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 work order.
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 the transfer.
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.