Journal entries represent transfers of charges from one account to another which involve a PTAEO Account. They differ from cost transfers in that a journal entry always represents an original charge.
An invoice service center charge is billed directly to a departmental GL Account, but correctly belongs posted to a sponsored research PTAEO Account (i.e., a department's monthly phone bill). The bill represents all phone charges made from specific phone numbers and placed by departmental faculty and staff. A portion of those calls may have been made by a particular faculty member or staff engaged in a specific sponsored research project. Phone calls made as part of doing the work of the project should rightly be charged to the sponsored research PTAEO Account. By completing a journal entry the charges are distributed among the correct accounts. Journal entries are most frequently initiated by a Departmental Grant Administrator .
Note: It is important that you have a method for verifying the legitimacy of all charges to their accounts.
Any SPUD Journal entry which debits and/or credits a sponsored research PTAEO Account must be emailed to PTAEO Processing (this is an entity within the Office of Sponsored Projects) for prior approval and submission.
There are some exceptions to this policy of SPUD Journal Entries:
