Interdepartmental Transfers

 

  1. The Interdepartmental Transfer form (IDT) is used purchase goods or services from another University department. It is not to be used to transfer funds between departments nor is it to be used to purchase goods or services from off-campus vendors.         
     
  2. When using the IDT form for Physical Plant, please refer to the Credit Card portion of the Fiscal Regulations and Procedures.
     
  3. When using the IDT form for purchases from the Bookstore, please refer to the Bookstore Department Transfers portion of the Fiscal Regulations and Procedures.
     
  4. Do not use an IDT form to correct or cancel an accounting entry. An email sent to the Controller’s Office should be used to make corrections.
     
  5. The department receiving the goods or services is responsible for initiating the form. Each area on the IDT form has been numbered. The IDT form must be completed to provide the data requested in accordance with the following instructions:
    1. Date the IDT form was prepared.
    2. The name of the department which is providing the goods or services will    complete this item.
    3. Leave blank. The department which is providing the goods or services will  complete this item.
    4. The name of the initiating department.
    5. The account number of the initiating department which should be charged for the goods or services.
    6. Leave blank. The department providing the goods or services will complete this item.
    7. Leave blank. The department which is providing the goods or services will complete this item.
    8. Enter the account classification codes which best identify the goods or services which are requested. Refer to Expenditure Classifications for a list of approved codes.
    9. Enter a brief description of the goods or services.
    10. Leave blank. The department which is providing the goods or services will complete this form.      
    11. Leave blank. The department which is providing the goods or services will complete this form.
    12. The account manager of the account being charged for the goods or services must sign authorizing the purchase of the goods or services.
    13. Leave the entire shaded area blank.
    14. The person who physically receives the goods or services must sign acknowledging them.
    15. Enter the date the goods or services were actually received.

 

  1. The department which provides the goods or services must complete the following numbered items on the IDT form:

           (3.)  Enter the account number which should be credited with the income from the sale of goods or services.

         (10.)  Enter the total price for each item listed on the IDT form.

         (11.)  If more than one good/service is provided, enter the total of all goods/services, otherwise leave blank.

7.   It is intended that a separate IDT form be generated for each purchase but may include several different items to be purchased. However, this does not preclude initiation and completion of one IDT form for all purchases made during the month. For example, if one department is providing xerographic services from many departments it is permissible to accumulate such charges and bill the receiving department on a monthly basis. In such cases, the “credit” department will initiate the IDT form.

8.  The distribution of the completed IDT form is indicated at the bottom of the form. The pink, blue, and green copies should be sent to the Controller’s Office on a timely basis but no less than weekly.

        9.   A supply of the IDT forms may be obtained from the University Print Shop.

Responsible for Implementation: Vice President for Business Affairs and Finance

Contact for Revision: Controller