Dept. of Education > Administrative and Management services > Finance, Facilities and Business Strategy Branch > Expenditure Accounting (Payables and Creditors) > Journal transfer request form

Journal Transfer Request

Journal transfer request form - Excel document

Journals are used for the purposes of correcting mis-postings to the General Ledger; bringing to account certain accrual items; and as a mechanism for internal charging between Business Units.

The Journal request form is to be used by non-school Business Units for use within Finance One.

Instructions on using the form

The Electronic Journal is to be sent as an attachment to finserv@education.tas.gov.au. 

The email is acknowledged by way of a reply email with a journal number eg GJ0001.  This message is an acknowledgment of receipt, not of processing, as it must first be authorised by the Senior Executive Officer (Accounting Operations).

There must be a short description in the body of the email as to why the journal is being initiated, eg. 'Reimbursement of materials admin expenses in error."  A statement on supporting documentation is also to be included in the body of the email. (see below).

Supporting Documentation Statement

• If held by unit - 'Supporting documentation is held as per audit requirements'.

• If sent in hard copy to Finance - 'Hard copy sent though internal mail 3/8/04' 

• If scanned and sent as an attachment on the email - 'Supporting Documentation see attached'.

See below for supporting documentation requirements.

All journals are processed by the end of the month so that monthly reports can be accurate.

Supporting Documentation Requirements

The issue of supporting documentation for electronic journals being held by the Budget Centre has had some Units worried about the audit requirement of storage of archival documents for a period of seven years.  As we still require the journal to come as an attachment in electronic format there are a couple of different approaches that may assist.

1. The supporting documentation can be scanned and sent via email to Finance, at the same time as the electronic journal.

2. The journal can be sent through the internal mail with supporting documentation attached. Note: the electronic copy still needs to be sent with a statement in the body of the email,  e.g. "Amount costed to wrong project number.  Hard copy sent though internal mail 3/8/04".  The journal will be acknowledged as soon as the hard copy is received.

If you are happy to meet the audit requirements and store the documentation in your Unit, please continue as before by sending the information electronically with an appropriate statement  in the body of the email,  e.g. "Amount costed to wrong project number.  Supporting documentation is held as per audit requirements".