Interdepartmental Invoice (IDI) Procedure

This form is used for the invoicing from one UNCW department or activity to another UNCW department or activity for materials or services provided.  Forms are ordered from the UNCW Printing department.

1. The initiating (credit) department normally prepares the IDI.  The following fields must be completed:

a.
Date
b.
Name of department to charge and name of department to credit
c.
Detailed description of services completed or materials provided
d.
Dollar amount
e.
Fund number
f.
Account number (contact Accounting whenever there is any uncertainty)
g.
Signature and printed name of approved budget authority

Please note if the credit is to an expense account line, the department must reference the initial entry that was charged & attach a Banner screen print with invoice number, check number, feed number or journal entry number.

2.  Once completed, the initiating (credit) department should distribute as follows:

a.
White & yellow copies are sent to the department receiving the material or   service (must attach supporting documentation)
b.
Pink copy is retained for the initiating (credit) department files
c.
Gold copy with attached supporting documentation is forwarded to General   Accounting

3.  The charge department (receiving the material or service) must complete and/or review the IDI for the following:

a.
Review the description
b.
Enter the fund number to charge
c.
Enter the account number to charge
d.
Review the dollar amount
e.
Budget authority must sign and print name

If any of the required fields are not completed, the IDI will be sent back for completion.

4.  Once the information is completed by the receiving (charge) department, the yellow copy is retained for their records.

5.  The white (original) copy is forwarded to General Accounting for processing.

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IDI's should not be used to process the following transactions:

1.
Transfer of actual dollars to support another university fund/operation for purposes unrelated to payment for materials or services provided
2.
Co-sponsored programs (i.e. funding from two or more sources)
3.
Error corrections

If an IDI must be voided or the dollar amount changed, the initiating department must approve the change.  If the dollar amount must be increased, the charge department must also approve.


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