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Cash transfer requests between cost centers should be submitted to General Accounting.
Journal entries will be posted only if:
- The transfer is appropriate.
- All required chartfield values are valid. Do not
use any special characters in the header or the template such as &,
<, >, ", and ' or the entry will fail to post properly.
- Sufficient balance is available (Please check available balance before entering transfer amount).
- Reviewed and submitted by authorized personnel.
For list of authorized personnel, review this
Excel file.
- Sponsored Research fund (201, 209, 211, and 212) transfers submitted by authorized C&G staff only.
PeopleSoft provides a means to upload an Excel spreadsheet to create the journal entry for the cash transfer. Please use the following Excel spreadsheet:
journal-entry-template.xls
Save the spreadsheet to your drive prior to entering any data. After opening the spreadsheet click on Tools Menu -> Protection and click unprotect.
After entering the data your spreadsheet should be saved with a name to mirror the Journal ID and e-mailed to gljournal@admin.ufl.edu.
Data entry may be completed on the spreadsheet using chartfield values as described below. Please do not add or delete any columns.
Required Chartfield Input Columns:
| Column | Entry |
| B. | Unit is UFLOR (all CAPS) |
| C. | Ledger is ACTUALS (all CAPS) |
| D. | Dept ID is the 8 digit department ID. |
| E. | Fund is the 3 digit fund ID. |
| F. | Program is the 4 digit program ID. |
| G. | For inter fund transfers, use account 811000 (Transfers Within University, Account Type, Expense), for the charged cost center, and 571100 (Transfers within University, Account Type, Revenue) for the benefiting cost center. For transfers within the same fund (intra fund) use 818000 (Transfers Out Within Fund) for the charged cost center, and 571800 (Transfers In Within Fund) for the benefiting Cost Center. For scholarship transfers, use account 817000 (Transfers Out Scholarships), for the charged cost center, and 571700 (Transfers In Scholarships) for the benefiting cost center.
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| H. | Source of funds is required ONLY for funds: 171, 201, 209, 910. |
| I. | Budget Reference is CRRNT (all CAPS). |
| J. | Department Flex is required ONLY for funds: 131, 143, 192, 251, 301, 331, 901. |
| M. | Project Unit is required for Sponsored Research funds (201, 209, 211, 212) and Construction funds (5XX). Use GRANT and CONST respectively (all CAPS). |
| N. | Project is the 8 digit project number. This is only required for Sponsored Research and Construction funds. |
| O. | Activity is 1 for Sponsored Research. For Construction, the Activity will vary depending on the project. |
| S. | Analysis is required for all revenue and expense lines for transactions with projects. Use GLE for account 81XXXX, and GLR for account 571XXX (all CAPS). Do not include Project Unit, Project, Activity, or Analysis in a fund that is not in funds 201, 209, 211, 212. |
| U. | Amount is the dollar amount of the transfer. 81XXXX, (debit amount is positive), 571XXX, (credit amount is negative). |
| V. | Budget date is the date of the entry. |
| X. | Description is required for each line. For example, the line with the 81XXXX transfer should say "Transfer to the dept, fund, funding source, or dept flex you are transferring the money to". The revenue line 571XXX should say "Transfer from the dept, fund, funding source, or dept flex you are receiving the money from". |
Required Header Information:
| | Entry | Answer | Value |
| 1 | Business Unit | UFLOR | Always "UFLOR" |
| 2 | Journal ID | | Format: ABCYYMMNNN (ABC is dept name, YY is calendar year, MM is calendar month, NNN is sequence number that increases regardless of change in month) |
| 3 | Journal Date | | Format: MM/DD/YYYY |
| 4 | Ledger Group | ACTUALS | Always "ACTUALS" |
| 5 | Source | | "ONL" for online; "UPL" for upload |
| 6 | User ID | | UFID of Preparer |
| 7 | Transfer Reason | | Short statement of reason for transfer |
Mapping from FLAIR organization codes to PeopleSoft cost center chartfield values is available in PeoplesSoft by navigating to Bridges Transition -> FLAIR Org Mapping.
A list of valid chartfield values can be searched by navigating to:
Set up Financials Supply/Chain ->
Common Definitions ->
Design Chartfields ->
Define Values ->
Chartfield Values
Additional information including Chartfields, Department IDs, Program Codes and Definitions and Required ChartFields for various Funds are located at http://www.bridges.ufl.edu/ledger/ under Additional Resources for Chartfields.
If you have additional questions, please send e-mail to gljournal@admin.ufl.edu or call 392-1326.
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