Financial Processing (FP) module e-docs include Advance Deposit (AD), Auxiliary Voucher (AV), Budget Adjustment (BA), Disbursement Voucher (DV), Distribution of Income and Expense (DI), General Error Correction (GEC), Indirect Cost Adjustment (ICA), Internal Billing (IB), Intra-Account Adjustment (IA), Pre-Encumbrance (PE), Transfer of Funds (TF), and the Procurement Card Document (PCDO), which is system-generated.
These guidelines do not address attachments required for Purchasing and Accounts Payable module documents (Requisition [REQS], Purchase Order [PO], and Payment Request [PREQ]). They also do not address I Want Doc attachments.
Note: Since an I Want Doc has very few required fields and is a request for action that could create a FP e-doc, documentation requirements still apply for the proper creation of FP e-docs.
FP e-doc attachments clarify or substantiate the purpose of a transaction and provide an audit trail for certain groups who review those transactions:
Include attachments when:
Before attaching documentation, ask yourself the following:
Note: For additional information on documenting cost transfers on sponsored agreements, including Federal Appropriations, refer to University Policy 3.20, Cost Transfers on Sponsored Agreements. If the e-doc description or explanation does not fully explain the correction or contain the required information for a cost transfer, a note or an attachment is required. For late cost transfers (i.e. those occurring more than 90 days since the original charge was posted), consulting the appropriate SFS personnel prior to preparing the e-doc is highly recommended.
Attachment formats and types may include, but are not limited to, the following:
When corrections are required on a previous transaction, use the GEC e-doc. The GEC references the initial transaction using the reference origin code and reference number, therefore additional attachments may not be necessary. However, you may wish to add an attachment that further explains the correction.
If you are correcting a large number of transactions with a GEC, the best practice is to attach the download and/or report used to identify the necessary corrections.
If the transaction is within the current fiscal year and does not use an expired account, users can initiate an error correction (i.e., reversal) from the completed initial transaction e-doc. Error corrections reverse the transaction in its entirety, so use this feature judiciously! For additional information on using a GEC or error correction, refer to the GEC standard operating procedure.