Completing an Interdepartmental Transfer (IDT) using IDT Management

This guide will cover:

 

Information

Interdepartmental Transfers (IDTs) provide a way for UW departments to purchase goods and/or services from other departments on campus.  This process initiates a journal entry transaction that transfers funds between account strings and projects within the WyoCloud System.  The funds do not leave the university and departments should ensure proper internal controls for processing and tracking IDTs are observed.

The transfers may be made between units within one college/division or between separate colleges/divisions. Examples of IDTs include departments paying the Chemical Stockroom for supplies, space rental from the CSIL Events (Union Reservations), payment for Financial Affairs Support Team (FAST) services, payment to Student Media for advertising, etc. Please note that this process does not apply on the mass IDTs (ex. Operations, Catering, IT etc.) These will continue to follow the existing procedures. IDTs can not be completed to credit a Foundation Fund Source.

IDTs are budgeted and processed within Natural Account Codes 76001-76601 (Interdepartmental charges and credits) based on the nature of the transaction. Both Credit and Debit GL Lines must use the same Natural Account Code based on what the revenue department entered. The Expense Class should always be 001 (default) for funding that is not associated with sponsored program funds on IDTs. The IDT Management System will require that the same natural accounts are used for the revenue and expense departmetns for GL Lines, and that cross validation rules are followed.

The IDT process begins with the department providing the good/service (i.e., the revenue-receiving department). The revenue-receiving department should initiate the IDT, attach supporting documentation such as an invoice, and submit the IDT to the Expense department.

 Access Icon If you do not see the IDT Management Module under My Workforce you must first take the WyoCloud Interdepartmental Transfer (IDT) Training. More information on locating a training in WyoCloud Learning is available in the Navigating WyoCloud Learning QRG.

Step One

Locating the IDT Management Module

  • IDT Management is located under My Workforce > IDT Management within the WyoCloud System.

Step Two

Creating an IDT

The Revenue Department must create the IDT. Expense Department see Step Three

  • Click the “Create New IDT” button.

  • This will bring the IDT Form Entry box. Fill out the boxes located on the form. All of the fields are required to submit the IDT.
    • Note that all drop-down boxes are smart search enabled, start typing the value you are looking for without needing to scroll through the drop down.
      • Revenue Description: This description is provided for the Revenue Department to add an explanation of the revenue.
      • Revenue Contact: Revenue Department Contact
        • This information will auto fill to yours, update as needed.
      • Revenue Department: Department who will be receiving the funds for the IDT.
        • This information will auto fill to yours, update as needed.
      • Expense Department: Department who will be paying for transaction.
        • Click on the down arrow in the Expense Department field. You can search by First Name, Last Name, Username, Department Name, Org, or Phone Number.
        • Choose the correct contact and Expense Department and Expense Contact fields will be automatically filled in with the primary contact if there are multiple contacts.
        • If you need to choose a different contact other than the primary contact, click on the Expense Contact drop down and you will choose the correct contact there.
        • If the Expense Contact isn’t in the drop down list, the Revenue Department will need to work with the Expenditure Department to get a new contact. The Expenditure Department will need to submit the new contact to their Cost Center Approval for their approval to add the new contact to the Expenditure Contact List that is updated by the Accounting Office. The CCA will then send the new contact name and email to the Accounting Office (IDT-Accounting@uwyo.edu) to request this person to be added to the Expenditure Contact List. The CCA should indicate if this new person will be the Primary or a Secondary. Each ORG may only have one Primary. They can also ask that an Expense Contact be removed from the list.
      • Expense Contact: The Expense Contact will automatically populate with the Primary contact if there is more than one contact listed under the department/org. If this isn’t the contact you need, click on the drop down list and choose the correct contact.

  • The ? on the right to the Expenditure Department drop down list will give you additional tips:

     

  • The full Expense Contact List can be viewed by clicking on Expense Contact List on the left navigation bar:

 

  • Once filled out, click "Create New IDT"
  • You will receive an email notification that the initial IDT form has been created containing the IDT number. Click "Continue".

  • Line Description: Complete the line description box referencing what goods and services are being purchased on this line and any other information that would be helpful to your department. This information will be reflected in WyoCloud.
  • Fill out Account String Details under GLAccountRegion. The "Account String" box will autofill as you enter the details. As you click in each box and start entering the value, the drop down list will automatically appear and you will be able to choose from the correct values listed. You may also copy and paste your account string into the Account String box, but be sure the Exp. Class is 001.
    • Entity – Chart of accounts segment for entity. This is a drop-down list with the available options.
    • Account – This is a drop-down list with Natural Account Codes (Internal Allocation & Sales) related to IDTs such as:
      • 76001 - Internal Service Allocation: Plant Operations (UW Operations Dept Only.)
      • 76002 - Internal Service Allocation:  Info Tech (IT Only)
      • 76003 -  Internal Service Allocation:  Other
      • 76601 -  Internal Sales Auxiliaries (e.g., Fleet Services & University Store)
    • Fund Class – Chart of accounts segment for fund class
    • Fund Source – Chart of accounts segment for fund source
    • Organization – Chart of accounts segment for organization
    • Exp. Class – 001 will autofill once Organization has been entered. Only 001 is allowed.
    • Program – Chart of accounts segment for program if used by your department. Must be 4 digits.
    • Activity – Chart of accounts segment for activity if used by your department. Must be 4 digits.
    • Future – Chart of accounts segment for future. This will autofill once Organization has been entered. It will always be 0 (zero).

  • If you are using a project, toggle the “Is Project” button and the fields for a project will be available. You may also copy the Project Account string and paste it in the Account String field. Fill out the required fields:
    • Project # - The unique number assigned to the sponsored project. Select from the drop-down list.
    • Organization Name – Choose from the drop-down list
    • Expenditure Type Description – This is a drop-down list. Refer to the grant expenditures crosswalk to look up Expenditure Type using a Natural Account or Category.
    • Task Number – Choose 1 for all projects except UW Operations projects..
    • Expenditure Item Date – Date the goods or services were received. If this was a span of dates, use the last date of the period.

  • Enter the amount in the credit box. You will enter an amount in only one box depending on if you are the Revenue Department (credit) or Expense Department (debit).
  • Click Save.

  • Review the IDT information,
    • Users can also enter another account string by clicking the "Add New Account String" button or edit the current string by clicking on the edit icon to the left.

  • Attach documentation. An attachment is required before submitting. The Revenue Department must attach supporting documentation such as an invoice, supporting the charges for the goods or services. Click the + icon under files and either drop the file into the file box or click “Choose File” and select file. Click Upload.

  • Click Submit Workflow button. IDT will now enter the workflow process and go to the Expense Contact.

 

Step Three

Submitting Expense Information

  • The Expense Contact will receive an email that the IDT has been submitted, and requires their attention. The email will contain a link. Click on the link, and it will open the submitted IDT.
  • You will also be able to get to the IDTs assigned to you in the IDT Management Module under My Tasks.
  • If there are more than one contacts for the Expense Department/Org, the IDT will show up in each contact’s My Tasks  as Unassigned until one of the contacts clicks the “Claim” button:

  • Once the correct Expenditure Contact claims the IDT, the task will be removed from all the other contacts tasks, and will show up as “Assigned” in the Workflow Status:

  • If none of the contacts have claimed the IDT, it will show “Unassigned” under the Workflow Status:

  • Note: the Participant section will show all the contacts.
  • After the correct contact has claimed the IDT, they will then be able to click on “Add New Account String” to enter the Debit amount of the transaction.
  • The Expense Contact can add files as needed.
  • Enter a Business Purpose
    • Business Purpose:
      • This description should be completed by the expense department and should explain the who, what, where, when, why of the transaction. This should align with the University mission. More information is located in the Business Purpose Guidance.
        • Who the transaction benefits
        • What goods or services are being purchased
        • When the goods or services will be needed
        • Why the goods or services are needed
        • Where the goods and services will be used/consumed

  • Once the funding information has been added, a "Continue Workflow" box will appear. Click "Validate".
  • You will recieve an error at this stage if any of the GL coding violates WyoCloud cross-validation rules.

  • After you click on validate and everything is good, the Expense Contact must then click on "Submit Approval".

  • Once clicked, the screen below will appear.

  • Click on Complete for the Status to be changed from “Workflow” to “Needs Approval” and the IDT will continue in the Approval Workflow.
    • It will first go to the Expense Department's Cost Center Approver (CCA).
    • If a project is involved, it will then route to the Project Manager(s) after the CCA approval.
    • Finally, it will route to the Accounting Office for final review and posting into WyoCloud.

Step Four

Reviewing a Submitted IDT

  • A submitted IDT will appear under IDT Status for the requester. This allows the requester to identify where each of their IDTs are in approval.

 

Step Five

IDT in Workflow Tips

  • Please do not use the delegate, cancel, invite participant, or remove participant buttons. Contact the Accounting Office at IDT-Accounting@uwyo.edu with any questions on the preparation or workflow of your IDT.
  • If an IDT needs correction or needs additional approvals, the revenue contact, expense contact or CCA/Project Manager should contact the Accounting Office (IDT-Accounting@uwyo.edu or call 766-5777) for guidance on how to proceed.
  • If an IDT needs an update to be made, please do not start a new IDT, rather please contact the Accounting Office so they can assist in making corrections to the existing IDT and getting appropriate approvals.
  • If an IDT is invalid and needs to be deleted, please let the Accounting Office know.
  • If rejecting an IDT, please provide specific instructions in the comments of the rejected IDT of what needs to be fixed by the revenue department, expense department, or if the Accounting Office needs to route the IDT to a specific individual. The Accounting Office, Revenue Department and Expense Department contacts will recieve a notification email regarding the rejected IDT. The Accounting Office can put an IDT back into workflow if needed.
  • Inside the IDT under Workflow Status, you can see the workflow details.​
  • If there are no details or if the last one has Completed and it isn't the Accounting Office, then the IDT is probably stuck. Email IDT-Accounting@uwyo.edu.

  • IDTs route to the Expense Contact, Expense CCA, Project Manager, and then to the Accounting Office for review and approval. There are three approvers in the Accounting Office so they will always show as "Unassigned" until one of the three approvers claims it. Their name will then appear under the Actual Owner column.​

Step Six

Looking up an IDT in the WyoCloud System

  • IDTs will use the following naming convention to be posted into WyoCloud: IDT_1178. The four digit number in the IDT name corresponds to the IDT number auto assigned in the IDT management system.

  • Upon logging into WyoCloud, click on the Navigator in the upper left corner of the homepage.

  • First, click on General Accounting to expand (you may have to scroll within the Navigator), then select Journals.

  • The Journals page is displayed. Click on the Task Menu on the right of the screen, then Manage Journals.

  • In the Manage Journals page, search for the desired IDT (*indicates the preferred field). You must complete at least one of the following search fields:

  • *Journal – this field contains the name assigned when the IDT form was saved. You can select from the dropdown how you wish to search (e.g., Contains, etc.). IDT_1178 Search for "Contains 1178".

  • Journal Batch – for IDT’s, this field is the same as the journal. This field can be left blank.

  • Accounting Period – because IDT’s may be posted in months other than their name, leaving this field blank works well. If this field is used by itself, ALL journal batch information will be displayed and includes IDT’s, integrations, assets, etc., and is a lengthy list.

  • Batch Status – if this field is used by itself or with a date, the list is lengthy and includes IDT’s integrations, assets, etc.  This field can be left blank.

  • Click Search when finished.

  • Locate your desired IDT from the search results and click on the blue Journal name to open details of the IDT.

  • On this screen, you can review all the details of the IDT including account information (Journal Lines), Accounting Period, Status, etc.

  • Clicking on Attachments will display the actual IDT form and any supporting documentation. You can open any of the attachments up to view.

 

Step Seven

Making Corrections to an IDT

If a correction on an IDT is needed, either the Expense Department or the Revenue Department can complete a correction for their budget strings.

  • IDT Corrections are done via the Expenditure Correction Form. The Expenditure Correction Form is located on the Financial Affairs website under Forms and within the Accounting Office area.

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