This guide will cover:
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 budget account strings within the WyoCloud Financial Management System. The funds do not leave the university and IDTs do not process through an approval workflow. 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 Fleet Services for the rental of vehicles; departments paying UW Operations for services; or departments paying for food services from catering.
IDTs are budgeted and processed within Natural Account Codes 76001-76601 (Interdepartmental charges and credits) based on the nature of the transaction. The Expense Class should always be 001 (default) for funding that is not associated with sponsored program funds on IDTs.
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 and email the IDT with any appropriate invoices to the Expense department.
Step One



Step Two
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Typically the revenue-receiving department will begin by saving the file using the naming convention outlined below: MMYYDEPT#####IDT
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MM - based on the calendar year with January beginning at 01, February 02, etc.
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YY - based on the calendar year with January 2021 through December 2021 equal to “21”
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DEPT – the abbreviated department name providing the good/service (e.g., Copy for Copier Services, USTORE for University Store, etc.)
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##### - four digits using a numbering sequence that begins with 1 each month and increases in increments (e.g., 0001, 0002, 0003, etc.)
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IDT – the term IDT should conclude the name to keep these journal entries easily distinguished from any others.
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Complete examples of names include: 0520COPY0001IDT, 0520COPY0002IDT, 0520COPY0003IDT, etc.


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It is recommended not to save the IDT Template on a computer’s hard drive for repeated use because changes may occur to its design.
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Step Three
The IDT spreadsheet provides general department/submitter information as well as budget funding information to complete the transaction. All sections must be completed as follows:

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Date – current Date
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Department – name of the department
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Submitter – name of the person completing the form
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Submitter Email – email of the person completing the form
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Submitter Phone – phone number of the person completing the form
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Description of Transaction – The reason for the IDT transaction. This description may be brief, but should also provide enough detail for individuals to understand the IDT’s purpose. Details such as IDT number and invoice number(s) are also appropriate to include here.

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Entity – chart of accounts segment for entity
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Account – always use a 76xxx Natural Account Code (Internal Allocation & Sales) for this segment such as:
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76001 - Internal Service Allocation: Plant Operations (UW Operations Dept Only.)
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76002 - Internal Service Allocation: Info Tech (IT Only)
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76003 - Internal Service Allocation: Other (transfers within one department)
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76601 - Internal Sales Auxiliaries (e.g., Fleet Services, Residence Life and Dining Services & University Store)
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Fund Class – chart of accounts segment for fund class
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Fund Source – chart of accounts segment for fund source
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Organization – chart of accounts segment for organization
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Exp. Class – always enter 001 as IDT’s represent an internal transfer of funds
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Program – chart of accounts segment for program if used by your department. Must be 4 digits.
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Activity – chart of accounts segment for activity if used by your department. Must be 4 digits.
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Future – chart of accounts segment for future
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Currency – always enter USD
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Revenue –complete **Entered Credit with $$


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Multiple journal lines can be entered if the expense department is the same for each journal line
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If the expense is being charged to a non-grant account, the expense department completes the journal lines for non-project expenses using the Internal Service or Internal Sales account.
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For General Ledger (GL) Funding:
For Sponsored Project Funding

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Required fields to complete include:
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Project # - The unique number assigned to the sponsored project
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Organization Name – Organization name of the department assigned to the project
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Type Description (Expenditure Type) – Refer to the grant expenditures crosswalk for descriptions
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Task Number – always 1
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Expenditure Item Date – Date the transaction occurred
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Entered Debit – The amount to charge to the project
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The expense department reviews General Ledger and POET Balancing Control section of the Journal Lines General Ledger Accounts to ensure the revenue and expense accounting lines balance.
Step Four


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Once the Balancing Control fields are reviewed, the expense department will email the completed Spreadsheet and supporting documentation to IDT-Accounting@uwyo.edu.
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Upon receipt of the completed IDT Spreadsheet and invoice(s), the files are reviewed for accuracy and uploaded into the WyoCloud Financial Management system by the Accounting Office.
Step Five

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An IDT cannot be accessed or displayed in the WyoCloud Financial Management System until it has been processed and posted by the Accounting Office. If the IDT you are looking up does not appear, reach out to the appropriate department (expense department or accounting office) to confirm receipt of the IDT.
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*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., Starts With, Contains, etc.). This entry can be shortened, e.g., 1120Auto will display ALL IDT’s for Auto Shop and you can select the one with the proper extension, e.g., 1120Auto004IDT.
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Journal Batch – for IDT’s, this field is the same as the journal. This field can be left blank.
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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.
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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.


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On this screen, you can review all the details of the IDT including account information (Journal Lines), Accounting Period, Status, etc.
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Clicking on Attachments will display the actual IDT form and any supporting documentation. You can open any of the attachments up to view.

Batch Status
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Approval Status
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Definition
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Unposted
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Rejected
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The IDT was entered and sent for approvals but was rejected.
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Unposted
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In Process
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The IDT was entered and is in the approval process.
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Unposted
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Approved
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The IDT has been approved but not posted.
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Posted
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Approved
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The IDT has been approved and posted.
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Step Six
If a correction on an IDT is needed, either the Expense Department or the Revenue Department can complete a correction for their budget strings.

APPENDIX
Effective fall 2019, a pilot program to streamline the IDT process was initiated. The program provides transparency and improves the posting frequency of IDT’s to the General Ledger. The following revenue departments currently participate in the program:
Union
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UW Operations
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Catering
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Facilities
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Residence Life and Dining
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Shipping and Receiving
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Transit & Parking Services
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Safety
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Fleet Services
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Surplus
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Copy and Print Center
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Business Process:
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Employee requests goods/service from the revenue department and the revenue department requests the expense account information at that time to expedite processing of transactions.
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After the goods or service have been delivered, the revenue department will email a copy of the invoice denoting the default account information to the expense department’s employee and/or billing coordinator, as well as the Cost Center Approver (found here at the bottom of the page) for each department.
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The email requests the expense department to review the account coding and send a reply that verifies or changes the account information by a specified deadline. If a response is not received by the deadline, the IDT will be submitted to Accounting with the account string indicated on the invoice.
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Departments are generally not copied on the final submission of the IDT to Accounting, but the IDT number format follows general protocol and is provided in the initial email correspondence for future retrieval in WyoCloud, e.g. of 1120UWOPS003XXIDT. See Step Five for how to lookup an IDT in the financial management system.


This completes all of the steps for processing an Interdepartmental Transfer (IDT).