Business Office Financial Information Services Connecting And Leading

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Business OfficeFinancial Information Services
Connecting And Leading
AA Round Up April 25, 2007
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Business OfficeFinancial Information Services
Connecting And Leading
INTERDEPARTMENTAL TRANSFERS
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Business OfficeFinancial Information Services
Connecting And Leading

• The Interdepartmental Transfer (IDT) form should
  be
• used between College departments when the
  provider
• department needs to bill the customer department
  for
• services or materials provided.
• What is the purpose of an IDT?
• These forms are used by the Business Office to
  create journal entries between the provider
  department and the customer department.
• The provider department is responsible for
  following up on unpaid invoices.
• The provider and customer departments are
  responsible for keeping copies of all billings
  and reconciling them to the departmental monthly
  transaction reports.

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Interdepartmental Transfer Form (IDT) PROCESS
( EXCEPT FOR FOOD SERVICES )
Department providing services is to obtain IDT
form from STC web page.

• Provider Dept. must provide
• DESCRIPTION
• Explanation
• Type of svcs or goods
• PO where goods were
• purchased
• Title of event (i.e. Advisors
• meeting)
• Price range, PO number, Invoice
• number, vendor name
• Total amounts
• Signatures
• Provider Org. name, Fund,
• Org. Acct. codes.
• Customer Org. name, Fund,
• Org. Acct. codes.

Provider Department is to prepare and complete
IDT form soon AFTER good(s) and service(s) are
provided to Customer Department.
Provider Department must route IDT to Customer
Department for signatures.
Customer Department submits IDT form to
Business Office within 3 days that
goods/services were received.
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IDT FORM - Expenditures
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IDT FORM Revenue
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Interdepartmental Transfer Form (IDT)
Process For Food Services

• The Customer
• Dept. provides the following
• information on IDT
• Contact
• Event
• Justification
• Fund Organization
• Acct. code

The Customer Department (the one needing
services) prepares the IDT. (Obtain form from
web page)
The Customer Department routes the IDT to the
Business Office (At least 3 days prior to the
event)
Business Office Will fax IDT back to the
Customer Dept. with approval Signature IF the
purpose of goods/services are allowable.
The Customer Department routes the IDT to Food
Services
Food Services completes menu section on IDT and
submits it to the Customer Dept. VP Office
The Customer Department accepts the Food Services
Menu-via email, obtains signatures and forwards
the IDT to the VP Office within 3 days.
The VP Office Dept. routes original IDT to the
Business Office.
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Alert Notice 2005-18

• Food Purchases
• With the exception of food supplies purchased for
  travel, educational or laboratory purposes, the
  only funds which may be expended for food and/or
  beverage shall be from Auxiliary Fund Accounts.
  Expenditure of these funds for such purposes must
  serve a legitimate public purpose or furthers the
  educational function of the College.
• The Purchase Requisition must indicate the time
  and place of the function and must identify the
  direct beneficiaries of the function and must be
  approved by an appropriate authorized Account
  Manager.

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IDT FORM Food Service
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Uses For Interdepartmental Transfer Form (IDT)

• DOS
• FOOD SERVICES
• CHARGE BACK ACCOUNTS
• -GAS CHARGES
• -PRINTING SERVICES
• -OVERNIGHT MAIL
• -POSTAGE FOR MAIL
• OUTS
• -EQUIPMENT-SPECIAL CASES ONLY
• Revenue for In-house conferences
• Grant revenue

• DONTS
• BUDGET TRANSFERS
• (Budget Transfers Form)
• CORRECTION OF AN ERROR
• (Memo for Journal Entry)
• EXPENDITURE TRANSFER BETWEEN ORGANIZATION
• (Expenditure Transfer Form)
• TO MAKE A PROFIT