UAMS ADMINISTRATIVE GUIDE

NUMBER: 8.1.02
DATE: 01/15/97
REVISION:04/14/03

SECTION: FINANCE DEPARTMENT
AREA: GENERAL ACCOUNTING
SUBJECT: INTERDEPARTMENTAL TRANSFER

PURPOSE

The purpose of this policy is to notify departments within the University of Arkansas for Medical Sciences (UAMS) of the function of an Interdepartmental Transfer and the procedures to be followed when processing an Interdepartmental Transfer Form.

PROCEDURE

  1. Departments must use the Interdepartmental Transfer Form to request the transfer of goods or services between accounts or between departments.  The Interdepartmental Transfer Form must also be used to transfer a fund balance from one/fund center to another.1   An Interdepartmental Transfer Form must not be used to transfer budget.2  To transfer capital equipment or property from one department to another, a Property of Transfer Form3 must be completed and submitted to the Property Management Department.
     

  2.  Interdepartmental Transfer Forms are available on the Finance Dept. web page. The UAMS Library, Bookstore, Central Sterile Supply, and Clinical Pharmacy require that Interdepartmental Transfers for certain purposes in their areas be made on their own specialized forms.  These forms include the Library Service Requisition, the Pharmacy Requisition for Clinical Floor Stock Item, the UAMS Flammables Requisition, and the Central Sterile Supply Requisition Form.  Departments requiring one of these forms should contact the responsible department.
     

  3. The “purchasing” department or account usually initiates the Interdepartmental Transfer Form, identifying itself as the “charge” or “debit” department (department to be billed).  This department must complete the form in triplicate, obtaining an original signature for each form.  The charge department must forward the Interdepartmental Transfer Form to the “credit” department, who must check the form for accuracy and enter their signature.  The credit department will forward the original and one copy to General Accounting, # 545.
     

  4. General Accounting cannot process an Interdepartmental Transfer Form unless it is filled out completely with the following information:

a)  For transfers involving only one transfer item, enter the fund g/l account, and center/ WBS element of both the credit and debit departments, and the department names and slot numbers as requested.  Then enter a description of the item, the total price (unit prices are helpful), and signatures of the responsible individuals from both the credit and debit departments.

b)  For transfers involving more than one transfer, follow the same directions as above, but include within the description, an object code for each item

  1. If the transfer request involves restricted funds (211-276), the form will be forwarded directly to Restricted Funds Accounting.

 REFERENCE ¹ UAMS Policy 8.1.03       ²UAMS Policy 6.1.02   ³UAMS Policy 5.4.01

 

INTERDEPARTMENTAL TRANSFER INSTRUCTIONS

GENERAL INFORMATION

The Interdepartmental Transfer Form is initiated by the “purchasing department”, or the department to be billed for good or services.  The purchasing department is also referred to as the “charge” or “debit” department.  This department usually completes the form and forwards it to the “credit” department, of the department to be reimbursed for the goods and services.  The credit department completes their portion of the Interdepartmental Transfer and submits the form to General Accounting, # 545.

COMPLETING THE FORM

  1. Date:  Enter the date the request for the Interdepartmental Transfer was made.
     
  2. Credit: In this section, enter the requested information regarding the department to be credited, or the department that is to be reimbursed for the goods or services:

a)  Fund/ G/L account/ Center:  Enter the fund, g/l account, and center to be credited.

b)  Department Name/Mail No.:  Enter the name of the department and the mail number of the department to be credited.

  1. Debit: In this section, enter the requested information regarding the department to be charged, or the department to be billed for receiving the goods or services.

a)  Fund/ G/L account/ Center:  Enter the fund, g/l account, and center to be debited.

b)  Department Name/Mail No.:  Enter the name of the department and the mail number of the department to be charged.  A copy of the form will be mailed to this destination. 

  1. Quantity:  Enter the quantity of the goods or services to be transferred.
     

  2. Description of Item:  Enter a description of the goods or services being transferred.  Include specifications.  If goods and services are not involved, give a detailed reason for transfer of charges.  It is very helpful to include g/l accounts for each of the items entered.
     

  3. Unit Price:  Enter the unit price of the goods or services being transferred, if applicable.
     

  4. Total Price:  Enter the total of costs of goods or services being transferred, or the total amount of charges if goods or services are not involved.
     

  5. Credit Dept. Signature: The Authorized signature of the “credit” department must enter his/her signature here.
     

  6. Charge Dept. Signature:  The Authorized signature of the “charge” department must enter his/her signature here.