Requesting a Financial Journal Expense Transfer in ServiceNow

Learn how to navigate the ServiceNow to submit a request for a financial journal to request an expense transfer. This guide covers the necessary fields and documentation required to successfully process manual transfers for expenses such as FlexCard charges, that defaulted and were not allocated in Gateway.

Sandra Featherson

Portal Navigation

Navigate to ServiceNow. <https://ucsb.service-now.com/esc?id=ec_dashboard>

Click "**FMM**" in the top navigation bar.

The FMM ServiceNow Dashboard with the FMM Menu option selected.

Select "**General Accounting**" from the menu.

FMM ServiceNow dashboard with the General Accounting option selected.

Choose "**Transfer of Expense Journal**" from the Support Resources.

ServiceNow General Accounting dashboard with the Transfer of Expense Financial Journal option selected.

Request Form Completion

Next, ServiceNow will open the Transfer of Expense Journal form with the instructions.

Instructions on how to use the TOE journal including answering all of the questions on the form and attaching the Transfer of Expense excel file that shows the complete CCOA string source and target information.

Click "**Requested for Information**" and select the option if you are submitting the ticket on behalf of yourself or someone else.

Transfer of Expense request form with a field highlighted for the user identify whether the ticket is submitted on their behalf or someone else.

In the next field, "**TO/Target (Debit) Project/FRU Approver"**, type in the individual's name. ***Note:*** This is the individual who will receive the TOE/Journal approval request (the Target "Debit") and should NOT be the same person initiating/submitting the TOE.

Once the individual's name appears, click and select.

Transfer of Expense request form with a field highlighted for the user to identify the approver of the FRU who will be receiving the debit or credit from the transfer.

Next, explain why the original expense was charged to the incorrect CCOA.

Transfer of Expense request form with a field highlighted for the user to complete an explanation about why the transfer is needed.

In this example, we have identified the FlexCard charge was not allocated within the 30 day window.

Next, enter information explaining the need to transfer this expense to another CCOA, and why TOE cannot be used to make this transfer. If the transaction is a partial transfer, explain the basis for proration and/or split.

ServiceNow ticket field highlighted requesting the user to enter information explaining the need to transfer this expense to another CCOA, and why EPM cannot be used to make this transfer.

Next, explain the steps to be taken in the future to minimize the need for a manual transfer.

ServiceNow ticket with the field highlighted asking the user to explain the steps to be taken in the future to minimize the need for a manual transfer.

Click "**Add Attachments**" to attach the required documentation. ***NOTE: *** Attachments should include the TOE Journal Template AND a GL Export from FinHub (e.g. the Subledger Details report) showing the original expenses to be transferred.

ServiceNow ticket with the "Add Attachments" field highlighted on the bottom left of the screen.

Click "**Request**" to submit the journal transfer.

ServiceNow ticket with the filed to "submit" the ticket highlighted on the right side of the screen.

Once the Request is submitted, an approval email will be sent to the TOE Target approver asking them to approve or reject the Request. Below is a sample of the approval email.

Sample Email to the TOE Target Approver asking them to Approve or Reject the request.

This concludes the process for submitting a Request for an Expense Transfer using a Financial Journal.