BS5794 - Billing Other DMACC Departments for Goods and Services

1. Institutional Regulations
   
   Goods or services may be purchased from other College departments. A transfer of funds from the receiving department to the providing department must be made to complete the transaction.
    
2. Procedure
   1. Completion of Internal Billing Invoice:
      1. The department providing the goods and/or services shall prepare an Internal Invoice to be sent to the department receiving the goods and/or services.
      2. The department providing the goods and/or services shall keep one copy of the Internal Invoice for their records.
      3. The Internal Invoice will then be forwarded to the department receiving the goods and/or services.
   2. Transfer of Funds:
      1. The department receiving the goods and or services will complete the Internal Invoice by supplying the accounting Index and account code to be charged.
      2. At least monthly, the department providing the goods and/or services shall:
         1. Prepare a “Request for Transfer of Charges or Receipts”.
         2. The Request shall include the Index and account numbers to be charged for the goods and/or services in the department that received them and the Index and revenue account number to be credited in their own department for providing the goods and/or services.
         3. A copy of the Internal Invoice must be attached to the Request.