TIO Procedures

• Certain materials and services are available to requesting departments from other University departments. For example Bear Logic, the Warehouse, Creative Services, and Event Planning provide goods and services that may be purchased by University 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.
  
  
• A Transitional Imtramural Order (TIO) is the form used to record these purchases. The TIO authorizes the purchase of goods and services by one University department from another University department. It is also used to record the transfer of funds between the departments.
  

• 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 on the TIO form:
1. Ordering department information: name, location, contact person name and phone number and date of order;
2. Supplying department name;
3. Ordering department FOAP(AL) number(s) to be charged;
4. Quantity, description and estimated cost of what is being ordered;
5. Authorized signature for FOAP(AL) number(s).
   
   
2. Attach any supporting documentation needed for the transaction, such as an Official Function Form.
   
   
3. Send TIO to supplying department.
   
   

1. The Supplying Department processes the order and completes 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 FOAP(AL) 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.
   
   
2. NOTE: TIO's are considered internal sales to the supplying department, and as such are not included in revenue figures.
   
   Supplying department FOAP(AL)s must utilize an internal sales account code, 57990 - 57999.
   
   
3. Attach any supporting documentation needed for the transaction, such as an invoice.
   
   
4. The Supplying Department retains the yellow copy of the TIO and sends the pink copy to the ordering department.
   
   
5. The Supplying Department forwards the original (white) copy of the TIO to the General Accounting office for processing.

1. General Accounting will use the original TIO to transfer funds from the ordering department to the supplying department.
   
   
2. If information is missing from the TIO, General Accounting with contact either the ordering or supplying department to obtain the required information before processing the TIO.