Systems and Procedures
A Division of The Corporate Controller's Office
IN

INTERDEPARTMENTAL TRANSACTIONS

Indicates the proper form to use when moving budgeted amounts or incurring/adjusting actual income or expense.

Terminology:

Please answer this...

Which do you desire to do?

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So far you have chosen To move budgeted amounts (Budget Reallocation).

Please answer this...

Are you...

NOTE: No other reallocation is possible. Only the two listed scenarios are valid at PSU.


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So far you have chose to move budgeted amounts (Budget Reallocation) between General Funds.

DECISION

Use a Budget Amendment (AABA) which requires the approvals of the Budget Executive/Budget Administrator from the area being debited and the Financial Officer from the area being debited.



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So far you have chosen to move budgeted amounts (Budget Reallocation) within Miscellaneous/Restricted Funds.

DECISION

Use a Budget Amendment for Restricted Accounts (BARA) which requires the approvals of the Budget Administrator and the Financial Officer -OR- the Budget Assistant and the Financial Assistant.



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So far you have chosen to incur or adjust Income/Expense Transaction.

Please answer this...

Is the transaction goal ...



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So far you have chosen to incur or adjust Income/Expense Transaction ...
... for the sharing or distribution of expenses or income previously charged or credited.

Please answer this...

Which ONE of the following applies...



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So far you have chosen - An Income/Expense Transaction...
...involving the purchase of, or the reimbursement for the use of, goods or services (including labor).

Please answer this...

There are two general ways to buy and sell goods and services within Penn State:

  1. Simple transactions where the supplier processes a document per transaction to debit and credit the applicable budgets (this is the most prevalent type of transaction when the supplier department has a small annual volume of transactions).

  2. -OR-

  3. Direct Billing where the supplier is authorized to batch process the debit and credits for multiple transactions (used by supplier departments with a high volume of transactions -- see Procedure CR2069).

It is often difficult for a requesting department to distinguish under which mode the supplier is operating. However, most suppliers will give instructions to users at the time of order placement. Follow those instructions.

To see how those modes function, indicate which one of the following applies...



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So far you have chosen
To adjust Income/Expense Transaction...
... and to correct a previous mis-entry.

Definitions

Central Office = a department of the University with administrative responsibility for processing business transactions for other departments; examples, Accounting Operations, Financial Reporting, Purchasing, etc.

Please answer this

Which one of the following applies...



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So far you have chosen
To adjust Income/Expense Transaction...
... and to correct a previous mis-entry.

Definitions

Central Office = a department of the University with administrative responsibility for processing business transactions for other departments; examples, Accounting Operations, Financial Reporting, Purchasing, etc.

Please answer this

Which one of the following applies...



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So far you have chosen to incur or adjust Income/Expense Transaction...
...for the sharing or distribution of expenses or income previously charged or credited AND...
...the transaction involves salaries or wages.

DECISION

Use the Pay and Effort System in IBIS.



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So far you have chosen to incur or adjust Income/Expense Transaction...
...for the sharing or distribution of expenses or income previously charged or credited and...
...prior Policy FN18 approvals have been obtained AND the sharing or distribution involves ONLY ONE Budget Executive's area.

DECISION

Use an IBIS JVDP form.



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So far you have chosen to incur or adjust Income/Expense Transaction...
...for the sharing or distribution of expenses or income previously charged or credited and...
...the transaction involves a Central Office attempting to distribute centrally-induced charges/credits (such as a credit card discount fee or Corporate Controller closings).

DECISION

The Central Office uses a Request for Journal Voucher form.



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So far you have chosen to incur or adjust Income/Expense Transaction...
...for the sharing or distribution of expenses or income previously charged or credited and...
...involves something else not stated previously.

DECISION

Use an Interdepartmental Charge and Credits (IDCC) form.



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So far you have chosen an Income/Expense Transaction...
...involving the purchase of, or the reimbursement for the use of, goods or services (including labor), AND...
...the transaction is a simple transaction and does NOT involve a supplier authorized to offer direct billing under University Procedure CR2069.

DECISION

Use the Interdepartmental Charge and Credits (IDCC).



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So far you have chosen An Income/Expense Transaction...
... the transaction involves the purchase of, or the reimbursement for the use of, goods or services (including labor), AND...
... the transaction involves a supplier authorized to offer direct billing under University Procedure CR2069 - Direct Billing.

Please answer this...

Which one of the following applies...



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So far you have chosen...
To adjust Income/Expense Transaction...
... and to correct a previous mis-entry, AND
... the mis-entry WAS made by a Central Office attempting to distribute centrally-induced charges/credits (such as a credit card discount fee or Corporate Controller closings).

DECISION

Use the Request For Journal Voucher form.



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So far you have chosen
To adjust Income/Expense Transaction...
... and to correct a previous mis-entry, AND
... the mis-entry was NOT made by a Central Office attempting to distribute centrally-induced charges/credits (such as a credit card discount fee or Corporate Controller closings).

DECISION

Use the IBIS JVDP form.



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So far you have chose...
An Income/Expense Transaction...
... the transaction involves the purchase of, or the reimbursement for the use of, goods or services (including labor), AND
... the transaction involves a supplier authorized to offer direct billing under University Procedure CR2069 - Direct Billing, AND
... written or electronic evidence of Policy FN18 - University Approval Authorization Policy approvals from the customer department pertaining to the transaction ARE already on file with the supplier department.

DECISION:

Requesting Department: No further approvals are required from the requesting department. Submit your request for goods or services by whatever means the supplier department allows.

Supplier Department: Process the transaction per the provisions of Procedure CR2069 - Direct Billing.



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So far you have chosen...
To incur or adjust Income/Expense Transaction AND ...
... the transaction involves the purchase of, or the reimbursement for the use of, goods or services (including labor), AND...
... the transaction involves a supplier authorized to offer direct billing under University Procedure CR2069 - Direct Billing, AND
... written or electronic evidence of Policy FN18 approvals from the customer department pertaining to the transaction ARE NOT already on file with the supplier department.

DECISION:

Requesting Department: Use whatever method or form the supplier department allows or requires to record approvals and submit the transaction.

Supplier Department: The supplier shall process the transaction per the provisions of Procedure CR2069 .



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2/14/2018