About My Journals
Effective with Fiscal Year 2026-27 (FY27) journal entries will be submitted using the Banner Self-Service tool My Journals. This tool replaces the current reallocation webform on the Controller's Office website beginning with FY27 journal entries.
My Journal enables users to submit journal entries directly into Banner and attach supporting documentation into Xtender. It allows users to create, submit, and track journal entries electronically. Entries are approved by the applicable managers. The system streamlines the journal entry process, improves transparency, and allows Lehigh to maintain an efficient audit trail for all transactions.
This page includes helpful resources for your reference as Lehigh transitions to My Journals. We've also included Rules and other Important Reminders.
Training Materials and User Guides
My Journals Scribe Guide
Learn how to navigate the Ellucian Finance Self-Service portal to accurately document and submit financial journal entries. This Scribe with the "Guide Me" feature provides a step-by-step walkthrough for selecting indices, applying accounting details, and attaching supporting documentation.
My Journals Quick Reference Guide
A text-based walk through of My Journals including key words, checklists and reminders.
My Journals Training Manual
Includes the material from My Journals training workshops.
Research Reallocation Resources
Research Reallocations via My Journals Scribe
A step-by-step guided walk-through of the Research reallocation process using My Journals
Greater than 90-day Research Reallocation DocuSign
This form is required for research expense reallocations that exceed the allowable 90-day window.
Research Fund Reallocation Justification Form
Complete this form for a research expense reallocation occurring within 90 days after the end of the month in which the original expense was charged.
Frequently Asked Questions
General Questions
My Journals is Banner Self-Service Finance's electronic journal entry tool used to create, route, approve, and track non-payroll journal reallocations. It replaces the Online Reallocation tool.
Use My Journals for non-payroll journal reallocations that were previously submitted through the Online Reallocation tool.
Do not use My Journals for payroll-related journal entries.
My Journals is used beginning July 20, 2026, for FY27 transactions.
Continue using the existing Online Reallocation tool for FY26 transactions until year-end processing is complete.
Connect Lehigh
→ Banner Links
→ Banner 9 Self-Service Finance
→ My Journals
Creating Journals
No. Leave the automatically populated date unchanged if it is today’s date.
Only update the date if you saved a draft and are submitting it on a later day.
In that case, change it to today's date, never a prior date.
Standard journal *JVE (Default)
Research journal JRA
Unless you work with research grants, you will almost always use *JVE.
No. Those fields populate automatically from the Index and should not be changed.
For each journal line, complete:
- Journal Type
- Index
- Account
- Amount
- Debit or Credit
- Business Description
Yes. You may enter as many debit and credit lines as necessary.
However, My Journals is intended primarily for smaller reallocations (generally 12 lines or fewer). Large recurring entries should use the University's journal upload process.
Yes. Debits and credits must balance exactly, including pennies. If they do not, the journal cannot be submitted.
The description tells approvers and auditors why the transaction is being made.
Avoid vague descriptions such as: “Move funds” or “Transfer expense”
Instead describe the business purpose:
- Correct office supply charge
- Reallocate travel expense
- Correct departmental billing
Yes. Supporting documents should be attached using the paperclip icon.
Allowable file types include:
- PDF (preferred)
- Microsoft Word
- Microsoft Excel
Multiple attachments are allowed.
- Attach documentation necessary to support the journal entry.
- Avoid attaching confidential documents that should not be broadly accessible.
- If confidential documentation cannot be attached, note where it is maintained.
Yes. Use Save to create a draft. You can return later to edit or complete the journal.
Yes. The Copy function is especially useful for recurring monthly entries.
The copied journal automatically uses the current date.
Submitting Journals
The system:
- Assigns a JDOC number
- Routes the journal for approval
- Places it in your Pending Journals list
Yes, if it has not yet posted, use Recall to return the journal to Draft status.
- Use Recall Before posting; Returns the journal to Draft for editing
- Use Reverse After posting; Creates an opposite journal entry
Approval Process
Approvals are automatically routed based on the Org containing the Index(es) used in the journal.
No. Unlike the previous process, both the debit and credit sides require approval.
If you are the designated approver for both the debit and credit indexes, no additional approval is required.
Approvers receive automatic email notifications. Emails include a link directly to the journal awaiting approval.
Yes. Open your Pending Journals and select the information icon to view the approval routing and current approvers.
- The journal returns to Draft status.
- The approver should provide comments explaining what needs to be corrected.
- After making corrections, simply resubmit.
Research Journals
Research journals use Journal Type JRA and follow ORSP approval requirements. See the research Scribe for details.
Yes. All research reallocations require a justification form.
Complete the Research Justification Form and attach it to the journal. No signatures are required.
Complete the DocuSign approval process first.
After all approvals are obtained, upload the completed signed packet to My Journals and submit the journal.
Yes. Any journal involving a research index requires justification, even if expenses are being moved off the grant.
Errors and Exceptions
The system generates an exception notification. You may be asked to Recall, correct, and resubmit the journal.
No. Some errors are identified through exception reports after submission.
Users and approvers remain responsible for reviewing journal accuracy.
Yes. Use Save to create a draft.
Yes. Multiple attachments are supported.
Yes. Pending Journals display the approval workflow.
Use Recall, make corrections, and submit again.
Yes. Use the Copy function from a previous journal.
No. Use Reverse to create a correcting entry.
Training and Support
Use the step-by-step Scribe documentation provided on this page.
- Questions about using My Journals
- Contact Nolan Graber nrg325@lehigh.edu in the Controller's Office
- Questions about accounting or journal content
- Contact Controller’s Office inctr@lehigh.edu shared services
- Questions about research journals
- ORSP / Contract & Grant Specialists
Reallocation Rules Reminders
| Purpose | Expense Acount Code | Account Code Title | Credit Account Code | Account Code Title | Indexes Permitted |
|---|---|---|---|---|---|
| Transfer of funds to/from an indepartmental unit or agency (9xxxxx) & non-agency indexes to provide program support | 73550 | Program Support - Internal | 73550 | Program Support - Internal | 2xxxxx (with Budget Office approval), 4xxxxx or 6xxxxx, except 42xxxx and 45xxxx, and 9xxxxx |
| Transfer of funds to/from another campus unit to provide program support | 85000 | Program Support - External | 85000 | Program Support - External | 2xxxxx (with Budget Office approval), 4xxxxx or 6xxxxx, except 42xxxx and 45xxxx |
| Transfer funds (based on 2nd point below) | 89100 | Funds Transfer | 89100 | Funds Transfer | 2xxxxx (with Budget Office approval), 4xxxxx or 6xxxxx |
| Transfer of funds received from University - Budget Office use only | 89000 | Program Support - University | 89000 | Program Support - University | Indexes determined by the Budget Office |
| Transfer of funds received from Provost - Provost Office use only | 80905 | Program Support - Provost | 80905 | Program Support - Provost | Indexes determined by the Provost Office |
| Transfer of funds for capital projects | 89970 | Transfer to Plant | 50970 | Trans for 80970 or 89970 Plant | 700000-799999 |
More Important Reminders
- Units cannot transfer funds from 2xxxxx index to other index ranges without proper approval from the Budget Office.
- Transfer account code 89100 should be used to fund a new index, clear a deficit balance, or transfer funds out of an index to be closed.
- Units should move index activity with expense/revenue reallocations, rather than using transfer account codes.
- Transfers in/out of endowment (45xxxx) and gift indexes (42xxxx) are not allowed. Donations deposited to a restricted fund must stay in the restricted fund for compliance and stewardship purposes. Transferring funds makes it difficult to report accurately to the donors on the use of the funds. It also leaves an inadequate audit trail and raises questions as to whether the funds were used according to the donor terms.
- Please contact the Controller’s Office (inctr@lehigh.edu) or Budget Office (inbud@lehigh.edu) with any questions related to using these transfer account codes.