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height:unset"><span></span></a> <div class="header-region"> <div class="block block-search " role="search" id="block-search-form"> <form action="/general-accounting/training/how-review-approve-deny-peoplesoft-journals" method="post" id="search-block-form" accept-charset="UTF-8"> <label class="element-invisible">Search form</label> <div class="form-type-textfield form-item-search-block-form"> <label class="element-invisible" for="edit-search-block-form--2">CO Search</label> <input title="Enter the terms you wish to search for." placeholder="" type="text" onblur="if (this.value == '') {this.value = 'Search this site';}" onfocus="if (this.value == 'Search this site') {this.value = '';}" id="edit-search-block-form--2" name="search_block_form" value="Search this site" size="30" maxlength="128" /> </div> <div class="form-actions form-wrapper" id="edit-actions--2"><input type="submit" id="edit-submit--2" name="op" value="Search" /></div><input type="hidden" name="form_build_id" value="form-mnC6dsmfT5CvQohe35_KMMYVbbrj_pZGv4AC214HrVs" /> <input type="hidden" name="form_id" value="search_block_form" /> </form> </div> <nav class="block block-menu-block " role="navigation"> <ul class="menu"><li class="menu-mlid-2426"><a href="/search/form">Forms</a></li> <li class="menu-mlid-3836"><a href="/search/how-to-guide">How-To Guides</a></li> <li class="menu-mlid-3841"><a href="/news">News</a></li> <li class="menu-mlid-3846"><a href="/services/controllers-office">Contact Us</a></li> </ul> </nav> </div> </div> </header> </div> <div class="page-container"> <h2 class="element-invisible">You are here</h2><div class="breadcrumb"><span class="inline odd first"><a href="/">Home</a></span> <span class="delimiter">»</span> <span class="inline even last">How to Review and Approve or Deny PeopleSoft Journals</span></div> <div class="page row clearfix"> <div class="inner-wrapper"> <div role="main" id="main-content" class="col"> <h1>How to Review and Approve or Deny PeopleSoft Journals</h1> <div class="panel-display panel-1col clearfix" id="co-training-panel"> <div class="panel-panel panel-col"> <div>  <article class="node node-co-training " about="/general-accounting/training/how-review-approve-deny-peoplesoft-journals" typeof="sioc:Item foaf:Document" role="article"> <span property="dc:title" content="How to Review and Approve or Deny PeopleSoft Journals" class="rdf-meta element-hidden"></span> <footer class="article-meta"> </footer> <div class="content"> <div class="field field-type-datetime field-name-field-co-date field-name-field-co-date"> <label>Date Revised</label> <time property="dc:date" datatype="xsd:dateTime" content="2023-09-12T00:00:00-07:00" datetime="2023-09-12T00:00:00-07:00">Tuesday, September 12, 2023</time> </div> <div class="field field-type-text-with-summary field-name-body field-name-body"> <p>This guide explains Journal Approver responsibilities and how to review and approve or deny a journal in PeopleSoft.</p> </div> <div class="paragraphs-items paragraphs-items-field-training-material-section paragraphs-items-field-training-material-section-full paragraphs-items-full"> <div class="field field-type-paragraphs field-name-field-training-material-section field-name-field-training-material-section"> <div class="field-items"> <div class="field-item even"> <div class="panelizer-view-mode paragraphs-item paragraphs-item-full paragraphs-item-training-material-section paragraphs-item-1046 co-training-section-panel"> <H2 > Logging In and Navigating to Pending Approvals in PeopleSoft </H2> <div class="panel-display panel-2col clearfix" > <div class="panel-panel panel-col-first"> <div class="inside"> <div class="field field-type-text-long field-name-field-training-instruction field-name-field-training-instruction"> <ol> <li>Log into <a class="co-external-link" href="https://myaccess.ucsf.edu" target="_blank">MyAccess <span class="co-offscreen-item">(opens in new window)</span></a> (not shown). Scroll down to locate and select <strong>PeopleSoft Financials</strong> from the application menu. If you have set <strong>MyAccess</strong> to display "Favorites", you may need to change to "All Apps" or search for <strong>PeopleSoft</strong>.</li> <li>Click the <strong>Approvals</strong> tile from the homepage to open a subset of your <strong>Worklist </strong>which shows only transactions where you are listed as an <strong>Approver </strong><span aria-hidden="true" class="co-screenshot-label">a</span>. This tile also includes a counter showing the number of transactions awaiting your approval.</li> </ol> <p><strong>Note</strong>: Journal Approvers can also click the <strong>Worklist </strong>tile to identify and review journals requiring their approval.</p> <ol start="3"> <li>The <strong>Pending Approvals</strong> list includes <strong><em>all transactions</em></strong> where you are listed as Approver<em>, <strong>not just journals</strong></em>. Click anywhere on the <strong>Journal</strong> you want to review <span aria-hidden="true" class="co-screenshot-label">b</span>. </li> </ol> <p> </p> <p> </p> <p> </p> <p> </p> <p> </p> <p> </p> <ol start="4"> <li>From the <strong>Journal</strong><b> </b>page, you can: <ul> <li>Go back to your <strong>Pending Approvals</strong> by clicking the back button <span aria-hidden="true" class="co-screenshot-label">c</span>.</li> <li>Access attachments by clicking <strong>View Attachments</strong><b> <span aria-hidden="true" class="co-screenshot-label">d</span>. Note, you will also be able to review attachments directly from the journal page when fully reviewing the journal. See instructions for reviewing attachments in the </b><strong>How to Review Attached Files and UCSF Attachment E </strong>section of this guide.</li> <li>Click on <strong>Approval Chain</strong> to review this journal's approval workflow <span aria-hidden="true" class="co-screenshot-label">e</span>.</li> </ul> </li> </ol> <p>This<b><i> </i></b><strong><i>is not</i> </strong>the page you should use to determine if the journal should be approved or denied as this page may not provide all journal information. The best practice is to review the journal in its entirety, so you get a complete picture of the entered journal, and are able to accurately determine if the journal is compliant with all policies and procedures. Return to this page after your full review to <strong>Approve</strong> or <strong>Deny</strong> the journal.</p> <ol start="5"> <li>To begin your review, click the <strong>Go to Journal Entry Page</strong> link <span aria-hidden="true" class="co-screenshot-label">f</span>. The <strong>Lines</strong> tab is displayed in a new window/tab.</li> </ol> <p><strong>Note</strong>: <strong><em>Do not close the Journal window/tab.</em></strong><em> </em>You will return here after your review to <strong>Approve</strong> or <strong>Deny</strong>.</p> </div> </div> </div> <div class="panel-panel panel-col-last"> <div class="inside"> <div class="field field-type-image field-name-field-image field-name-field-image"> <div class="field-items"> <div class="field-item even"><img typeof="foaf:Image" src="https://controller.ucsf.edu/sites/controller.ucsf.edu/files/Navy-How_to_Review_and_Approve_or_Deny_Peoplesoft_Journals_image01.png" alt="" /></div> <div class="field-item odd"><img typeof="foaf:Image" src="https://controller.ucsf.edu/sites/controller.ucsf.edu/files/Navy-How_to_Review_and_Approve_or_Deny_Peoplesoft_Journals_image02.png" alt="" /></div> <div class="field-item even"><img typeof="foaf:Image" src="https://controller.ucsf.edu/sites/controller.ucsf.edu/files/Navy-How_to_Review_and_Approve_or_Deny_Peoplesoft_Journals_image03.png" alt="" /></div> </div> </div> </div> </div> </div> </div> </div> <div class="field-item odd"> <div class="panelizer-view-mode paragraphs-item paragraphs-item-full paragraphs-item-training-material-section paragraphs-item-1051 co-training-section-panel"> <H2 > How to Review the Lines Tab </H2> <div class="panel-display panel-1col clearfix" > <div class="panel-panel panel-col"> <div> <div class="field field-type-image field-name-field-image field-name-field-image"> <img typeof="foaf:Image" src="https://controller.ucsf.edu/sites/controller.ucsf.edu/files/Navy-How_to_Review_and_Approve_or_Deny_Peoplesoft_Journals_image04.png" alt="" /> </div> <div class="field field-type-text-long field-name-field-training-instruction field-name-field-training-instruction"> <p>For each line:</p> <div style="columns:2"> <ol> <li>Ensure the <strong>Dept ID</strong> used on the line is within the entered Business <b>Unit</b>. For example, if the Business Unit is <strong>SFCMP</strong> the <strong>Dept ID</strong> must be a <strong><i>Campus</i></strong> department, and if <strong>SFMED</strong> the department must be part of <strong><i>UCSF Health </i></strong><span aria-hidden="true" class="co-screenshot-label">g</span>.</li> <li>Review the chartstring information <span aria-hidden="true" class="co-screenshot-label">h</span>: <ul> <li>Ensure the correct <strong>Account</strong> and <strong>Fund</strong> are used for the transaction, and that <strong>Account</strong> is not payroll related. (A salary cost transfer should be used to transfer payroll expense.) Net Position transfers should always have the same 78xxx <strong>Account</strong> on both the debit and credit and should net to zero.</li> <li>Review the <strong>Dept ID</strong>, <strong>Project</strong>, and <strong>Function</strong> and ensure they are not just valid, but that they are correct. For Sponsored Projects, the correct <strong>Activity Period</strong> must also be used.</li> <li>For any <strong>ACTUALS</strong> journal entries, confirm the <strong>Amount</strong> and sign are correct: <ul> <li>A debit (+) sign is used to increase expense/decrease revenue or net position.</li> <li>A credit (-) sign is used to decrease expense/increase revenue or net position.</li> </ul> </li> <li>For <b>sponsored projects </b><strong>BUDGETS</strong><b> ledger journals</b>, remember that <strong>Amount</strong> and <b>sign</b> are the <strong><i>opposite<b><i> </i></b>of<b><i> </i></b>ACTUALS</i></strong>. <ul> <li>A debit (+) sign is used to decrease an expense budget/ increase a revenue budget.</li> <li>A credit (-) sign is used to increase an expense budget and decrease a revenue budget.</li> </ul> </li> </ul> </li> <li>Review <strong>Open Item Key</strong>, <strong>Reference,</strong> and <strong>Journal Line Description</strong> to determine if they are helpful, meaningful, and align with the purpose of the journal <span aria-hidden="true" class="co-screenshot-label">i</span>. <ul> <li>For Source code 320 Cash Journal and 323 Credit Card Journal debit lines, <strong style="font-size: 14px;">Amount</strong><span style="font-size: 14px;">, </span><strong style="font-size: 14px;">Reference</strong><span style="font-size: 14px;">, and </span><strong style="font-size: 14px;">Journal Line Description</strong><span style="font-size: 14px;">, </span><span style="font-size: 14px;">are completed as documented in <a class="co-external-link" href="/training/accounts-receivable-banking-services/how-prepare-edit-submit-cash-journals-peoplesoft" target="_self">How to Prepare, Edit, and Submit Cash Journals in PeopleSoft (Source Code 320) <span class="co-offscreen-item">(opens in new window)</span></a> and <a class="co-external-link" href="/training/accounts-receivable-banking-services/how-prepare-edit-submit-credit-card-journals" target="_self">How to Prepare, Edit, and Submit Credit Card Journals in PeopleSoft (Source Code 323) <span class="co-offscreen-item">(opens in new window)</span></a>.</span></li> </ul> </li> <li>Continue your review by clicking the <strong>Header</strong> tab <span aria-hidden="true" class="co-screenshot-label">j</span>.</li> </ol> </div> </div> </div> </div> </div> </div> </div> <div class="field-item even"> <div class="panelizer-view-mode paragraphs-item paragraphs-item-full paragraphs-item-training-material-section paragraphs-item-1056 co-training-section-panel"> <H2 > How to Review the Header Tab </H2> <div class="panel-display panel-2col clearfix" > <div class="panel-panel panel-col-first"> <div class="inside"> <div class="field field-type-text-long field-name-field-training-instruction field-name-field-training-instruction"> <ol> <li>Verify the Journal <strong>Date</strong>. If the date is incorrect, deny the journal and ask the Preparer to copy the journal, correct the date, and resubmit it <span aria-hidden="true" class="co-screenshot-label">k</span>.</li> <li>Make sure the <strong>Long Description</strong> adequately describes the purpose of the journal. It should clearly state the journal’s purpose and be informative enough for anyone to understand the nature of the journal without reviewing any other item <span aria-hidden="true" class="co-screenshot-label">l</span>.</li> <li>Review the <strong>Source</strong><b> </b>code and ensure <strong>Source</strong><b> </b>code specific rules and policies are being followed prior to approving the journal <span aria-hidden="true" class="co-screenshot-label">m</span>: <ul> <li>320 Cash Journals should include dates the cash was received and deposited;</li> <li>323 Credit Card Journals should include settlement receipt date;</li> <li>For 555 Recharge Journals, the Reference Number should contain the correct recharge approval Project ID (assigned by the Budget Office).</li> </ul> </li> <li>Click the <strong>Attachments</strong><b> </b>link to review documents attached to the journal and follow the steps outlined in the <strong>How to Review Attached Files and UCSF Attachment E</strong> section of this guide <span aria-hidden="true" class="co-screenshot-label">n</span>. </li> </ol> </div> </div> </div> <div class="panel-panel panel-col-last"> <div class="inside"> <div class="field field-type-image field-name-field-image field-name-field-image"> <img typeof="foaf:Image" src="https://controller.ucsf.edu/sites/controller.ucsf.edu/files/Navy-How_to_Review_and_Approve_or_Deny_Peoplesoft_Journals_image05.png" alt="" /> </div> </div> </div> </div> </div> </div> <div class="field-item odd"> <div class="panelizer-view-mode paragraphs-item paragraphs-item-full paragraphs-item-training-material-section paragraphs-item-1061 co-training-section-panel"> <H2 > How to Review Attached Files </H2> <div class="panel-display panel-2col clearfix" > <div class="panel-panel panel-col-first"> <div class="inside"> <div class="field field-type-text-long field-name-field-training-instruction field-name-field-training-instruction"> <ol> <li>Click the filename to open an attachment in the system viewer for the related file type (e.g., <strong>Acrobat</strong> for PDFs, <strong>Excel</strong> for .XLSX, or <strong>Word</strong> for .DOCX files) <span aria-hidden="true" class="co-screenshot-label">o</span>. <ul> <li>Be sure the attachment provides adequate support to help anyone (not just those within the department) understand why the journal was created, and how the amounts were calculated.</li> <li>Only the original Preparer can delete attachments. Though you as the Approver may add additional attachments, it is a best practice to <strong>Deny</strong> the journal and instruct the preparer to attach the additional documentation required.</li> </ul> </li> <li>Click either the <strong>OK</strong> button or the <strong>X</strong> icon in the upper-right corner of the window to return to the journal view when finished reviewing all attachments <span aria-hidden="true" class="co-screenshot-label">p</span>.</li> </ol> <p>Some journal source codes require specific <strong>Attachments</strong>. Carefully review the table below and ensure <strong>Source</strong> code specific attachment policies are followed <strong><i>before continuing to approve</i></strong> the journal. Should a document be missing, <em><strong>Deny</strong></em> the journal with a comment explaining what document should be attached to the journal before resubmission.</p> <h3>Additional Attachment Requirements</h3> <table class="co-table co-table-stripe"> <thead> <tr> <th> <p>Source Code/Description</p> </th> <th> <p>Attachment Requirements</p> </th> </tr> </thead> <tbody> <tr> <td> <p>320 Cash Journals</p> </td> <td> <ul> <li>Must include attached deposit slip, bank receipt, or lockbox deposit notification for cash or lockbox deposits</li> <li>Must include screenshot or Excel page of the <strong><em>specific payment </em></strong>from the Controller's Office <a href="/how-to-guides/accounts-receivable-banking-services/identifying-handling-unclaimed-payments" target="_self">Unclaimed Payments List</a> (should <strong><em>not include </em></strong>payments which are <em>not being claimed</em> or the entire list) for ACH or wires</li> <li>Any additional relevant backup documentation</li> </ul> </td> </tr> <tr> <td> <p>323 Credit Card Journals</p> </td> <td> <ul> <li>For terminal transactions, scanned credit card settlement tapes</li> <li>For internet transactions, “Authorize.Net” reports</li> </ul> </td> </tr> <tr> <td> <p>535 Financial Journals</p> </td> <td> <ul> <li>Reports that support the adjustment and, depending on the type of transaction, any other documentation that may be appropriate.</li> </ul> </td> </tr> <tr> <td> <p>545 and 547 Cost Transfer Journals</p> </td> <td> <ul> <li>If an expense is being allocated to more than one sponsored project, attach a document showing the methodology for determining the allocation. Federal guidelines require that the methodology be “proportionate to the benefits derived.” <ul></ul> </li> </ul> </td> </tr> </tbody> </table> </div> </div> </div> <div class="panel-panel panel-col-last"> <div class="inside"> <div class="field field-type-image field-name-field-image field-name-field-image"> <img typeof="foaf:Image" src="https://controller.ucsf.edu/sites/controller.ucsf.edu/files/Navy-How_to_Review_and_Approve_or_Deny_Peoplesoft_Journals_image06.png" alt="" /> </div> </div> </div> </div> </div> </div> <div class="field-item even"> <div class="panelizer-view-mode paragraphs-item paragraphs-item-full paragraphs-item-training-material-section paragraphs-item-1346 co-training-section-panel"> <H2 > How to Review UCSF Attachment E </H2> <div class="panel-display panel-2col clearfix" > <div class="panel-panel panel-col-first"> <div class="inside"> <div class="field field-type-text-long field-name-field-training-instruction field-name-field-training-instruction"> <p>For Federal or Federal flow-through projects, the preparer must properly complete the <strong>UCSF Attachment E</strong> tab <span aria-hidden="true" class="co-screenshot-label">q</span>. Your job as an Approver is to ensure <strong>Attachment E</strong> is complete, accurate, and is completed in accordance with policy.</p> <ul> <li><strong>Attachment E</strong> must always be completed if the journal includes federal or federal flow-through funds.</li> <li>All pieces of the transfer must conform to federal cost guidelines under <a class="co-external-link" href="/policy/contracts-grants-accounting-award-verification/uniform-guidance" target="_blank">Uniform Guidance <span class="co-offscreen-item">(opens in new window)</span></a>.</li> <li>Partial cost transfers should provide a full explanation of why only part of the cost is being transferred and explain the basis for cost distribution.</li> <li>For transfers that are <strong><i>within 120 days</i></strong> of the source transaction posting date, answer question 1. For transfers that <strong><i>exceed 120 days</i></strong> from the source transaction posting date, answer both questions.</li> <li>Explanations should meet the criteria of direct benefit, necessity, and relatedness.</li> </ul> </div> </div> </div> <div class="panel-panel panel-col-last"> <div class="inside"> <div class="field field-type-image field-name-field-image field-name-field-image"> <img typeof="foaf:Image" src="https://controller.ucsf.edu/sites/controller.ucsf.edu/files/Navy-How_to_Review_and_Approve_or_Deny_Peoplesoft_Journals_image07_0.png" alt="" /> </div> </div> </div> </div> </div> </div> <div class="field-item odd"> <div class="panelizer-view-mode paragraphs-item paragraphs-item-full paragraphs-item-training-material-section paragraphs-item-1066 co-training-section-panel"> <H2 > How to Approve or Deny a Journal </H2> <div class="panel-display panel-2col clearfix" > <div class="panel-panel panel-col-first"> <div class="inside"> <div class="field field-type-text-long field-name-field-training-instruction field-name-field-training-instruction"> <p>After your complete review in the <strong>Create/Update Journal Entries</strong> component, return to the <strong>Journal </strong>page (available in another tab or window) to <strong>Approve</strong> or <strong>Deny</strong> the journal. In the upper-right corner of the page:</p> <p>To <strong>Approve</strong>:</p> <ol> <li>Click the <strong>Approve</strong> button <span aria-hidden="true" class="co-screenshot-label">r</span>.</li> </ol> <p> </p> <ol start="2"> <li>Enter optional comments for the next Approver (additional approvals are required for some journal types) <span aria-hidden="true" class="co-screenshot-label">s</span>.</li> <li>Click <strong>Cancel</strong> if you need to cancel your approval <span aria-hidden="true" class="co-screenshot-label">t</span>.</li> <li>Click the <strong>Submit</strong><b> button to approve the journal <span aria-hidden="true" class="co-screenshot-label">u</span>.</b></li> </ol> <p> </p> <p> </p> <p> </p> <p>To <strong>Deny</strong>:</p> <ol> <li>Click the <strong>Deny</strong><b> </b>button <span aria-hidden="true" class="co-screenshot-label">v</span>.</li> </ol> <p> </p> <p> </p> <p> </p> <ol start="2"> <li>Enter <strong><i>required</i></strong> comments to explain why the journal is being denied, and instructions for the Preparer on how to correct any issues before resubmission <span aria-hidden="true" class="co-screenshot-label">w</span>.</li> <li>Click <strong>Cancel</strong> if you need to cancel your denial <span aria-hidden="true" class="co-screenshot-label">x</span>.</li> <li>Click the <strong>Submit</strong><b> </b>button to deny the journal <span aria-hidden="true" class="co-screenshot-label">y</span>.</li> </ol> <p>Your action is immediately recorded, and the journal is no longer visible on your <strong>Pending Approvals</strong> or <strong>Worklist</strong>. In the case of a denial, all other pending workflow, where required by the journal type, is also <strong><i>terminated</i></strong>.</p> </div> </div> </div> <div class="panel-panel panel-col-last"> <div class="inside"> <div class="field field-type-image field-name-field-image field-name-field-image"> <div class="field-items"> <div class="field-item even"><img typeof="foaf:Image" src="https://controller.ucsf.edu/sites/controller.ucsf.edu/files/Navy-How_to_Review_and_Approve_or_Deny_Peoplesoft_Journals_image08.png" alt="" /></div> <div class="field-item odd"><img typeof="foaf:Image" src="https://controller.ucsf.edu/sites/controller.ucsf.edu/files/Navy-How_to_Review_and_Approve_or_Deny_Peoplesoft_Journals_image09.png" alt="" /></div> <div class="field-item even"><img typeof="foaf:Image" src="https://controller.ucsf.edu/sites/controller.ucsf.edu/files/Navy-How_to_Review_and_Approve_or_Deny_Peoplesoft_Journals_image10.png" alt="" /></div> <div class="field-item odd"><img typeof="foaf:Image" src="https://controller.ucsf.edu/sites/controller.ucsf.edu/files/Navy-How_to_Review_and_Approve_or_Deny_Peoplesoft_Journals_image11.png" alt="" /></div> </div> </div> </div> </div> </div> </div> </div> </div> </div> </div> <div id="related-resources" class="group-resources field-group-div co-content-panel"><h2><span>Related Resources</span></h2> <div class="field field-type-link-field field-name-field-link field-name-field-link"> <div class="field-items"> <div class="field-item even"><a href="https://controller.ucsf.edu/node/6836">How to Temporarily Delegate PeopleSoft Journal Approval Authority</a></div> <div class="field-item odd"><a href="https://controller.ucsf.edu/node/3011">How to Prepare, Edit, and Submit Cash Journals in PeopleSoft (Source Code 320)</a></div> <div class="field-item even"><a href="https://controller.ucsf.edu/node/270526">How to Prepare Edit, and Submit Credit Card Journals in PeopleSoft (Source Code 323)</a></div> <div class="field-item odd"><a href="https://controller.ucsf.edu/node/6746">Identifying and Handling Unclaimed Payments</a></div> </div> </div> </div> </div> </article> <div id="training-feedback-form"> <h2 class="pane-title">Give Us Your Feedback</h2> <noscript> <style>form.antibot { display: none !important; }</style> <div class="antibot-no-js antibot-message antibot-message-warning messages warning"> You must have JavaScript enabled to use this form. </div> </noscript> <div id="webform-ajax-wrapper-272301"><form class="webform-client-form webform-client-form-272301 antibot" action="/antibot" method="post" id="webform-client-form-272301" accept-charset="UTF-8"><div class="form-item webform-component webform-component-radios webform-component--feedback-rating"> <label class="required" for="edit-submitted-feedback-rating">How well did this information meet your needs?</label> <div id="edit-submitted-feedback-rating" class="form-radios"><div class="form-type-radio form-item-submitted-feedback-rating"> <input 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