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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. For more information on the IDT process and accessing the system, please visit Completing an Interdepartmental Transfer (IDT) using IDT Management
Bulk IDTs is an automated process to submit a larger amount of IDTs at one time utilizing the "Bulk Load" button. IDTs generated through the bulk IDT automated process will appear in the expense department’s IDT worklist within the IDT Management Module, consistent with the current display of individual IDTs.
Locating and Editing the Template
- Click the “Download Template” button.
- Save the Template
- You can continue to use the downloaded template until the version changes. For the data to be imported properly, you always need to use the most current version of the template. The template version is saved with the date (i.e. Bulk IDT Load Template v051325.xlsx) to distinguish the versions.
- All columns and formatting must be left as is or the data will not be uploaded properly.
- Entering the data:
- If all of the information in the brown columns are the same, it will create one IDT (first two lines will create one IDT).
- If the information in the brown columns are different, then it will create separate IDTs for each line (remaining lines will all create one IDT for each line – 6 IDTs).
- It doesn’t matter if the lines are next to each other in the spreadsheet. It will look through the entire spreadsheet for similar information and group it together.
- Revenue (Credit):
- Only the revenue information needs to be entered (all columns with * is a required field for both brown and gold columns).
- Revenue should be listed on a separate line for each Org/Expense Contact.
- If the revenue strings are different and the Expense Org is the same, these lines will be combined into one IDT.
- Expense (Debit)
- Expense account string and debit amount are not required.
- If a debit amount is entered, a Business Purpose is required.
- Projects:
- Project can be entered with “-“ (i.e. 1005554-70009-Lab Supplies-1) as long as a dash doesn’t appear in the project number. Pipes must be used in all segments if a “-“ appears in the project number (i.e. 20-12345|26601|Travel Domestic Expense|1.1).
- If a project is used then the EXP_ITEM_DATE is a required field.
- Save the IDT to be uploaded.
Create a New Bulk Load
- In IDT Management, click "Create New Bulk Load"
- This will bring the New Bulk Load Batch box. Enter a Batch Name for the IDTs
- Choose file and upload the completed IDT Template. Then select Upload.
- The Bulk Import Results screen will open.
- When the lines successfully upload, select "Group IDTs"
- If there is a error, select the line number with the error for more information
- The Error message will describe the error(s)
- Once the error is resolved, select "Revalidate" and then "Group IDTs"
- The lines are then grouped into IDTs. Select "Create X IDTs"
- Individual IDTs numbers are created. You can delete the batch until the individual IDTs are created.
Review and Submit IDTs
- Click each IDT individually and upload the associated 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.