Business and Financial Services

Instructions for the Preparation of Interdepartmental Chargebacks

When do I use this form? This form is used to charge another department back for services or supplies that are being provided by your department. Please provide a very detailed description of the chargeback. You will need to limit your description on the form to 30 characters, but please be as specific as possible within the text of your email to Suzie.

Example #1: The Business Office needs to charge the Personnel department, the Biology department, and the Transportation Center back for October copies made. It is preferable that you prepare these chargebacks on a monthly basis. If they are not done monthly, you will need to enter the specific dates of the chargeback in the description. The transaction would look like this:

Example # 2: There is an exception to the rule presented in Example #1. When the credit is being applied to an auxiliary cost center (Fund 128, Program 8), account code 9050 cannot be used. Instead, you need to use the most appropriate account code. For example, if Parking Services were charging back for parking permits, they would use account code 9373 that is specifically for permits. For a complete list of account codes, please refer to http://www.uwsa.edu/fadmin/sfs/acctlist.htm . For chargeback purposes, you will most likely be using account codes in the 93__ or 94__ series. Please contact Suzie or Jill if you are unsure of which account code to use. For example, if Parking Services is charging the Business Office back for parking permits in the amount of $50, the transaction would look like this:

Some Chargeback Guidelines:

• Fund 102 cost centers cannot take revenue codes; you may use a sales credit (9050).
• Fund 104 cost centers are for expenses only.
• Fund 128, program 8 (auxiliaries) cost centers cannot take a sales credit code (9050). The revenue must be deposited with a specific code.
• Fund 132 cost centers are for revenue only.
• Fund 150 cost centers cannot take sales credits (9050).
• There will be no GL Jrnl ID for chargebacks since this is the original transaction.

If you are ready to prepare a chargeback, please click below and you will be linked to a blank worksheet. Please fill in this form and save it as an Excel file. Send it to Suzie Bednar-Munsell (sbednar) as an attachment to an email, along with an explanation which justifies the chargeback. Please note that the total journal amount must be zero and that you MUST use this form for all chargebacks. Please cc: any cost center managers who are affected by your chargeback. Thank you!

Click here to use form: chargeback form