to Use an Interdepartmental Invoice:
The three-part interdepartmental invoice with two columns or blocks is used to move an expense or revenue between departments; or, to bill other on-campus departments for goods and/or services. Submit these forms to the Financials Team in Financial Services.
NOT to use an Interdepartmental Invoice:
The interdepartmental invoice form is NOT to be used for Budget/Appropriation Transfers or for charges that belong on non-departmental invoices.
do departments obtain the forms?
Send an e-mail request to firstname.lastname@example.org or call Victoria on extension x2190. Provide your name, department, extension number, and quantity of invoices needed. She will log the forms out under your name and mail them to you. Or, you can still stop by Financial Services on the 4th floor at 7720 York Road and ask at the front desk for interdepartmental invoices.
are the forms used?
An instruction manual is available: How to Process Interdepartmental Invoices
The department that originates the invoice
obtains and completely fills out the form with the following information
and forwards the form to the other department.
- Current Date
- Department Name
- Five digit department code plus the appropriate six digit account (subcode)
- Individual Amounts
- Total Amounts
- Date of item or service
- Specific Detailed Description of item(s) or service
- Amount(s) for each item or service
- Obtain Department Head's signature
- Retain copy
- Send the remaining two copies to the other department.
The department receiving the invoice has the responsibility to sign and forward the invoice to Financial Services within five working days. This is important because the invoice represents goods received or services rendered.
- Obtain the Department Head's signature
- Retain copy for department records
- Send the yellow copy to Financial Services.
It is crucial to retain copies. Both the charged and the credited departments need to retain copies for two reasons. First, the invoices are logged out under signature, and the auditors may ask you to verify by producing your copies. Second, compare your invoice copies against the monthly budget report to verify any items posted to your department.
If you make a mistake on an Interdepartmental Invoice, write "VOID" on the invoice through all three copies, retain the green copy in your files, and send both the yellow and white copies back to Financial Services.
Credit Invoices. If you have inadvertently billed a department incorrectly on an interdepartmental invoice, you must issue an interdepartmental credit invoice to correct the entry. Note the invoice number of the original invoice in the detailed description. Credit invoices are also obtained from Financial Services at 7720 York Road.
Locating appropriate expenditure accounts. There are 14 different major groups of expenditure accounts that can be used to break down each type of expenditure into the appropriate category within your Department's budget.
- Review the Listing of PeopleSoft Accounts.
If you need assistance contact the PSTeam at 410-704-2188