New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-3 - Books Of Account › Section 1642-3.6 - Journal voucher

Current through Register Vol. 46, No. 28, July 10, 2024
All postings to the general ledger other than those
						  made from the books of original entry shall originate from journal vouchers.
						  Postings may be made directly from the journal vouchers, the bound vouchers
						  then serving in lieu of a journal voucher register, or, alternatively, a bound
						  journal voucher register may be maintained as the posting medium. Typical
						  transactions requiring the use of journal vouchers include accruals of
						  expenses, write-offs of deferred charges to cost or expense, adjustments of
						  inventories, distribution of payroll expense, establishment of reserves,
						  authorization for the issuance of evidences of indebtedness, awards of
						  contracts, and similar entries which do not originate from one of the books of
						  original entry. Journal vouchers shall not be used as a medium of entry for the
						  transfer of cash, the accounts payable voucher having been provided for such
						  purpose. Journal vouchers shall be prepared in an original only. The former
						  requirement for transmittal of a duplicate copy to the division has been
						  eliminated. All journal vouchers shall be approved by a responsible official of
						  the local agency other than the person preparing the voucher. The official
						  designated to approve journal vouchers should be a check signer. Each journal
						  voucher shall contain a full and complete explanation of the transaction to be
						  recorded. Reference should be made in the explanation to schedules,
						  correspondence, or other evidence supporting the entry. If the entry results
						  from formal action taken by the members of the local agency, specific reference
						  to the minutes or resolutions, including the dates thereof, shall be included.
						  Journal vouchers recording contract awards shall include reference to the date
						  of communication from the division approving the contract. Journal vouchers
						  shall indicate the amount or amounts to be charged and credited, and the
						  accounts, including both general ledger and subsidiary ledger accounts, to be
						  so charged and credited. Journal vouchers shall be numbered consecutively, a
						  separate series of journal vouchers being maintained for each general ledger. A
						  specimen journal voucher form is shown as Exhibit 11 of Appendix S-8. These
						  forms are supplied by the local agency and should be printed. The forms should
						  not, however, be prenumbered. A standard stock form which provides the required
						  information may be used. The use of a colored paper stock to distinguish
						  journal vouchers from accounts payable vouchers is recommended. The specimen
						  form exhibited can be adapted for use for a multiple development project where
						  separate accountability is prescribed or desired, by substituting for the
						  project name and number in the heading, a column for entering the project
						  numbers of the various sites.