uct administrative documentation guidelines: journal processing for nrf grants ============================================= gui


UCT Administrative Documentation
Guidelines: Journal processing for NRF grants
=============================================
Guidelines summary
------------------
*
Only certain types of journals are allowed on NRF funds.
*
The correct journal forms must be used.
*
Required information must be included in the request for journal
form.
*
Required relevant supporting documents must be attached to the
journal.
*
Totals and debit funds must be checked before sending the journal.
Guidelines details
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Types of journals allowed on NRF funds
*
Payments to internal UCT departments, e.g. lab supplies, vehicle
hiring, etc.
*
Corrections/transfers of expenditure, i.e. where incurred against
the wrong fund/GL account
*
Salary contributions, i.e. where a portion of the person salary is
covered by NRF fund
*
Grant holder top-up bursaries
*
Moving third party reimbursement revenue to the expense GL account
Journal forms to be used

Always use the latest form on the UCT Administrative Forms website,
see: http://forms.uct.ac.za/forms.htm.
If the journal you want passed is…
then you must use…
at least two lines, but less than or equal to six lines
FM014: Request for journal: multiple entry
more than six lines
FM014 spreadsheet: Request for electronic multiple entry journal
Required information in the request for journal form
*
Fund number
*
Cost centre
*
GL codes:
*
If the journal relates to the transfer of existing expenditure,
the same GL account must be used as in the transaction reflected
in the fund
*
If the journal relates to the charge out of expenditure, then:
*
for expense GL accounts, see: FM005: Expenses Commitment
item/General ledger accounts, and
*
for revenue GL accounts, see: FM006: Revenue commitment
item/general ledger account hierarchy.
*
Amounts
*
Meaningful text about the transaction, not the reason for the
journal, e.g. ‘Smith H/Inn PTA 2-6Jun SACI Conf’, or use the same
text of the initial transaction.
*
Totals
*
Authorization by grant holder
*
In the FM014 spreadsheet, document header text:

This text must follow format indicated on the form and must be
inserted in the subject line of the email to which the form is
attached so that electronic and hard copies can be matched.
Relevant supporting documents required
The table below indicates what documents or information are required
for what type of journal:
For a…
Include the following documents/information:
Payment to internal UCT departments
*
Invoice from the department, reflecting the fund number and cost
centre to be credited
*
Order requisitions should reflect fund number
Transfer of expense
*
All supporting documents related to the purchase order
Note: These documents are available from SAP as they are scanned.
Note: Only purchase orders invoiced or paid can be transferred via a
journal
*
The purchase order number to be included in journal text
Note: The value type for the transaction in the SAP report should not
reflect ‘Purchase order’
Salaries contribution
*
Proof of where the permanent salary is being paid from (i.e. SAP
payroll posting report)
*
Motivation as per contribution to the research project (i.e.
attach budget proposal)
*
Text detailing the calculation of the salary amount charged (e.g.
time, %, etc.)
*
Text detailing the staff name, number and period
Checks to perform before sending the journal
Before sending the journal to Central Research Finance (CRF) for
processing, ensure that:
*
The debit and credit totals equal each other.
*
The debit fund has sufficient budget for the journal to be
processed.
2021-11-18
Guidelines – Journal processing for NRF grants
2

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