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Cash Receipts Journal Voucher Policy and Procedure

PURPOSE

The purpose of this policy is to ensure all Cash Receipts Journal Vouchers are processed accurately in a timely and efficient manner.

POLICY

Cash Receipts Journal Vouchers (JV) should be accurate, properly authorized and attached with appropriate supporting documentation.

The processing of Cash Receipts JV by Accounts Payable (AP) will phase out by December 31, 2005. All cash receipts after this date should be recorded using the Web Cash Receipts Program.

APPLICABILITY

Applies to all faculties, departments and ancillary operations.

EXCEPTIONS

We recognize that there are instances where Cash Receipts JV may still be required to be processed by AP after December 31, 2005. The AP Manager will approve these Cash Receipts JV on a case-to-case basis.

PROCEDURES

There are four methods to complete a Cash Receipts Journal Transaction:

  • Complete the Cash Receipts JV Manual Form , and send it to AP for processing. This has not changed as a result of the current upgrade.
  • Complete the Cash Receipts JV via Direct On-Line Processing (On-Line Users only).
  • Create an excel spreadsheet file (in a pre-defined format), and send it to Data Management (covered in the Policy and Procedure for Spreadsheet Journals). In order to use this method, the minimum number of journal lines required in each excel spreadsheet file is 25 journal lines.
  • Create a flat file, and load onto the Unix Directory for subsequent loading into the ledgers (contact Frances Tadman at frances@finance.ubc.ca in Data Management for details).

Cash Receipts Journal Transaction via Cash Receipts JV Manual Form or Direct On-line Processing

  1. Financial transactions involving cash deposits, which are not processed through the Web Cash Receipts Program should be recorded utilizing Cash Receipts JV, which can be entered in either Canadian or US currency.
  2. When AP processes the Cash Receipts JV on behalf of the UBC Departments, AP should:
    1. Ensure the Cash Receipts JV is authorized by the person who has the signing authority on the Project/Grant (PG).
    2. Ensure appropriate supporting documentation or a note indicating where the appropriate supporting documentation can be found , is attached to the Manual Form.
  3. When UBC Departments send the Cash Receipts JV to AP for processing or process their own Cash Receipts JV on-line, the UBC Departments should:
    1. Ensure the Cash Receipts JV is accurate and valid.
    2. Ensure the Cash Receipts JV is authorized by the person who has the signing authority on the Project/Grant (PG).
    3. Ensure appropriate supporting documentation or a note indicating where the appropriate supporting documentation can be found , is attached to Manual Form.
  4. Examples of appropriate supporting documentation include bank deposit forms invoices, and any documentation which supports the Cash Receipts JV to be put through into the General Ledger.
  5. Ensure that all information is complete with valid Speed Chart, Account Number, Fund Code, Dept ID, and Project/Grant (PG) ID. Invalid information should be communicated with the person who submits the Manual Form.
  6. Data enter the information on the Manual Form following the steps outlined in Chapter 2 of the PeopleSoft 8.4 General Ledger Journal Training Manual.
  7. Complete the Data Entry Use Only Box on the Manual Form by filling in the Journal ID number, Name of the person who enters the voucher, and Journal Date after the financial transaction is entered on-line.
  8. For USD Cash Receipts JV, additional steps are required, and they are outlined in Chapter 3 of the PeopleSoft 8.4 General Ledger Journal Training Manual.

CAD Cash Receipts Journal Voucher Manual Form

cash receipt

USD Cash Receipts Journal Voucher Manual Form

cash receipt us

RECORDS

Cash Receipts Journal Vouchers and their appropriate supporting documentation must be maintained for 7 years.

UPDATED

This policy was created on February 21, 2005.


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