The Accounting Office has made some changes to the current IDB (Inter-Departmental Billing) process. Instead of using the current IDB form, four new forms have been developed to better handle the main types of transactions. The primary change with this new process is choosing the correct form to use.
Effective July 1, 2013, in order to process fiscal 2014 IDB transactions, departments will to need choose the most appropriate form from among the following:
· Inter-departmental Billing: to be used only when goods and services are being billed by one NDSU department to another NDSU department. The journal ID will begin with ‘IB’ to reflect the transaction as an inter-departmental billing.
· Correcting Entry Request: to be used only to correct errors on past transactions that have been entered incorrectly in the general ledger (Psoft). An example of a correcting entry would be if you mistakenly entered the wrong account code on a previous form/accounts payable voucher on-line. There is an additional page with this form to be completed if any of the transfers are beyond 90 days of the original transaction. This is only required on Federal Sponsored projects and will be reviewed by the Grant & Contract Accounting Office. The journal ID will begin with ‘CE’ to reflect the transaction as a correcting entry.
· Cost Transfer Request (Non Salary): to be used only when one fund has incurred an expense that needs to be re-allocated to other funds. A cost transfer is different from a correcting entry in that the fund(s) incurring the expense up front have knowledge the expenses will later be re-allocated to other funds; a cost transfer will only use expense account codes. An example of a cost transfer would be the postage charges where the Purchasing Office incurs the expense in total and later re-allocates the postage charges for the month through the journal id: POSTAGE. There is an additional page with this form to be completed if any of the transfers are beyond 90 days of the original transaction. This is only required on Federal Sponsored projects and will be reviewed by the Grant & Contract Accounting Office. The journal ID will begin with ‘CO’ to reflect the transaction as a cost transfer.
· Cash Transfer Request: to be used only when transferring cash between funds for the objectives of the recipient fund – local funds only. The journal ID will begin with ‘CA’ to reflect the transaction as a cash transfer.
For any ‘other’ type of transaction not listed above, which was previously entered on the current IDB form, please contact the Accounting Office 231-7432.
You will notice that certain forms will already have the appropriate account code listed or a drop down box to choose the appropriate account code. All of the forms will have links to ‘Instructions’ for each of the individual forms. We suggest you review these instructions before filling out the appropriate form for the first time, as they should help to reduce errors, prevent send-backs, and expedite the processing of these forms.
The IDB form you are currently using can still be used for any FY2013 items (up until the FY 2013 fiscal year-end deadlines in July), but will not be accepted for any transactions to be entered for the upcoming FY2014.
These changes are intended to improve NDSU’s compliance with State Auditor requirements.
If you have any questions on these forms, please let us know by either calling 231-7432 or email the Accounting Office at firstname.lastname@example.org .