General Description
Policy Summary:
This policy outlines the procedures for correcting a posted expenditure or transferring funds/expenditures between accounting worktags in Workday. Request to correct expenditures must be submitted within 90- days of the original transaction post date.
Purpose:
The purpose of an Accounting Journal Entry & Accounting Adjustment is to systematically record accounting corrections or transfers of funds from one accounting worktag to another. It ensures that every request is documented with the appropriate support and approvals.
Scope:
All faculty and staff submitting journal entry or accounting adjustment requests are subject to this policy. Likewise, the policy applies to those using Trinity resources (e.g., space, technology, equipment, personnel) to support these requests.
Exceptions:
None.
Policy Content
A journal entry is required if an accounting Worktag requires any of the following:
A Journal Entry Google Form should be completed, which will route to the Business Office for data entry.
- Transfer funds from one accounting Worktag to another
- Correct an Expense Report accounting Worktag
A Journal Entry Google Form should be completed, which will route to the Business Office for data entry.
An Accounting Adjustment is required for the following:
An Accounting Adjustment Google Form should be completed, which will route directly to the Business Office, and when entered into Workday, the respective approvers will receive an action item in their Workday inbox for review and approval of the change.
- Correction of a requisition or supplier invoice that was previously created
- Payment on these items has already been made
- Purpose is to change an accounting Worktag
An Accounting Adjustment Google Form should be completed, which will route directly to the Business Office, and when entered into Workday, the respective approvers will receive an action item in their Workday inbox for review and approval of the change.
Performance Evaluation
Consequences of Policy Violation:
An individual’s ability to request a journal entry or accounting adjustment carries high expectations for accountability and ethical behavior. Noncompliance with this policy may trigger an audit and cause unnecessary processing delays. Failure to follow this policy and its procedures may result in administrative and/or disciplinary action.
Terms & Definitions
Terms and Definitions:
|
Term: |
Definition: |
|---|---|
| Journal Entry | A formal record of financial transactions in Trinity's accounting system. It is used to document all business transactions by date. |
| An Accounting Adjustment | A request to correct a paid supplier invoice worktag or spend category, or to correct a worktag on a paid expense report in Workday. |
Attachments
Attachments:
Related Documents
Related Content:
Revision Management
Revision History Log:
|
Revision #: |
Date: |
Recorded By: |
|---|---|---|
| v3.1 | 10/7/2025 2:48 PM | Pamela Mota |
| v3.0 | 1/19/2023 5:04 PM | Yvonne Cortez |
| v2.0 | 5/31/2022 11:32 AM | Holly Warfel |
| v1.0 | 6/14/2019 9:45 AM | Diana Heeren |
Vice President Approval:
|
Name: |
Title: |
|---|---|
| Mark Detterick | Vice President for Finance and Administration |