REG 07.30.05 – University Billings – Interdepartmental Transfers (IDT)
Authority: Vice Chancellor for Finance and Administration
History: First Issued: November 1, 2001
Contact Info: University Controller (919-515-3824)
PROPOSED REVISION TO: REG07.30.05
Rationale: Requesting all REGs be Repealed (Duplicate PRRs)
Review Process:
4/21/17_ AVC for Finance authorizes transmittal of PRR for review
4/21/17VC for Finance & Administration review
(Relevant NCSU committee or other body) review, if applicable
4/24/17General Counsel final review, if changes have been made
5/2/17EOM, or official with delegated authority to approve PRR
8/14/17University Council (review/notification), if applicable
NABoard of Trustees (review/notification), if applicable
1. Purpose
This Statement provides guidelines for departments processing bills to other University departments or activities.
2. General Guidelines
All payments for materials or services between activities or departments must be handled on Interdepartmental Invoices (IDT), or Service Unit Billing Invoices. These forms are used by the Accounting Office to create journal entries between the billing and customer departments.
The billing department is responsible for follow-up on unpaid invoices. The billing and customer departments are responsible for keeping copies of all billings and reconciling them to the departmental monthly transaction reports (AM091).
3. Procedures
Billing units may elect to either obtain an account number to be charged and approval prior to billing or send a bill to the customer department for approval. In either case, the IDT should be the vehicle for the charge.
4. Form
Form JVS-7, Interdepartmental Transfer Invoice, may be purchased from Central Stores.
5. Instructions for Completion of Form
5.1. Billing Department
5.1.1. Enter data the IDT is prepared.
5.1.2. Enter name and address of the billing department.
5.1.3. Enter name and telephone extension on individual who prepares forms.
5.1.4. Enter name and address of the customer department and provide name of individual to receive IDT, if appropriate.
5.1.5. Enter description and cost of items(s) being charged.
5.1.6. Enter account to be credited. Only one account may be credited on each IDT form.
5.1.7. Enter account(s) and amount(s) to be charged (applicable only when prior approval and account number have been given for charges).
5.1.8. If prior approval obtained from customer:
1a. Send original (white copy) to Accounting.
1b. Keep billing copy (blue and/or pink) – an extra copy is provided.
1c. Send copy (goldenrod) to customer.
If prior approval has not been obtained from customer:
2a. Keep billing copy.
2b.Send all others to customer.
Customer Department (applicable when billings are sent to department for approval)
5.1.9. Enter account(s) and amount(s) to be charged. The total amount must equal the total charges shown at center portion of page.
5.1.10. Sign the IDT form to indicate approval for the charges.
5.1.11. Send original to Accounting.