The Journal Voucher feature allows MyFinancial.desktop (MyFD) users to initiate and approve Journal Vouchers (JVs) within MyFD, including those for general ledger accounts.
The MyFD JV feature allows users to create entries against a budget or general ledger. JVs are only used for entries that cannot be completed through a MyFD Expense Transfer (for example, this would include a transfer involving a revenue or balance sheet item, or when posting to a general ledger).
Journal Vouchers may be initiated and submitted electronically by authorized MyFD users. Users may locate posted entries against budgets on the Transaction Summary Report or Reconciliation Report. Journal Vouchers that have been saved, submitted, are pending approval, or post against general ledgers or funds are listed on the Saved & Submitted page.
MyFD JVs must be initiated and approved by authorized MyFD individuals using an individual NetID. Shared NetIDs are able to be included in the Journal Voucher Distribution list to receive email notifications once the Journal Voucher posts, however, the ability to access the MyFD JV through the email notification links requires an individual to both 1) have an ASTRA authorization for MyFD for at least one budget and 2) be listed with their individual UW NetID in the Distribution List.
MyFD retains the current biennium, plus three prior biennia of transaction data, including a full audit trail. Required support documents for the Journal Vouchers are available online within the JV form, and linked within MyFD, for the full retention period.
Salary Journal Voucher Information
When creating a Journal Voucher for a salary, MyFD users must manually calculate and include the associated benefit expenditures, using the correct historical rates, or the benefits will not be included as part of the JV.
Attachments
Providing appropriate support for a financial transaction is an essential element of internal control. General guidance regarding financial transactions and support documentation is found in the Internal Controls area of the Financial Reporting website: https://finance.uw.edu/fr/internal-controls/documentation
Supporting documentation could consist of an Excel file showing calculation for the transaction, a PDF of financial statement, PDF of legal document or signed agreement and/or a memo requesting or explaining the transaction. The approver of the Journal Voucher must decide if the supporting documentation is sufficient enough for someone to clearly understand the purpose of the accounting entry and ensure it is free from errors.
Need More Information?
Review our MyFD Access page for information on Journal Voucher preparing, approval and email notification requirements. Please note either the preparer or approver must have JV/Expense Transfer access in ASTRA.
Watch the MyFD Journal Voucher eLearning tutorial and explore our Journal Voucher FAQs.