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Journal Entry Workflow Tool:  Now Available for Research Journal Entries

May 6, 2016

As promised in the communication sent on April 11, 2016, the Journal Entry Workflow Tool is now available to submit non-budget, research related journal entries. You can now submit your own cost share or deficit funding entries and transaction corrections related to externally sponsored funds. The Journal Entry Workflow Tool is currently limited to externally sponsored funds, which are those that begin with a ‘2’, ‘4’ or an ‘8’. Therefore, in order to use the tool at this time, at least one line of the journal entry must include a fund that is research related. Other types of journal entries will be accepted over the next several months.

To log-in and submit a non-budget, research related journal, click on the link in this email or go to the Comptroller’s Office Home Page and the link is posted in the “Quick Links” section.

Hands-on training for the Journal Entry Workflow Tool is being offered throughout the month of May at both the Center City and University City campuses. You can register for training through Career Pathway which is located on the employee tab in the Drexel One portal. When searching in Career Pathway, click on the “Learning” menu and then “Browse for Training”. The training is listed with the title “Journal Entry Workflow Training – Research Journals Only”. Seating is limited so, please register early. Additional sessions will be offered in the future and we recommend you check the listings in Career Pathway for the most up-to-date schedule. Below is a list of the remaining scheduled training dates for this application:

    • Monday, May 9, 2016,1:30 p.m. – 3:00 p.m. – Center City, Bellet Building, Room 503
    • Friday, May 13, 2016, 2:30 p.m. – 4:00 p.m. – University City, Gerri C. LeBow Hall, Room 218
    • Monday, May 16, 2016, 2:30 p.m. – 4:00 p.m. – University City, Gerri C. LeBow Hall, Room 218
    • Wednesday, May 18, 2016, 9:30 a.m. – 11:00 a.m. – Center City, Bellet Building, Room 503
    • Friday, May 20, 2016, 9:30 a.m. – 11:00 a.m. – University City, Gerri C. LeBow Hall, Room 218

Over the next several months, the Comptroller’s Office will be phasing in other types of journal entries that the University and Academy of Natural Sciences community can submit using the new workflow tool. The estimated timeline is outlined below.

Phase I of the roll-out will occur in May 2016 and be limited to actual journal entries that involve externally sponsored research funds.

Phase II will occur in July 2016 and expand the use to actual journal entries for all other funds.

Phase III will complete the roll-out and is expected to occur in the Fall of 2016. This portion of the project will allow for budget journals that relate to salary and non-salary accounts.

The Finance Competency Center welcomes your feedback as you work with the new tool. Any questions or comments on its usage can be directed to fcc@drexel.edu.