INTERDEPARTMENTAL TRANSFERS (IDTs)

WHAT IS AN IDT? The Interdepartmental Transfer (IDT) form enables departments to move revenue or expense from one department’s cost center to another. These IDT forms are used by the UNT Controller’s Office to create journal entries (IDT transactions) between the provider department and the customer department to record services or materials provided.

TYPES OF IDTs There are two types of IDTs: Interdepartmental Order (6s/8s): Revenue or Expense Actuals Reclassification which includes revenue (Swap 4s) or expense (Swap 5s) reclass

Interdepartmental Order IDTs Provider (PAY TO) Department Must: Examples: Xerox Copies (copier), Business Cards, Letterhead Paper & Envelopes, Postage, Name Plates, Exxon Card (Fuel), Dining PROCESS Department Providing goods & Services (PAY To) obtains IDT form from the web page. Provides “PAY To” chart String and Revenue Account (6XXXX) Department Receiving Goods & Services (CHARGE TO) *Fills out “Charge To” chart string *Obtains signatures from Budget Officer and Account Holder *Returns IDT form back to “Pay To” department Provider (PAY TO) Department Must: Submit IDT form or Journal Template to the UNT Controller’s office for Processing with Supporting documentation attached that can confirm or validate the request, such as Journal ID Voucher Number Invoice Work Order Receipt Cognos Report Within 5 business days, the Reclass journal will be booked By the UNT Controller’s Office. UNT Controller’s Office will Process the correctly submitted IDT form or Journal Template that has sufficient Supporting documentation Attached.

INTERDEPARTMENTAL IDT FORM

ACTUALS RECLASSIFICATION IDTs Department (FROM) should submit IDT or Examples: credit card reallocation (Swap 4s), chart string correction of any kind, Shared expenses (i.e. copiers) PROCESS Department Identifies actuals Transactions and fill out Detail in FROM chart strings Department identifies where the “Actuals” transactions should be Posted. Obtain signatures from Budget Officer & Account Holder Return IDT form back to (FROM) dept Department (FROM) should submit IDT or Journal Template to the UNT Controller’s Office for Processing with: Supporting documentation attached that can confirm or validate the request, such as Journal ID Voucher Number Invoice Work Order Receipt Cognos Report Within 5 business days, the Reclass journal will be booked By the UNT Controller’s Office. UNT Controller’s Office will Process the correctly submitted IDT form or Journal Template that has sufficient Supporting documentation Attached.

ACTUALS RECLASSIFICATION IDTs

Uses For Interdepartmental Transfer Form (IDTs) DO’S Food Services Fuel Expenses Printing Services Postage / Overnight Mail Equipment Use (copier machines) DONT’S Budget Transfers (use ABA Form) Correction of an Error (Memo for Journal Entry) To Make a Profit To Increase Budget

Questions? Contact: FRO_Cash&CampusAcctg@untsystem.edu