Requesting the Interdepartmental Requisition Form
How to complete the Interdepartmental Requisition Routing
Routing
Top Things to keep in mind
Frequently asked questions
When to Use the Interdepartmental Requisition Form
Use the Interdepartmental Requisition Form to process any purchases of goods and services from internal service centers or departments. Intended uses include Operations, TCCS and Dining Services.
Obtaining the Interdepartmental Requisition Form
The Interdepartmental Requisition Form is a prenumbered form and is not currently accessible via download. You may request such forms online via the Finance Online Form Request Page.
How to Complete an Interdepartmental Requisition Form (Step by Instructions)
- Header Information: Enter applicable information relative to servicing department and requesting department name, address and contacts.
- Quantity: enter the number of people to be served or number of items being ordered
- List Items or Services Required: Provide a description of items or services being ordered. Detail order and delivery time. Enter unit price and total cost if known
- For Requests Involving Catering Events:
- Location of Meeting/Event: provide street address, building name, room number and campus location (Boston, Medford, Grafton)
- Date & Time of Function: date of function and the beginning and end times.
- Number to be Served: number of people attending function
- Purpose of Meeting/Event: business purpose of event
- List Groups or Individual Attendees: e.g., faculty, staff members, department members, students, other
- Justification: Use this line to refer to the University's Business Expense Policy outlines appropriate business related expenses with the intent of assuring fair, consistent, equitable, and judicious use of University funds. The business of the University is teaching and research. Expenditures of any type paid by the University should occur in the furtherance of this mission.
- Chartfield and Accounting Information: In the first part of this section enter the Account and DeptID Code(s), and Project/Grant if applicable, that the expense will be charged to (debited).
- Account: For the internal transactions completed via the IDR all accounts will be in the 6xxx range of Account numbers. This range represents allocations, or transactions that allocate funds from one Tufts department to another. These funds never flow outside of Tufts. To find the appropriate 6xxx Account, navigate through your computers start menu to Tufts Services/PeopleSoft/COA Reports/Account for a complete listing.
- DeptID: Enter the 7 digit DeptID (department account). This represents the cost center that is responsible for the charge.
- Proj/Grant: If you are charging this expense to a sponsored award or a capital project, enter the 6 digit Project/Grant code.
- The DeptID field would be completed with the linking DeptID (DeptID ending in 001).
- In the second part of this section enter the Account and DeptID codes, and Project/Grant if applicable, of the department or service center providing the goods or services. This account combination will receive income (credit). Note: the Account charged for the credited account combination should be the same Account value in the 6xxx range.
- Authorizing signatures and routing: To complete the internal transaction the responsible person from the department requesting goods or services must authorize the form via signature. When the request is filled, the responsible person from the servicing department must also sign the form and enter the completion date.
The servicing department will forward the completed form to Financial Services, TAB, Medford. Both the requesting department and the servicing department should keep a copy of the form until they are satisfied that the entry was processed correctly.
- The IDR form is not to be used for any external vendors. A separate form is available for mail services and TNEMC printing services.
- For the internal transactions completed via the IDR all accounts will be in the 6xxx range of Account numbers. This range represents allocations, or transactions that allocate funds from one Tufts department to another. In most cases, the same 6xxx account should be used for both the debit and credit sides of the journal entry.
When do I use an IDR in place of a short purchasing requisition?
Use an IDR form whenever you are purchasing goods or services from another Tufts department. Purchasing requisitions should be used to purchase goods or services from outside vendors, when purchases cannot be made via PCard or Electronic Data Interchange (e.g. Hartford Office Supplies).
