DOCUMENT PREPARATION

PREPARATION OF INTERDEPARTMENTAL TRANSFER (STARS FORM 40)

This section illustrates an Interdepartmental Transfer form (IDT). Transactions recorded on an Interdepartmental Transfer form should use transaction codes number 4XX. IDT's cannot be used to pay non-State agencies. Use Interdepartmental Transfer forms to record:

1. The sale of goods or services by one agency and/or subfund to another agency and/or subfund.
   
   
2. An award of grant monies by one agency and/or subfund to another agency and/or subfund.
   
   
3. An operating transfer out of the General Fund (such as the transfer of cash associated with expenditure object 07XX appropriations from the General Fund to subfund 3600). Use Form 30 for all other operating transfers.

NOTE: The Interdepartmental Transfer form may be used to correct errors made on an original IDT entry. However, the document type must be changed to "O" and the document name to "Journal Voucher" to indicate the entry is a journal voucher.

The IDT is a two-part form consisting of a credit and debit entry. The agency selling the goods or services completes the credit entry using transaction codes 400 through 449. The agency receiving the goods or services completes the debit entry using transaction codes 450 through 499. Specific instructions for completing the IDT are in the Interdepartmental Transfer Preparation Insturctions Section of this manual.

If both the seller and purchaser are part of the same agency, strike through the word "interdepartmental" and insert the word "intradepartmental" at the top of the Form 40.

Amounts of less than $1,000 paid to another State Agency should be processed by contingent voucher. Not included in these transactions are any fringe benefit payments to the Retirement System, as these will still be handled by IDT, regardless of the payment amount.

IDT's must be accompanied by sufficient notes and/or documentary attachments. For illustrative purposes, exhibits of sample IDT transactions follows:

INTERDEPARTMENTAL TRANSFER (STARS FORM 40)

Click here for Interdepartmental Transfer Preparation Instructions.