A2514 REVISED 021319.PDF

MARICOPA COUNTY INTERNAL POLICY
Policy Number: A2514
Policy Title:
Current Adoption 02-13-2019
JOURNAL VOUCHERS Date:
Current 02-13-2019
Implementation Date:
Approved by: Board Agenda C-18-19-004-6-00
Number:
BOARD OF SUPERVISORS Original Adoption
Date: 02-22-2012
I. PURPOSE
To establish standard guidelines for processing and approving journal vouchers and journal voucher-like
transactions into the County’s financial accounting system. This policy helps ensure the integrity of financial
reporting.
II. APPLICATION
This Policy applies to all Maricopa County appointed departments as well as the Flood Control District of
Maricopa County, the Maricopa County Library District, and the Maricopa County Stadium District (Special
Districts). The Board of Supervisors is authorized to jointly adopt policies applying to the Special Districts
under the Intergovernmental Agreement, C-06-18-393-6-00, approved on April 11, 2018.
This policy also applies to employees of County elected and judicial branch offices unless the elected official
has implemented a similar policy specific to his or her office.
III. DEFINITIONS
A. Department: For the purpose of this policy, refers to any division of the County, including elected and
judicial branch offices and Special Districts.
B. Event Type: Identifies the posting codes permitted for the accounting line of a document.
C. Initiating Department: The department responsible for providing supporting documentation and
obtaining the proper review and approvals of the journal voucher.
D. Journal Voucher: Documents used to record accounting events that cannot be recorded on any other
document. Within the context of this policy, journal voucher includes and of the following event types.
1. Comprehensive Annual Financial Report (CAFR) Journal Voucher entry: An adjusting
journal voucher processed after the final June (12th period) year-end close to correct an amount
previously recorded, to record an accrual, or make other adjustments to the general ledger
accounts for proper reporting of financial activity.
2. Standard Journal Voucher (JV): A journal voucher that requires an event type to control the
entry of posting codes.
3. Cost Accounting Journal Voucher (JVC): A journal voucher that requires an event type and
is used to record transactions related to grant funds or capital projects.

Policy Title: Policy Number: A2514
JOURNAL VOUCHERS Current Adoption
Date: 02-13-2019
4. Advanced Journal Voucher (JVA): A journal voucher where an event type is not required.
5. Internal Exchange Transaction (IET): A transaction document used to record interfund
transfers and internal sales.
6. Cost Allocation (CA): A transaction document used to allocate indirect charges.
E. Posting Code: Identifies the balance sheet account, revenue, and/or expenditure line that the
transaction will post.
F. Recurring Journal Voucher: A journal voucher where the event type is required and the journal voucher
is created at the interval set by the initiating department (i.e. weekly, monthly, quarterly, annually).
G. Workflow: The process of obtaining approvals in the County’s financial (accounting) system.
IV. POLICY
A. General Guidelines
1. Journal vouchers will be processed in the accounting period when the adjusting transaction
occurred or immediately when determined an adjustment is necessary.
2. Journal vouchers will be sequentially numbered by the County’s financial (accounting) system.
3. Pending journal vouchers in the County’s financial (accounting) system are to be cleared out
(either submitted for workflow or discarded if not used) by the initiating department within 60
days.
B. Journal Voucher Form and Support
1. The journal voucher form will contain sufficient documentation to support the transaction.
2. The journal voucher form will contain the names of the preparer and a separate approver.
a. By signing the journal voucher form, the preparer and approver are vouching that the
transaction is in compliance with:
i. This Journal Voucher Policy
ii. Applicable accounting requirements for Federal and state grants, Arizona Revised
Statutes (ARS), and other regulatory agencies
iii. Generally Accepted Accounting Principles
C. Journal Voucher System Entry and Processing
1. The initiating department will enter and submit the journal voucher in the County’s financial
(accounting) system. The document will then enter the system’s workflow.
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Policy Title: Policy Number: A2514
JOURNAL VOUCHERS Current Adoption
Date: 02-13-2019
2. The department approver will review the entry and determine that:
a. The accounting strings affected are valid and budgeted
b. The journal voucher is necessary, accurate, and sufficient supporting documentation is
provided.
c. The journal voucher was input in the County’s financial (accounting) system as
intended by comparing to the journal voucher form.
3. The individual providing department approval cannot be the same individual who is listed as the
preparer on the hard copy journal voucher form.
4. The Department of Finance will provide final approval once determined that:
a. The journal voucher is logical and necessary.
b. The balance sheet accounts, revenue, and/or expenditure lines affected are proper.
c. The journal voucher form and support has been uploaded in OnBase.
Revision History
Version Revision Date Description of Revision
1 02/22/2012 Initial version. (C-18-12-028-6-00, C-18-12-029-6-00, C-18-12-030-6-00, C-
18-12-031-6-00)
2 02/13/2019 Reviewed by the Department of Finance and revised to reflect consistent
terminology and updated language to reference County financial system.
Updated to current formatting. (C-18-19-004-6-00)
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