Research Reallocations (MY JOURNALS)

Following this training for a step-by-step guide on how to submit a journal entry for research via Banner Finance My Journals tool. You can use this tool to; Move Expenses and/or revenue posted in banner to another index/account code. Provide Support to a University program or initiative. Fund a new index or move funds out of an index to be closed.

Nolan Graber
25 steps
6 minutes

Lehigh

Elluciancloud

If your entry is not a research expense please follow the "My Journals Scribe" located on the controllers office webpage. If you are completing a research reallocation please continue to step 2.

If under 90 days, complete form at this link: <https://drive.google.com/file/d/1UmDKIfvHDtl1TvICaoFCmwW_8hP64lY8/view?usp=sharing> Please also fill out this form for any transactions moving charges off of a research index to a non research index regardless of the age of the original expense. Once you fill out this form skip to step 4.

If over 90 days and moving expenses to a research index, please fill out the attached DocuSign. Link: <http://go.lehigh.edu/over90> Once you have completed the justification form please continue to the next step.

Dashboard Navigation

Navigate to <https://connect.lehigh.edu/>

Under the Finance Self-Service tab click the "Finance Self-Service" link

This is your Self Service Finance Home Screen. From here navigate to the My Journals section.

Journal Initialization

To create a new journal entry, Click "Create Journal"

DO NOT CHANGE ANYTHING ON THIS PAGE. Please click "Create" to move to the next screen.

Accounting Distribution

Each new line of your entry starts here. Click the drop down arrow in the "Journal Type" box. Then, type and select "JRA" Research Accounting (Inter-Fund) as Journal Type. Do not select any other Journal type.

Lehigh Chart of Accounts will autofill. Click on the "Index" bar and type in your desired index to debit or credit. You can also search by the name of the index if you don't know the number.

Fund and Org codes will autofill from the index. You need to select your account code. You can enter the 5 digit account code or search by name.

Enter the dollar amount for this line in the "Amount" box.

Select "Debit" or "Credit" from Debit/Credit menu depending on your specific needs

Click into the "Description \*" field. This is a required field! Please be as specific as possible in describing the business purpose of the transaction in 35 characters or less.

You can use the "Document Reference" tab if you want to refer to another transaction already in Banner.

\*Please do no edit any of the additional fields on this page\* Click "ADD ACCOUNTING" if you have more debit/credit lines to add to your JV. At this point you would repeat steps 6-12 for all lines of your entry.

Once you have added all your debits and credits, click "SAVE". This will save your entry in a draft format.

Supporting Documentation

From this screen you can see an overview of your transaction. You can add an attachment to this JV by clicking on the paperclip icon in the top right. This step is required for all research reallocations. You need to attach your completed form from step 2 or 3.

Click "Attach File" to open upload dialog.

Click on Choose file and browse your personal files to select the desired attachment(s).

Click "UPLOAD" to add the selected attachment. You can upload multiple files to attach to a Journal. Acceptable files include (.PDF, .doc, .xlsx)

Final Submission

Once you have completed all these steps and are ready to submit to the approval queue, click "Submit Journal"

Click "YES" to finally submit the document.

On the Main page of the My Journals tool you will see all journals that you have in draft, approval queue, and completed. If you click on the 3 dots on the right side of a journal you are given a list of options.

To make reoccurring entries easier you can use the "Copy Journal" and you will get a copy in drafts with an updated date. If an incorrect entry gets processed and you need to reverse the entry use the "Reverse Journal" button. This will also put an entry in draft for you to edit and add supporting documentation. If you submit an entry and need to pull it from the approval queue back to draft, use the "Recall Journal" button. From here you can make the necessary edits and resubmit.