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IDT
- Is used when one UT department charges another UT department for original services or goods.
- Transfers funds directly from your unit account to the service department account without any intervention from Business Services.
- Requires an internal account number (and sometimes an OOEF or direct approval from an account signer)
- This kind of transaction often happens when you work with a campus caterer or venue
- Examples: Forty Acres Catering, The Union, SSB Venue spaces, Facilities, Thompson Conference Center, etc.)
- These departments will sometimes call this direct bill but they are not the same!
- It is not available for all departments. For instance: any order with O’s café has to be paid with a check.
- It is not for:
- Splitting an outside vendor invoice with another department or school
- Sending funds to another department in UT who you agreed to fund an event for (email EM-Approvals@austin.utexas.edu if you need that assistance)
Direct Bill
- Is used with all vendors outside UT.
- Can require account set up with the vendor.
- Allows us to receive goods and services without paying up front.
- Requires a vendor be in the system so a check can be issued.
- Requires an invoice be received from the vendor to be paid by Business Services.
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Both payment options require an invoice to be generated and imaged for auditing purposes—especially when they pertain to an event that requires an OOEF. |
Invoices
- IDT Invoices are often uploaded to UT’s imaging services by the department charging us.
- Direct bill invoices are often sent to us directly from the vendor via email or mail and bypass many of you.
- Neither of these are always the case.
- Missing or misplaced invoices can cause auditing issues, budgeting problems, and vendor relation issues.
Invoices should not be held for OOEF reconciliation.
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All invoices received either by hand or by email must be sent directly to EM-Approvals@austin.utexas.edu immediately upon receipt or drop it off with EMBS Accounting team. |