1. Intra Departmental transfers are transfers between codes within a Department. Inter Departmental transfers are transfers between codes in separate departments.

2. 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.

3. 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.

4. 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.

5. Detailed guidance regarding IDT’s is given in the Procedures for Migrated Departments and the Procedures for Non Migrated Departments.

6. IDT’s should be batched authorised and sent to Finance Division in the same way as Supplier Invoices batches.

a)      Non-Migrated Departments

In 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.

b)     Migrated Departments

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. 

For 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 else.        

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.

7. 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.

If 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.

Finance 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.

It 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

a)      Special 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.

c)      Special modified IDT forms are used to record purchasing card entries

This page last modified June 3, 2011 by Web Editor