Online journal vouchers enable departmental personnel to enter directly into the general ledger via the journal voucher entry page, FGAJVCD (Journal Voucher Entry), accessed through Administrative Banner. Administrative Banner Finance approval queues enable automatic routing of these journal voucher transactions from the initiator to assigned individuals (approvers) within the department, unit and/or division for approval before final submission to the Office of the Controller and Treasurer. Use of Banner Finance approval queues ensures that these documents receive the appropriate departmental, unit and/or division reviews as per audit recommendations.
Each department or unit, or in some cases the division, determines the approvers responsible for authorizing encumbrance, disbursement, and journal voucher transactions. Departments or Units are responsible for submitting an approval queue request when current approvers need to be REMOVED due to transfer, termination, or changes in job responsibility.
Departments or units must have an online journal voucher (JV) approval queue in place before entries can be processed.
Departments or units can request updates or deletion of existing approval queues or set up of new approval queues using the Administrative Banner Approval Queue Request Form for ONLINE JOURNAL VOUCHER documents. The links below provide access to the various handouts, videos, and forms required for this process:
APPROVAL QUEUE REPORT INSTRUCTIONS
Printing Current Approval Queue Reports in Banner 9 using FWGQRPT (PRINT FIRST)
Printing Current Approval Queue Reports in Banner 9 using FWGQRPT (Video)
APPROVAL QUEUE REQUEST FORM INSTRUCTIONS
Completing the MSU Approval Queue Request Form for Online Journal Vouchers Instructions Handout (PRINT FIRST)
Completing the MSU Approval Queue Request Form for Online Journal Vouchers (Video)
Submitting the Queue Request Form using the Generic Routing Slip eForm
APPROVAL QUEUE REQUEST FORM (FILL-IN)
MSU Approval Queue Request Form for Online Journal Vouchers
Generic Routing Slip eform
Important Notes:
- Individuals designated as approvers must have a current Administrative Banner Production account with BAN_APPR access.
- Departmental personnel designated as online journal voucher document originators must have keying access to BAN_OLJV. This is requested using the Administrative Banner Access Request eform.
- If an online journal voucher document has been approved by another user in the queue at the same or higher level, the document pending approval will no longer be viewable.
- Notifications of documents to be approved will appear when logging into Banner and accessing any finance page. However, approval of the document(s) can be done at any time.
- Banner will send an email to the document initiator and approver(s) whenever a document is Disapproved. However, emails are not sent after documents are approved.
- For more information, visit the Controller/Treasurer’s Reporting, Planning and Analysis Resource page at https://www.rpa.msstate.edu/training-resources
Questions or Concerns?
For questions or issues related to approval queues and document routing, contact Tamara Gibson at gibson@its.msstate.edu or the Service Desk by phone (662-325-0631) or email (servicedesk@msstate.edu).