turner Street. Please do not bring us your check or cash deposit until you have a journal ID.

Previously, the Cash Receipt Transmittal (CRT) form always made me debit the chart-string 1101-11-72400-11000 to record deposits. This new journal entry form does not have this chart-string shown anywhere. Does this mean I can debit any chart-string to record deposits now?For deposits that are not related to Student Financial Services, you will still have to debit 1101-11-72400-11000.

You will need to complete all items highlighted in green, such as the preparer information. As you complete the debit and credit section, you will be asked to answer additional questions on the right hand side. Please provide us with as much explanation or description as possible.

Some parts of the journal entry are highlighted in red, indicating that there is a potential issue. Does this mean I cannot submit the journal entry?Generally, items highlighted in red do not prevent you from submitting the journal entry form. However, if the red highlights are due to the total debits not equalling the total credits, then you will need to fix the entry prior to submitting it to us.

Please visit the chart of accounts page on our website: http://www.brandeis.edu/financialaffairs/controller/accounts/index.html

The journal entry does not seem to recognize the new account number and department ID that was just created. What do I do?You are probably not using the latest version of this form, which can be found in our website: http://www.brandeis.edu/financialaffairs/forms/controller-forms.html

Do I need to have this journal entry form reviewed internally within my department prior to sending it to Finance?We recommend that you do, but this is a procedure that should be decided internally within your department. When you send the journal entry to us, feel free to Cc the person(s) within your department who has the responsibility of reviewing or approving the form. If you are a one person department and do not have anyone to review your journal entry for you prior to sending it to us, please leave the reviewer name blank on the journal entry form.

The fastest way is to send an email to one of the mailboxes indicated on the top right hand side of the journal entry form. Do I need to fill out a deposit ticket in addition to the Journal Entry when I am making a deposit?No, each check should be individually listed line by line as credits with the reference being the check number