Complete the form as follows - ensure that all fields in both the charge and credit information areas are completed:
- Under both Charge and Credit information, complete all fields
- Organization/account
- Department name
- Contact Name
- Contact Phone
- Authorized Signature
- Accounting Distribution for both Charge and Credit (Organization, Sub-Account, Amount). NOTE: The Fund must be included on the IDT only if the Sub-Account code is posted at the fund level!
- An explanation must be provided, including any applicable document reference numbers
- Supporting documentation must be included and must be clear and concise. Backup documentation can include:
- Printed Banner reports
- Screen prints from Banner
- E-mail correspondence
- Invoices
- Notes or memos
- Tear sheets, ad copies or publications
- Transportation or event tickets
- Receipts
- Other materials relating to the entries
- Debit amounts must match the credit amounts
- If original charge is noted, this indicates that the transaction is a charge from one department to another and the supporting documentation should show the goods and services that were provided.
- If correction of charge is noted, this indicates that the transaction is for one department to reimburse another department, and the supporting documentation must show the original transaction in Banner where the department being reimbursed was originally charged.
- The IDT continuation sheet should be used as needed.
All transactions must be thoroughly supported by documentation explaining the need for the action, including attaching all applicable Banner screenshots. Appropriate approval signatures are required for all budget units affected and the preparer's contact information must be included in case there are questions about the requested transactions.
IDT transactions show up in Banner as a JE35 (within the same fund) or JE60 (between funds) journal entry.
Completed forms must be signed, scanned, and e-mailed to IDTs@odu.edu. Ensure that you have included supporting documentation in your e-mail.
Please Note: Data Control only accepts one complete and combined Adobe .pdf file containing both the IDT and all supporting documentation. Any file not following these requirements will be returned unprocessed.