Creating a Manual F&A Journal Entry

Purpose: Use this document as a reference to create a manual Facilities & Administration (also know as Indirect Cost or F&A) Journal entry in ctcLink.

Audience: Finance Staff.

You must have at least one of these local college managed security roles:

  • ZZ GL Journal Entry

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

Have the appropriate backup documentation ready to be attached to the journal. Prior creating the manual F&A Journal, recommend your Grant Admin create an excel spreadsheet of actual Grant Expenses providing the justification of the F&A amounts with appropriate approval. 

It is recommended to use the following Queries to gather your posted expense data:

  • QFS_PC_PROJ_RESOURCE - Query from Project Resource (Analysis Type BLD = billed lines)
  • QFS_GL_ACCT_ANALYSIS - GL Ledger Table/Trial Balance with Summary Totals
  • QFS_GL_ACCOUNT_ANALYSIS - GL Detailed Trial Balance with Activity and Journal ID fields

Optional to use the Journal Import Spreadsheet upload process when handling multiple lines. Please see the following QRG 9.2 Importing a Journal Spreadsheet

Please note the SBCTC Accounting GL Account coding requirements throughout this document.

Creating a Manual F & A Journal Entry

Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries

For the following example, $20,000 of Grant salaries was incurred for the month of November with a Grant-defined indirect rate of 5% of salaries. The F&A Expense to be billed for reimbursement is $1,000.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. This video includes audio and closed captioning.  Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to access the F&A Processes training session. This link will open in a new tab/window.

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