The intra-fund transfer system has been developed to accommodate inter-departmental transactions for the sales and service areas, auxiliary enterprises such as the Holmes Student Center, HSC Bookstore, HSC Pheasant Room and related departments. Other divisions or colleges will occasionally need to charge university departments for various sales or services and should follow the same procedures.
A university department is defined as any department, agency, or cost center whose funds are held by the university. Items representing income to one university department and expense to another university department should be recorded on the Standard NIU Departmental Sales Invoice. The intra-fund transfer system works on the principal that the selling department is immediately given credit for the sale and the buying department is immediately charged for the sale.
Authorized departments issue charges without the use of an invoice form and they are not processed through the Accounts Receivable Office. These charges are recorded with invoice numbers preceded by a three digit alpha prefix, they are: Architectural Engineering Services (AES), Campus Mail (PST), Computing and Telecommunications Systems (CSO) and (TEL), Printing Services (PDS), Transportation (TRN), and Physical Plant Work Orders (WKO). The charged departments receive an itemized, monthly report of their respective costs. Questions regarding the above should be directed to the original billing department or the Accounting Office.
Holmes Student Center, HSC Bookstore, Central Stores and Media Services use separate forms to record their sales. These departments use their own numbering sequence, or pre-numbered invoices. All other departments use the Standard NIU Department Sales Invoice.
Departments desiring to issue inter-departmental billings for the first time should obtain clearance through the Accounts Receivable Supervisor prior to submitting invoices tor processing.
The following instructions coincide with the number on the example form and can be followed in preparing the Standard NIU Departmental Sales Invoice.
The selling or billing department may retain the fourth copy of the invoice (Goldenrod) for their files, however the Accounts Receivable Office prefers all four copies be forwarded for processing. The goldenrod s returned to the originating department reflecting the prefix and invoice number assigned and any corrections necessary.
Accounts Receivable Office completes the Accounting Use Only section with the appropriate transaction codes. The General Accounting System Budget Status Report is also checked for the availability of funds of the buying department once the Accounts Receivable Office determines that funds are available, the original and one copy of the invoice are mailed to the buying department. The 3rd copy pink is retained by the Accounts Receivable Office for processing.
The transactions of the processed invoice will appear in both departments' monthly financial reports from General Accounting System.