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Understanding the Drexel University Service Department Charges Form

The Drexel University Service Department Charges Form is a vital tool used for processing interoffice charges. This form ensures that departments providing services can accurately bill other departments for the services rendered. Here’s a detailed guide on how to effectively use this form:

Purpose of the Form

The primary purpose of the Service Department Charges Form is to document and authorize charges between different departments within Drexel University. This process helps maintain clear and accurate financial records, ensuring that each department is billed correctly for the services they utilize.

Who Should Use This Form?

• Service Providing Departments: Departments that offer services to other departments within the university need to fill out this form. They are responsible for documenting the charges and providing appropriate documentation to the department being charged.
• Departments Receiving Services: These departments need to review the charges and ensure they align with the services received.

Components of the Form

Department Information:

• Dept.: The department providing the service.
• Service Charges Document Code: Unique code for the service charges document.

Description of Charges:

• A detailed description of the services provided.

Cost Centers to be Charged:

• This section includes multiple lines to list the cost centers (departments) being charged. Each line should include:
  • Cost Center Title
  • Cost Center Number
  • Fund No.
  • Org.
  • Account Code: Must be within the 4000-4199 range.
  • Activity Code
  • Service Date
  • Reference Date
  • Dollar Amount

Cost Center to be Credited:

• This section includes the details of the cost center that will receive the credit for the charges. It includes similar fields as the cost centers being charged.

Approval Section:

• Service Department Approval: Authorized signature, printed name, and date submitted by the service department.
• Comptroller’s Approval: Authorized signature, printed name, and date submitted by the Comptroller’s Office.

Instructions for Completing the Form

1. Fill in Department and Document Code: Start by entering the name of the department providing the service and the unique document code.
2. Describe the Charges: Provide a detailed description of the services rendered.
3. List Cost Centers Being Charged: For each cost center being billed, enter the necessary details including title, number, fund, org, account code, activity code, service date, reference date, and the dollar amount.
4. Enter the Crediting Cost Center: Provide the information for the cost center that will receive the credit, ensuring the account code is within the approved range.
5. Obtain Approvals: The form must be signed by an authorized representative from the service department and submitted to the Comptroller’s Office for final approval.

Submission Guidelines

• Timely Submission: Submit the completed form to the Comptroller’s Office at least five working days before the end of the month to ensure the charges are included in the current month’s activity.

By following these steps, departments can ensure accurate billing and proper financial tracking of interoffice services. Proper use of the Service Department Charges Form helps maintain financial transparency and accountability within Drexel University.