FINANCIAL SERVICES BULLETIN 97/98-09

 

January 13, 1998

 

M E M O R A N D U M

To:

Executive Committee, Department Chairpersons, Directors, Administrative Heads, and C.A.P. Representatives

From:

Steve Lynch
Executive Director of Financial Services

Subject:

Documentation and Approval Requirements for IDT Charges

Service Departments (Lab Animal Resources, General Stores, Networking Resources, etc.) are responsible for processing the overwhelming majority of all IDT charges at the institution. These Service Departments have generally developed some type of "Service Request Form (SRF)", which is completed by their customers to obtain the services they provide. These SRF's typically require information about the services requested, the account number to be charged, and the authorized signature for the account charged. Therefore, completed SRF's provide all the necessary authorizations and documentation to support IDT charges.

IDT forms are often used by other departments to process charges to various other accounts / departments. As with the Service Departments, the department receiving the "credit" is responsible for completing and processing the IDT form to the Accounting department for posting. However, unlike Service Departments, SRF's are often not used to support the charges processed on these IDT's.

It is important that the charging departments obtain proper authorization from the department(s) being charged on IDT's. This documentation should include a description of the services, identification of the amount of the charge and an appropriate authorized signature for the account charged. The charging department need not submit this documentation with the IDT to the Accounting department, but should retain the documentation in their records to support the charge and to address any subsequent questions.

Adherence to these IDT processing procedures will help eliminate confusion about IDT charges that appear on departmental accounts and will ensure that appropriate documentation is maintained to support all IDT transactions.

Thank you for your help in enhancing our IDT process. If you have any questions or need further clarification of this policy, please contact Steve Lynch in the Financial Services Office, extension 6147.