UMES Administrative Affairs Manual
A. Purpose. This statement is provided to all departments and activities as a guideline for processing bills to other university departments.
B. Policy. All transactions that are a transfer of materials or services between departments must be handled on an interdepartmental billing form according to the following procedure.
1. The department requesting services or materials fills out the applicable CHARGE portion of an interdepartmental billing form and mails all copies to the appropriate Dean/Vice President, and then to the Vice President for Administrative Affairs Office for approval. All copies are then forwarded to the supplying department.
2. The supplying department fills out the CREDIT side of the form, staples all documentation for the service to the back of the yellow copy, and forwards all copies to the Vice President for Administrative Affairs and then to the General Accountant in the Comptroller's Office. After the billing has been entered into the accounting system, the pink copy is returned to the supplying department and the yellow copy is returned to the requesting department.
3. In almost all cases, the ordering department initiates the interdepartmental billing and forwards it to the supplying department. This is the approved university procedure and is to be followed in all but exceptional cases. It is to the benefit of the supplying department to have a signed (Vice President for Administrative Affairs) interdepartmental form in hand before filling orders.
D. Instructions for Completion of Form. See example. Note that each single debit must be matched by a single credit. Compound entries are no longer possible under FAS.
Item 1 - Ordering department describes item or service required. In the case of food, be specific as to number of people and reason for order.
Item 2 - Enter complete mailing address of ordering department, name of preparer, and telephone extension.
Item 3 - Enter official department name.
Item 4 - Enter current date.
Item 5 - Enter full eight-digit account number.
Item 6 - Enter applicable four-digit revenue or expense subcode.
Item 7 - Enter requisition number.
Item 8 - Enter description of items being charged (only 20 characters, including spaces, will fit into this area.)
Item 9 - Enter cost of item or service. If price is not available, this can be left empty and filled in and totaled by the supplying department.
Item 10 Obtain signatures of department chairperson, appropriate Dean/Vice President and the Vice President for Administrative Affairs.
Item 11 Enter complete mailing address of supplying department as well as the name and telephone extension of contact person.
Item 12 Enter official name of supplying department.
Item 13 Enter billing date.
Item 14 Enter full eight-digit account number.
Item 15 Enter amounts to be credited and total if not already completed by ordering department.
Item 16 Enter four-digit applicable revenue or expense subcode.
Item 17 Obtain signature of department chairperson.
E. Forms. Forms can be obtained from the Office of the Comptroller.