1. INTERDEPARTMENTAL TRANSFERS
(IDTs)

2. WHAT IS AN IDT?
The Interdepartmental Transfer (IDT) form enables departments to move revenue or expense from one department’s cost center to another.
These IDT forms are used by the UNT Controller’s Office to create journal entries (IDT transactions) between the provider department and the customer department to record services or materials provided.

3. TYPES OF IDTs There are two types of IDTs:
Interdepartmental Order (6s/8s): Revenue or Expense
Actuals Reclassification which includes revenue (Swap 4s) or expense (Swap 5s) reclass

4. Interdepartmental Order IDTs Provider (PAY TO) Department Must:
Examples: Xerox Copies (copier), Business Cards, Letterhead Paper & Envelopes, Postage, Name Plates, Exxon Card (Fuel), Dining
PROCESS
Department
Providing goods &
Services (PAY To) obtains
IDT form from the
web page.
Provides “PAY To” chart
String and Revenue
Account (6XXXX)
Department Receiving
Goods & Services (CHARGE TO)
*Fills out “Charge To” chart string
*Obtains signatures from Budget
Officer and Account Holder
*Returns IDT form back to
“Pay To” department
Provider (PAY TO) Department Must:
Submit IDT form or Journal Template to the
UNT Controller’s office for Processing with
Supporting documentation attached that can
confirm or validate the request, such as
Journal ID
Voucher Number
Invoice
Work Order
Receipt
Cognos Report
Within 5 business days, the
Reclass journal will be booked
By the UNT Controller’s
Office.
UNT Controller’s Office will
Process the correctly submitted
IDT form or Journal
Template that has sufficient
Supporting documentation
Attached.

5. INTERDEPARTMENTAL IDT FORM

6. ACTUALS RECLASSIFICATION IDTs Department (FROM) should submit IDT or
Examples: credit card reallocation (Swap 4s), chart string correction of any kind,
Shared expenses (i.e. copiers)
PROCESS
Department
Identifies actuals
Transactions and fill out
Detail in FROM chart
strings
Department identifies where the
“Actuals” transactions should be
Posted.
Obtain signatures from Budget
Officer & Account Holder
Return IDT form back to
(FROM) dept
Department (FROM) should submit IDT or
Journal Template to the UNT Controller’s
Office for Processing with:
Supporting documentation attached that can
confirm or validate the request, such as
Journal ID
Voucher Number
Invoice
Work Order
Receipt
Cognos Report
Within 5 business days, the
Reclass journal will be booked
By the UNT Controller’s
Office.
UNT Controller’s Office will
Process the correctly submitted
IDT form or Journal
Template that has sufficient
Supporting documentation
Attached.

7. ACTUALS RECLASSIFICATION IDTs

8. Uses For Interdepartmental Transfer Form (IDTs)
DO’S
Food Services
Fuel Expenses
Printing Services
Postage / Overnight Mail
Equipment Use (copier machines)
DONT’S
Budget Transfers
(use ABA Form)
Correction of an Error
(Memo for Journal Entry)
To Make a Profit
To Increase Budget

9. Questions?
Contact: