Interdepartmental Requisitions, Expense Transfers and Journal Uploads

The requesting department should complete the IDR document, then email it to the servicing department. After the servicing department provides the request, they will a) complete their section at the bottom and sign the form, then b) send the IDR to Financial Operations for processing into PeopleSoft financials. Please note that if the transaction affects a grant priced over $5000, the document must first be approved by Post-Award.

Need help? A set of instructions on completing the IDR can be found on pages 2 and 3 of the IDR document. 

Also known as a Cost Transfer, an Expense Transfer form is used when a correction needs to be made to a non-salary charge (or revenue posting) that has already been posted to PeopleSoft financials. Once the Expense Transfer form is completed, you should send the document to either a) TSS, who will process deptid transactions only, or b) your post-award contact, who will process any transactions affecting grants. Things to remember when preparing an expense transfer include:

• Be mindful of the debit and credit entry/entries. The debit (+) is the new deptid being charged, whereas the credit (-) is the original transaction funding source.
• The net of the lines of entry should equal zero (debits and credits net zero regardless of lines of transactions).
• The expense transfer can move a charge in full or in part.
• Digital signatures should be included for both the authorized provider and the requestor.

TSS also processes Journal Entries and Journal Uploads. Journal Entries forms can be used to move any funds and with any account numbers* as long as no Grants are involved and you are responsible for both the Debit and Credit Funding Sources (Dept IDs). If you want to use Journal Uploads for high-volume transactions, please use the upload directions provided, and contact Financial Operations with any questions.

*The following account #s should only be used if the Accounting Office has obtained special approval: X000, XX00, 2370, 2371,47XX, 50xx, 5438, 5498, 7XXX.

Also, the Uxxxx Dept IDs are only to be used by Central Accounting as "holding" Dept IDs until other transactions are completed/allotted appropriately to correcting Dept IDs. 

If you need a copy of a journal entry, expense transfer, or Interdepartmental Requisition (IDR) for your records, please take the following action:

1. Look at the transaction detail of your financial report where the expense was incurred. On the far right, find the Batch Journal.
2. If the Batch Journal starts with "TSM," send a request to TSS with the dollar amount, date, and Journal ID for the entry line on the PeopleSoft financial report.
3. If the Batch Journal starts with something other than "TSM," please refer to the Batch ID list of responsible persons. That list will guide you on who to contact.