September 20, 2021

I am pleased to announce that Journal Workflow 3.0 is being put into production by Wednesday, September 15, 2021. This new version is a major release and will allow the University Community to perform in-year budget transfers. The new workflow provides for the following new capabilities related to budget transfers:

• Non-Salary Permanent/Temporary Adjustment (Expense to Expense)
• Non-Salary Permanent/Temporary Revenue Adjustment (Revenue to Expenses - Vice Versa)
• Non-Salary Permanent/Temporary Expense Recovery Adjustment (Recover to Expenses - Vice Versa)
• Permanent Salary Budget Transfers (To fund positions for the fiscal year)
• Temporary Salary Budget Transfers (To cover account deficits and move salary savings)

With the introduction of these new workflow capabilities, it is the goal of both the Office of Planning and Budget and Human Resources Information Systems (HRIS) to cease acceptance of paper submissions of budget transfers by December 31, 2021.

It is important to remember that all members of the University Community have access to submit a journal entry through the workflow.  Approvers for the Salary Budget workflow (SBW) and Non-Salary Budget workflow (OBW) can be found in the attached list.  If you would like to make changes to these approvers, please contact your Budget and Financial Planning Office representative and/or HRIS at HRIS@drexel.edu.

I recommend that if you have not attended training on the Journal Workflow application in the past for actual journal entries that you attend an upcoming live virtual training session or review the previously recorded trainings on Journal Workflow 2.0 available on the Comptroller's Office Stream Channel. You can register for the live virtual training sessions in Career Pathway. Future training on the budget elements of the journal workflow will be made available upon request.

Date: Wednesday, October 20, 2021
Time: 1 to 3:00 p.m.
Virtual Training Session via Zoom

Date: Tuesday, February 15, 2022
Time: 10:00 a.m. to 12:00 p.m.
Virtual Training Session via Zoom

Although the application should be self-explanatory to most individuals, the Office of Planning and Budget and HRIS have developed job aids for their respective areas to help you to familiarize yourself with the salary and non-salary budget entries.  Both job aids are attached to this email and posted on the Comptroller's Website in the Quick Links section on the home page.

If you require assistance with preparing budget entries using the new tool or would like to receive training on these new features, please reach out to your Budget and Financial Planning Office representative for non-salary budget transfers or HRIS at HRIS@drexel.edu for assistance or training on salary budget transfers.

I would like to thank the members of the Office of Planning and Budget, HRIS, IT and the Comptroller's Office for their efforts developing these new features for the community.