Request JV correction / Journal Vouchers – Physicsfinance

There are times when you find you’ll need to transfer already posted transactions from one account to another, either because they were posted to an incorrect account, because those transactions were awaiting approval to be posted to another account, or other reasons.

Physics- Finance will need all of the information below to process your Journal Voucher/Expense Transfer. You can also use the optional, downloadable template to list the transactions you want to have moved.

To initiate these transfers, please compile the following information and email it to phys-finance@mit.edu. The finance team will then process your request and send a confirmation upon completion.

For each transaction you need moved, provide:

The transaction’s original SAP document number

A brief item description

The original transaction date

The cost object and GL the transaction is currently on

The new cost object and GL the transaction should be moved to (see Commonly confused GLs and Commonly used GLs for help choosing!)

Receipts (or missing receipt affidavits) for any expense that is either over $75 or a business meal. Please label each receipt with the document number of the transaction it corresponds to.

A justification for the transfer, stating specifically why the expense is more appropriate to the new cost object and/or GL than where it was previously posted

If the expense is more than 90 days old, an additional justification for why the transfer is being submitted late

Attachments to JVs are highly recommended as they provide additional information about high-risk transactions. When submitting or requesting JVs, please include comprehensive information and details about the original transaction purpose. For sponsored accounts, explain the purpose and how it benefits the research project you are now charging.

For JVs submitted after 90 days, please provide a detailed explanation for the delay, including any procedural breakdowns or extenuating circumstances. The finance team may request additional information about the delay to maintain departmental records and avoid JV rejection.