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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="/how-to-guides/accounting-reporting/establishing-journal-preparers-approvers-peoplesoft" 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"><input type="submit" id="edit-submit" name="op" value="Search" /></div><input type="hidden" name="form_build_id" value="form-HSiRprb70157mWR2g_9BbKEQrekhYsAGCjIa8TG2IN0" /> <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">Accounting & Reporting, Contracts & Grants Accounting, Gift & Foundation Accounting, Accounts Receivable and Banking Services</span> <span class="delimiter">»</span> <span class="inline odd last">Establishing Journal Preparers and Approvers in PeopleSoft</span></div> <div class="page row clearfix"> <div class="inner-wrapper"> <div role="main" id="main-content" class="col"> <h1>Establishing Journal Preparers and Approvers in PeopleSoft</h1> <div class="panel-display panel-1col clearfix" > <div class="panel-panel panel-col"> <div>  <article class="node node-co-functional-process-article " about="/how-to-guides/accounting-reporting/establishing-journal-preparers-approvers-peoplesoft" typeof="sioc:Item foaf:Document"> <header> <h2 ><a href="/how-to-guides/accounting-reporting/establishing-journal-preparers-approvers-peoplesoft" rel="bookmark">Establishing Journal Preparers and Approvers in PeopleSoft</a></h2> </header> <span property="dc:title" content="Establishing Journal Preparers and Approvers in PeopleSoft" class="rdf-meta element-hidden"></span> <footer class="article-meta"> </footer> <div class="content"> <div class="field field-type-text-with-summary field-name-body field-name-body"> <section class="co-section"> <h2>Establishing Journal Preparers and Approvers in PeopleSoft</h2> <ol> <li>Take the two-part online course “Understanding PeopleSoft Journals” in the UC Learning Center. Completion of this course is required for access to PeopleSoft General Ledger and Journals. <ul> <li>Journal Preparers must complete <a class="co-external-link" href="https://uc.sumtotal.host/core/pillarRedirect?relyingParty=LM&url=app%2Fmanagement%2FLMS_ActDetails.aspx%3FActivityId%3D509197%26UserMode%3D0" target="_blank">Understanding Journals: Journal Preparer Actions <span class="co-offscreen-item">(opens in new window)</span></a><span class="co-offscreen-item">.</span></li> <li>Journal Approvers must complete <a class="co-external-link" href="https://uc.sumtotal.host/core/pillarRedirect?relyingParty=LM&url=app%2Fmanagement%2FLMS_ActDetails.aspx%3FActivityId%3D509197%26UserMode%3D0" target="_blank">Understanding Journals: Journal Preparer Actions <span class="co-offscreen-item">(opens in new window)</span></a>and <a class="co-external-link" href="https://uc.sumtotal.host/core/pillarRedirect?relyingParty=LM&url=app%2Fmanagement%2FLMS_ActDetails.aspx%3FActivityId%3D509215%26UserMode%3D0" target="_blank">Understanding Journals: Journal Approver Actions <span class="co-offscreen-item">(opens in new window)</span></a><span class="co-offscreen-item">.</span></li> <li>Notify your manager and department Access Administrator of the date you completed the training so that PeopleSoft access can be requested.</li> </ul> </li> <li>The Access Administrator submits the request for access to PeopleSoft Journals using the Access Management System available from MyAccess.</li> <li>Obtain your Journal Preparer ID following the steps below.</li> </ol> </section> <section class="co-section"> <h2>Obtaining your Journal Preparer ID</h2> <p>UCSF uses a journal naming convention. Using this preferred method, you can quickly find any journal you have created.</p> <ol> <li>Download and review the <a href="/reference/accounting-reporting/journal-preparer-id-list" target="_blank">Journal ID List</a>.</li> <li>Select a three-character code that is not being used (e.g., not already on the Journal ID List).</li> <li>Provide the following information to <a href="/cdn-cgi/l/email-protection#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"><span class="__cf_email__" data-cfemail="d99ab8aab19ab6b7adabb6b58aafba9dbcaab299acbaaabff7bcbdac">[email protected]</span></a> after you make your selection: <ul> <li>Three letter code selected</li> <li>Journal Preparer Name</li> <li>Phone Number</li> <li>Department Name</li> <li>Department Box Number</li> </ul> </li> </ol> <div> <div> </div> </div> </section> </div> <aside class="group-resources co-Card u-flexBox" id="co-htg-resources"><div class="group-references field-group-div"><h2><span>References</span></h2> <div class="field field-type-entityreference field-name-field-co-related-htg field-name-field-co-related-htg"> <div class="field-items"> <div class="field-item even"><a href="/how-to-guides/accounting-reporting/moving-money-using-peoplesoft-journals">Moving Money and Using PeopleSoft Journals</a></div> <div class="field-item odd"><a href="/how-to-guides/accounting-reporting/understanding-journals">Understanding Journals</a></div> </div> </div> <div class="field field-type-entityreference field-name-field-co-htg-related-job-aid field-name-field-co-htg-related-job-aid"> <div class="field-items"> <div class="field-item even"><a href="/sponsored-research-post-award-administration/training/how-prepare-edit-submit-budget-adjustment">How to Prepare, Edit, and Submit Budget Adjustment Journals in PeopleSoft (Source Codes 135, 136, 137, and 138)</a></div> <div class="field-item odd"><a href="/student-financial-administration/training/how-prepare-edit-submit-offset-journals-peoplesoft-source">How to Prepare, Edit, and Submit Offset Journals in PeopleSoft (Source Code 53O)</a></div> <div class="field-item even"><a href="/training/accounts-receivable-banking-services/how-prepare-edit-submit-cash-journals-peoplesoft">How to Prepare, Edit, and Submit Cash Journals in PeopleSoft (Source Code 320)</a></div> <div class="field-item odd"><a href="/general-accounting/training/understanding-peoplesoft-journals-journal-preparer-journal-approver">Understanding PeopleSoft Journals: Journal Preparer and Journal Approver Actions</a></div> </div> </div> </div></aside> </div> </article> </div> </div> </div> </div> </div> </div> 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