PeopleSoft is a date driven system and will allow only costs to hit within the appropriate charge period.  If the Journal Entry contains projects in CLOSED status, which means that the project ended more than 60 days ago, the system only allows the Journal Entry to be saved. The journal is suspended until the “Budget Date out of Bounds” condition is corrected. The Journal Entry will be saved with an ID. The steps below describe what to do when a Journal Entry fails Budget checking.

When an error has occurred during budget checking, a Budget Status of “ERROR” will appear. Click “E” Budget Status on the Lines page to view budget checking errors for Journal Entries.

Click on the “Line Exceptions” tab to see which journal lines are in error.

Only the Central Office can override the budget exceptions on the “GL Journal Exceptions” page.

The Journal Entry initiator should provide the Journal Entry ID along with the completed “Request to Override Budget and Unfreeze a Project” form http://www.ogca.emory.edu/post/forms/index.cfm to Jamena Dixon, JDIXON2@emory.edu at the Office of Grants and Contracts. Based on the given information, OGCA Operations will determine what action is required; to “Unfreeze” the project for 30 days, or to override the Budget Status on the Journal Entry.

The following rules apply:

• PS project can be unfrozen to pay an invoice (vendor, subcontract) that is received after the project end date and no purchase requisition was created prior to the close date in PeopleSoft. Costs must have been incurred prior to the end date and must be appropriate to be charged to the project.
• Budget Status can be overridden for cost transfers (Journal Entries).
• If costs need to be transferred to a Federal or non-Federal sponsored project and the charges are older than 90 days, regardless to the type of transaction, the Associate Vice President for Research Administration’s signature is required on the form.

If the Budget Status has been overridden, the system will check the Budget Status ignoring the start and end dates for the lines were chosen to override. After this action, the entire journal should have a “VALID” budget checking status. The requestor will be notified of approval by email and the Journal Entry can be submitted and forwarded for approval according to the original workflow. No changes can be made to the journal once the Budget Status override has been processed.