TIO Procedures

General

• Certain materials and services are available to requesting departments from other University departments. For example the Warehouse, Creative Services, and Event Planning.
  
  
• A Transitional Imtramural Order (TIO) is used to authorize procurement of such materials and services and to record the transfer of funds between departments.
  
  
• Materials and services available from University departments are generally more economical, more convenient, and in compliance with University standards and should be used whenever possible.
  
  
• TIO forms are pre-numbered, three-part NCR forms. They are available for pick-up from Financial Services, Carter Hall Room 1002.

Procedures

1. The Ordering Department initiates a TIO when desiring available services or materials from another University department. Complete the following fields:
1. Ordering department information: name, location, contact person name and phone number and date of order;
2. Supplying department name;
3. Ordering department FOAPAL number(s) to be charged;
4. Quantity, description and estimated cost of what is being ordered;
5. Authorized signature for FOAPAL number(s).
   
   
2. Attach any supporting documentation needed for the transaction, such as Official Function Form or invoice.
   
   
3. Send TIO to supplying department.
   
   
4. The Supplying Department processes the order and copletes the following fields on the TIO:
1. Supplying department location, contact person name and phone number and date goods or services were provided;
2. Supplying department FOAPAL number(s) to receive the funds;
3. Unit cost, actual cost and total charges for the TIO;
4. Signature authorizing materials or services were provided.
   
   
5. Attach any supporting documentation needed for the transaction, such as an invoice.
   
   
6. Retain yellow copy for records and send pink copy to ordering department.
   
   
7. Forward the original (white) copy to the General Accounting Office.
   
   
8. General Accounting will use the original TIO to transfer funds from the ordering department to the supplying department.
   
   
9. All TIO transactions are processed as batch entries and will appear in Banner under a batch document number (IM0xxxxx).
   
   
10. To verify processing of an individual TIO, use the Insight FIN002 report, OP Ledger Rev and Exp. Use the radar button to view the detailed transactions for the total expense in the Year to Date Activity field.