| Overview regarding Intra and Inter Departmental Transfers
Intra Departmental transfers are transfers
between codes within a Department. Inter
Departmental transfers are transfers between codes in separate departments.
The same forms are used for both
types of transfer. In FIS these entries are made using the Accounts Payable
module and in effect they enter a credit note for one side of the entry and
a debit note or invoice for the other side.
All Accounts payable entries
have to be recorded against a supplier code. For the purpose of IDT’s the
supplier code should always be that of the ‘supplying’ department, that is
the department which completes the credit section of the form. All UCL departments
have been given an internal supplier code for this purpose.
All IDT’s must total zero, that
is the debit and credit side must offset each other. It is not possible to
transfer more into one account than is being taken out of another.
Detailed guidance regarding IDT’s is
given in the Procedures for Migrated Departments and the Procedures for Non
IDT’s should be batched authorised
and sent to Finance Division in the same way as Supplier Invoices batches.
the case of non-migrated departments using the colour coded multi part stationery
it is the pink copies which should be batched and sent to Finance Division for
input to the system.
In the case of migrated departments
all data can be entered locally for intra departmental transfers. As with invoices
however the original batch documents must still be submitted to Finance Division.
inter departmental transfers the forms must be batched and sent to Finance Division
for input since Departments cannot post things to an account belonging to someone
The system is being developed and
it is planned that migrated departments will soon be able to create an IDT form
within the Purchase Order module. The printed form will then be sent to the
supplying department and the system will operate as set out in 7 below. The
current plan is that after the goods have been supplied and the actual cost
has been debited, departments will then need to finally close the IDT order
to remove the commitment.
This is an interim measure. In
the long run there are plans for a more streamlined electronic system.
The current system allows for a faster
procedure for recharges under £500.
7.1 Recharges for items under £500.
In the case or orders or requests
for services, other than biological services, costing under £500 the internal
supplier will, on receipt of an IDT or purchase order, provide the goods or
services and will then notify departments of the proposed charge. Notification
will be by means of a copy IDT and covering memorandum. Departments will be
given one week to query the charges.
no queries are raised then the internal supplier will batch up the IDT forms
(currently the pink copies) and send details of the charges to Finance Division
for input to the system.
Division and supplying Departments guarantee that if any dispute arises over
internal recharges debited to a departmental code under the above system, the
entry will be reversed, on request from the department, while the query is resolved.
7.2 Recharges for items over £500
The system will operate in the same
way as the under £500 items but the supplying Department will first send the
IDT form to the ordering Department for approval and return before sending the
batched IDT forms (currently the pink copies) to Finance Division for entry
on to the system.
will be the responsibility of the supplying Department to obtain authorisation
from the ordering department and to monitor the return of authorised IDT’s.
7.3 Special Cases
Internal Transfer forms are used for services provided by the Refectory. At
the end of each month details of the proposed recharges are sent to Departments
and queries must be raised within one week. If no queries are raised the Refectory
sends the forms to Finance Division for input to the system.
b) IDT’s are
not used for Biological Services.
modified IDT forms are used to record purchasing card entries
This page last modified
June 3, 2011
by Web Editor