Medical College of Georgia Administrative Policies and Procedures
Office of Primary Responsibility: Business Services Division
No. 1.2.04

Interdepartment Request (IDR)

Purpose
To set forth the procedures to be used by Budget Units (Users) to acquire goods and services from other Budget Units (Providers).

Policy
Many departments within the Institution offer services at cost to other requesting departments. Usual providers include Print Shop, Laundry, Laboratory Animal Resources, Medical Illustration, Library, Biomedical Engineering, various Physical Plant sections, and on occasion, Pharmacy and Central Sterile Supply.

Requests for Physical Plant services should be made on Interdepartment Request Form MC527. Requests for all other services should be made on Interdepartment Request Form MC492.

Procedure

Responsibility: User

1. Prepare three (3) copies of the Interdepartment Request Form in the following manner:

   NOTE: Some providers are automating the IDR process and may not require three copies of the IDR. You may wish to check with individual providers before submitting work.

   NOTE: Refer to Administrative Policies and Procedures Section 1.5.03 when requesting laboratory animals via Laboratory Animal Resources.

   1. User (Dept.) - Name of Budget Unit requesting goods and services.
   2. User Account Number - Twelve-digit number corresponding to the name entered above.
   3. Date - Date that the request is completed.
   4. Person to Contact - Name of person, and MCG extension, familiar with the request. This information will expedite the request should questions arise.
   5. User Object Code - Six-digit expense object pertaining to type of goods or services requested.
   6. Date Wanted - Specific date by which goods or services are to be delivered. "As soon as possible" is not adequate.
   7. Deliver to Room No. - Exact room where goods or services are to be delivered - not room number of approving authority.
   8. User Approval - Signature of person authorized to make requests.

      NOTE: Availability of funds within a Budget Unit is the responsibility of the person authorizing the request.

   9. Provider - Name of department from which goods or services are desired.
   10. Fund Approval - Signature of additional person in Budget Unit if two signatures are required by department policies.

       NOTE: If Printing Services are requested, complete lower half of Interdepartment Request Form to describe the printing services required. Use the "Description" section of the upper half to give any additional information necessary to complete the job.

2. Transmit all copies of the completed request to the provider.

Responsibility: Provider

3. Complete pricing of goods or services on all copies of the Request.
4. Enter EITHER twelve-digit account and six-digit expense object code OR five-digit revenue code corresponding to the Providing Department. Do not use a twelve-digit account and a five- digit revenue code together.
5. Provide goods or perform services for all approved Requests.
6. Forward original of Request to the Payroll Section of the Business Services Division.
7. Return one copy, with price noted, to User and retain one copy for future reference.

Responsibility: Payroll Section, Business Services Division

8. Process completed Requests in accordance with usual routines to effect charges to the User Budget Unit.

NOTE: Apply User expense object codes when omitted.

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Date: 1 July, 1972 | Rev. No: 86-1 | Rev. Date: 10 June 1986 | No. 1.2.04