DOCUMENT PREPARATION

 

JOURNAL VOUCHER PREPARATION INSTRUCTIONS (STARS FORM 01)

NO.

ITEM

FIELD

 

INSTRUCTIONS

1

  Agency Number  

A99

 

R

  Enter the agency number.

2

  Agency Batch Number  

7

 

R

  Submitting agency will enter the identifying batch number not to exceed seven digits.

3

  Total Object Code      

R

  Enter the sum of Field 28 TO and Field 28 FROM.

4

  Total Batch Amount      

R

  Enter the sum of the totals in Field 29 TO and Field 29 FROM. DO NOT NET.

5

  Batch Date  

9(6)

 

R

  Comptroller General's Office will enter the batch date. (MM/DD/YY)

6

  Batch Number  

999

 

R

  Comptroller General's Office will enter a batch control number.

7

  Fiscal Month  

99

 

R

  Enter the appropriate fiscal month.

8

  Page _____ of _____           Submitting agency will complete this field if the journal entries require more than one page. Note: If more than one page is used, Fields 1 through 7 will be completed only on page one for totals from all pages.

9

  Agency Voucher Number  

7

 

R

  Enter number assigned by submitting agency.

10

  Agency Transferred To      

R

  Enter name and address of (CR) Name and Address Agency to be credited as shown by code in Field 14 TO.

11

  Agency Transferred From      

R

  If agency code in Field 14 (DR) FROM is same as Code in Field 14 TO indicate name and address in Field 11 as "Same". If agency code in Field 14 FROM is different, enter full name and address of agency in Field 11.

99

  Fiscal Month (FM)      

R

  Enter two-digit code to indicate applicable fiscal month. (Example 01-July)

13

  Transaction Code  

999

 

R

  Enter the valid three-digit transaction code which relates to the journal entry to be recorded.

14

  Agency Number  

999

 

R

  Enter, in Section-To, the three-digit agency code which matches the agency name in Section-To, Field 10 and will be credited with the transactions and enter in Section-FROM Field 14 the agency code which matches Field 11.

15

  Mini-Code  

9999

 

R

  Enter the appropriate four-digit code which represents program and organization data.

16

  Subfund Code  

9999

 

R

  Enter the appropriate four-digit code which represents the data.

17

  Subsidiary Account No.  

9(6)

      When required, enter appropriate six-digit number which identifies the subsidiary account.

18

  Encumbrance No.  

X(7)

      Leave blank. Not applicable

19

  Modifier  

X

 

N

  Leave blank. Not applicable.

20

  Project Code  

9(4)

      Required for Federal Grants and Contracts and Capital Projects. Enter the appropriate four digit number which relates to the transaction. This field is coded only for Federal Grants and Contracts and Capital Project entries.

21

  Phase  

9(2)

      Enter the two-digit code which indicates the project phase for which the journal entry is being made. The field must be coded if the Project Code field is coded.

22

  Agency Reference Number  

9(7)

      Enter agency reference number assigned by the submitting agency.

23

  Object Code  

9999

 

R

  Enter the four-digit object code as related to the transaction being recorded by the journal entry.

24

  Detail Object Code  

99

      Enter the two-digit detail object code, if applicable, to the transaction being recorded by the journal entry.

25

  Transaction Amount  

9(12)

 

R

  Enter the dollars and cents amount of the transaction.

26

  Multi-purpose Code  

9(10)

      Enter any alpha-numeric data that related to this transaction.

27

  CGR           To be used for corrections (Reverse) with approval of Comptroller General.

28

  Total Object Code      

R

  Enter the sum of all object codes in each section in this field for each section. The total of Field 28 TO and 28 FROM will be entered in Field 3.

29

  Total Transaction Amount      

R

  Enter the sum of all transaction amounts in each section. The total of Field 29 TO and 29 FROM will be entered in Field 4.

30

  Reason for Entry      

R

  Enter a brief explanation and justification for journal entry requested.

31

  Requested By      

R

  Enter the signature of person authorized to request journal entry.

32

  Date      

R

  Enter date journal voucher is signed.

33

  Warrant Number  

9(6)

      Leave blank. For use by the Comptroller General Office.

34

  Approved By and Date           Agency leave blank. For approval by Comptroller General's Office.

35

Internal/External Indicator Enter I for transactions between entities of the State's primary government. Enter E for transactions involving entities outside of the State's primary government.  The internal/external indicator may be handwritten in the document header area, preferably in red in the far right hand corner.

JOURNAL VOUCHER - CORRECTION OF ENTRY FOR REVENUE

JOURNAL VOUCHER - CLASSIFICATION OF REVENUE FROM ZERO-BALANCE
CLEARING SUBFUND.

JOURNAL VOUCHER - REIMBURSEMENT OF EXPENDITURES

JOURNAL VOUCHER - TRANSFER OF CAPITAL IMPROVEMENT BOND PROCEEDS
TO AGENCY
(See Below)

JOURNAL VOUCHER  (STARS FORM 01)

Click here for Preparation of Journal Voucher (STARS FORM 01)