Interdepartmental Transfer (IDT)
Purpose: This form is used for internal sales from one Rice department to another.
Use to: Charge another department for services performed by your department.
Do not use to: Correct transactions that have already occurred, move fund balance between funds, change payroll charges.
Coding restrictions: One side of the transaction must be coded to an internal revenue code (57400, 58100). Do not use payroll codes of 6xxxx. Account 57180 is terminated, do not use it -- use 58100 instead.
Supporting information required: Retained by billing department.
Where to obtain forms: From the Controller's Office.
Processing information: Once all signatures have been obtained, send to the Controller's Office at MS70. Electronic processing is available for transactions longer than 50 lines.
Copies: Please make a copy before mailing the form. The Controller's Office no longer returns copies of IDT's to departments.
Need help completing this form: Current Fund Accounting in the Controller's Office: Crystal Davis at x2478 or firstname.lastname@example.org.
Detailed instructions for completing the form:
Date: Date of transaction. This can be important for determining the posting period. For example, an IDT is received on June 4 before May business has been closed. If the IDT is dated May 31 it will be processed in May business, but if the IDT is dated June 4, it will be processed in June business.
Document total: Add the debit column and the credit column, both as positive numbers, including pennies. This total is used by the Banner system to check the accuracy of keypunching.
Coding: The fund, org and account must be completed. The program and location columns should be completed if and only if the fund listed is used for research cost sharing. The use of an activity code is optional.
Debit/Credit: Complete the amount of the transaction. Debit the fund charged and credit the billing fund.
Description: This is the description that will be entered into Banner. The field is 35 characters.
Explanation: This area may be used to explain why this transfer is necessary. It is an optional field. The explanation will not be input into Banner.
Approval: Please write the name or org code of the department being charged and the department being credited. The document should be signed by someone in each department with signature authority for the funds used.