For State agencies that do not use the Billing module in SFS to create interagency bills, Hybrid Journal Entries may be used to charge/reimburse for costs. Hybrid Journal Entries contain both expenditure and revenue account codes and are submitted in the General Ledger module.
As a general rule hybrid journal entries should not go between governmental funds: General Fund, Capital Funds, Special Revenue (General and Federal) and Debt Service Funds. When one agency incurs an expense for another agency from one of their governmental funds, the transfer of expenses should be done as APJV or GLJE transactions using the same account codes. See Section 1 – Accounts Payable Journal Vouchers & General Ledger Journal Entries Overview of this Chapter.
Some examples of Hybrid journal entries are:
- Record an expense in an operating fund of one agency and a revenue in a fiduciary or agency fund of another agency as the result of a MOU
- Reimburse centralized service costs by recording an expenditure in an operating fund and a revenue in an internal service fund
- Record a reduction of receipts and increase refund expense. (e.g. tax refunds)
See Section 1 – Accounts Payable Journal Vouchers & General Ledger Journal Entries Overview of this Chapter for guidance on:
- Submitting APJV and GLJE transactions to SFS
- Obligation and Accounting Dates for Transactions
- Agency Transactions and Workflow
- Reporting
- Obligation and Accounting Dates
- Transaction Documentation
Guide to Financial Operations
REV. 07/02/2019