*** For departments using BA forms ***
To complete the journal voucher (JV) form in BA please go to the BA4 website:
Copy the link below into your browser, preferably Chrome
Click Sign In Using Active Directory Account:
BA4 uses active directory so the first time a pop-up window may appear asking for user ID and password. Before user ID type AD\ (example: AD\arsmit01). The password is the same password that is used for ULINK or any other university system. Click “remember my credentials” and then click OK.
In Menu, click on Forms>Journal Voucher.
In Actions click Add New:
Once the journal voucher is completed, click Submit for Processing:
This creates an Encumbrance in BA4. The open encumbrance reflects on the monthly financial statement. Business Operations Finance Team can then follow-up to ensure that the journal voucher is processed.
Click Create Office JV Spreadsheet as shown below and the journal voucher will download in Excel:
Fill in the month, Originating Department = person's home department who is preparing the journal voucher, Prepared By/Date = The name of the person preparing the journal voucher and the date the form is completed, Approved Department = the home department of the approver, Approved By/Date = The name of the approver and the date the form is completed.
The approver must be someone other than the person preparing the form. Be sure to click,
"Verify Voucher" as shown above in red and then email the journal voucher Excel file to Business Operations Finance (email@example.com). The person preparing the journal voucher should copy the approver on the e-mail to Business Ops to ensure that the approver is aware of the transaction. Once reviewed Business Operations will forward the journal voucher to the appropriate area for approval and processing.
Please contact Business Operations at 852-7549 or by e-mail at firstname.lastname@example.org with any questions.