Work Order Copies
Rules of Thumb
Inter-departmental transfers are necessary when one department performs a
service for or funds the activity of another department. Work
orders are used to process the transfers between the departments.
Sometimes both departments will complete a work order for the transfer.
Other times, only one work order is submitted for the transaction.
General Accounting can process the work order(s) as long as the
budget administrator (or designee) of the department to be charged has
approved the transfer.
In order to accurately process the departmental transfer, certain
information is required on the work order. The following boxes on
the work order must be completed:
1 - Requesting Dept: Refers to the department completing the
2 - Requesting Dept. Accounting Code: Refers to the 6 digit
PeopleSoft department code of the requesting department.
3 - Requested by: Refers to the name of the person requesting
4 - Date: Refers to the date of the request.
5 - Approved by: Refers to the signature of the budget
administrator (or designee) of the department to be charged. If
departments are completing separate work orders, then the budget
administrator (or designee) of the department receiving the funds can
also approve the transfer.
6 - 2nd Date Field: Refers to the approved date.
10 - Description of Work/Telephone: Describe in detail
aspects of the transfer, including the 6 digit PeopleSoft department
numbers and names of the departments to be charged and credited, the
reason for the transfer, and the amount of the transfer. Include
the telephone number of a contact person.
Sample Work Order (PDF)
Work orders are 6 part forms. The canary copy should be kept on file
in the originating department The white copy should be sent to the
department being charged. If the originating department is the
office being charged, then sent the white copy to the department being
credited so they have a file copy.
The blue and green copies should be forwarded to Cheryl Morris in
Holloway Hall Room 217. Once the transfer has been processed, the
green copy is sent to the charged department. The blue copy is
retained by General Accounting.
Departmental transfers must conform to the normal expenditure
standards imposed by the State. For example, transfers cannot
involve the purchase of alcohol. More practical to the University
is the prohibition of food and event services being charged to
state-support accounts. (i.e., 6 digit departments beginning with
a "1"). Food and event services can generally only be charged to
auxiliary accounts (i.e., 6 digit accounts beginning with a "3") or
agency accounts (i.e., 6 digit departments beginning with a "9").
General accounting will process the departmental transfers in the current
month as long as they are received by the 20th of the month.
Transfers received after that time will appear on the reports the following
Generally, work orders should not be used when a department was
charged in error. Under these circumstances, it is more acceptable to
send an email to the appropriate person. This email should be
sent by the budget administrator or designee of the department that will be
For instances where a vendor payment or expense account was charged to
the wrong department or account, please send an email to
SUacctspayable@salisbury.edu stating the
correct department and/or account, include the purchase order
(if applicable), the
batch reference number and dollar amount.
For instances where incorrect charges involve Central Stores,
Duplication, Motor Pool, Publications, or any charge not paid through
Accounts Payable (as described above), send an email to General Accounting
and document the problem, account numbers, and amounts. Any copies of
reports showing the incorrect charged would expedite the corrections.
Any incomplete or incorrect work orders will be returned to the
originating department. Your help in submitting complete and correct
work orders is most appreciated. If you have any questions regarding
this policy, please feel free to contact General Accounting.
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