Business Office F inancial I nformation S ervices C onnecting A nd L eading

1. Business OfficeFinancial Information Services Connecting And Leading AA Round Up April 25, 2007

2. Business OfficeFinancial Information Services Connecting And Leading INTERDEPARTMENTAL TRANSFERS

3. 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.

4. 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. Customer Department submits IDT form to Business Office within 3 days that goods/services were received. Provider Department must route IDT to Customer Department for signatures.

5. IDT FORM - Expenditures

6. IDT FORM – Revenue

7. 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.

8. 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.

9. IDT FORM – Food Service

10. Uses For Interdepartmental Transfer Form (IDT) DO’S • 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 DONT’S • BUDGET TRANSFERS (Budget Transfers Form) • CORRECTION OF AN ERROR (Memo for Journal Entry) • EXPENDITURE TRANSFER BETWEEN ORGANIZATION (Expenditure Transfer Form) • TO MAKE A PROFIT