Interdepartmental Charges, Dining Dollar Payments, Spider Card Payments

Overview

This job aid outlines the steps for relaying Interdepartmental Charges to the Accounting team, who will then enter the information into Workday.

Details / Instructions

Interdepartmental Transfers must be reported to the accounting department at least once weekly.  There are four templates the accounting team provides to record the information necessary for them to make the required Journal Entries.

  1. Generic “Easy” version, used to record things like department purchases at the SpiderShop, or Catering Charges to a department.
  2. Spidercard Payments
  3. Dining Dollar Payments
  4. Sport Camps (only to be used and filled out by Campus Business Services)

Many interdepartmental charges will be determined at the time of recording a Cash Sale or Customer Invoice.  Please refer to the relevant Cash Sale/Customer Invoice process manuals for your department for guidance on making parallel entries.

The Interdepartmental Charges Process:

 
Preparing the Data

Where we are in the process:

Steps
  1. Download the previous day’s sales data from the relevant Point of Sale (POS) or other reporting system. Isolate sales that were paid with:
    • Department Charges
    • Spidercard
    • Dining Dollars
 
Recording Interdepartmental Charges

Where we are in the process:

Steps
  1. Use the Appropriate tab in the “Interdepartmental Charges Template” excel file.
    • Department Charges: “Interdepartmental Transfers” Tab
  2. The “Interdepartmental Charges Tab” will be used to record charges to an internal Cost Center. The example we will use is: the Cost Center Alumni Engagement held an event which was catered by the Cost Center Catering.  This tab has drop down menus to be used for selecting Charging Cost Center, Charged Cost Center, Charged Gift, Charged Grant, Charged Project, Revenue Category, and Spend Category. NOTE: The Charging Cost Center will be responsible for filling out this Excel File.
  3. Columns A & B.
    • Column A: Date. A date is required for all Interdepartmental Transfers.This date should be written out in the format, MM/DD/YYYY.Use the date the interdepartmental charge was incurred.In our example, we will assume that the catered event took place on September 9, 2024
    • Column B: Charging Cost Center.  This required field should be populated with the cost center that provided the goods or services and needs to be credited for the revenue.In our example, the Cost Center is “CC00046 Catering.”
  4. Columns C, D, E, and F. At least one of these columns is required to be filled out. In most cases, you will only be making a selection from Column C: Charged Cost Center. These columns outline what Cost Center, Gift, Grant, and/or project will be “paying” for the interdepartmental charge. In our example, we will only fill out Column C: Charged Cost Center.
    • Column C: Charged Cost Center.  Use this column to select which Cost Center will be “paying” for the internal charge. In our example, the Charged Cost Center is CC00003 Alumni Engagement.
    • Column D: Charged Gift.  Select from this column if there is a Gift that will be “paying” for the internal charge. In our example, there is no Gift, so it will be left blank.
    • Column E: Charged Grant. Select from this column if there is a Grant that will be “paying” for the internal charge. In our example, there is no Grant, so it will be left blank.
    • Column F: Charged Project.  Select from this column if the interdepartmental charge will need to be added to the cost of a Project. In our example, there is no Project, so it will be left blank.
  5. Columns G & H. A selection is required for each of these columns. These columns will be used to record the revenue and expenses to the correct Revenue Category and Spend Category, respectively. 
    • Column G: Revenue Category.  This column is used to record earned revenue by the charging Cost Center. The Revenue Category will be the same for both internal and external customers. In our example, the Cost Center Catering catered an event, so the Revenue Category is “RC00017 Catering Sales. TIP: If Catering had done the same event for an external customer (e.g., a wedding) they would also use the Revenue Category: RC00017 Catering Sales.
    • Column H: Spend Category. This column is used to record the expense for the charged Cost Center. The Spend Category will be the same for both internal and internal customers. In our example, the Cost Center Alumni Engagement hosted a catered event. If Alumni Engagement had the event catered by an external restaurant, the Spend Category would be the same. In our example, the Spend Category is SC00063 – Catering Services.
  6. Columns I, J, and K. These three columns are required to be filled out. The exception is column J, Support.  This column is to be used to provide external reference numbers when an external system is used to develop/report and an interdepartmental charge (e.g., EMS, ARMs). There may not be an external reporting system, so column J is only required in instances when an external reporting system is used.
    • Column I: Memo.  This field should be used to describe what the interdepartmental charge was for. This is a reportable field, so it is best to develop a consistent system for filling out the memo field (e.g., Homecoming Event XYZ, Tip-Off Club 2024 [Game Description]).
    • Column J: Support.  This column is to be used to fill out an External Reference ID (e.g., EMS Reference ###, ARMS Reference ###)
    • Column K: Amount.  This column is used to record the amount the Interdepartmental Charge is for. In our example, the catering charge was $200, so column K is filled out with $200.00.
  7. If there were multiple Charged Cost Centers, Gifts, Grants, and/or Projects, a separate row will need to be filled out for each. For example, if the catered event in our example above was being paid for by the Cost Centers Alumni Engagement and Women’s Tennis, two rows will need to be filled out, one for each Cost Center, all other relevant information, and the amount.
  8. Once the spreadsheet is filled out, save a copy with the naming convention: [Charging_Cost_Center]_Interdepartmental_Charges_MM_DD_YYYY (e.g., Catering_Interdepartmental_Charges_09_19_2024). Email the template, along with all supporting documentation, to the account inbox at: accounting@richmond.edu.  If you also have SpiderCard and Dining Dollar payments to report, move on to the next section of these instructions to fill out the “Spider Card and Dining Dollars Template” Excel file.
 
Recording SpiderCard Payments 

Where we are in the process:

Steps
  1. After obtaining sales data from your POS system, use the “SpiderCard Payments Template” Excel file to record and communicate SpiderCard Payments to the accounting team.
  2. Spider Card can be used to pay at many locations across locations, not just dining locations (e.g., HDC vs SpiderShop).  You will need to use the appropriate section of the “Spider Card” box to distinguish between dining and other locations.
    • Dining Locations.Fill out the appropriate rows in the “Dining Locations” section of the table.
      • Total Sales (No Tax):Fill out with total pre-tax sales paid by Spider Card in each dining location.
      • Total Sales Tax (6%):Fill out with the total Sales Tax paid via Spidercard.
      • Total Food Tax (7.5%): Fill out with the total Food Tax paid via Spidercard.
      • Total Grocery Tax (1%): Fill out with the total Grocery Tax paid via Spidercard.
      • Total Collected.This cell does not need to be filled in manually, it will auto populate with the sum of the above columns.
    • Repeat the above process for all dining locations that had SpiderCard Payments.
    • Non-Dining Locations
      • You will need to indicate the Cost Center where a SpiderCard payment was made.Find the correct column for the location in question and fill in the cells accordingly.
      • See above instructions for filling out the columns, Total Sales (No Tax), Total Sales Tax (6%), Total Food Tax (7.5%), and Total Grocery Tax (1%). NOTE: In many cases, tax liabilities for non-dining Cost Centers will be recorded when that Cost Center’s revenue is recorded using a Cash Sale and/or Customer Invoice.  In those instances, you will not need to report taxes in this spreadsheet.  Those Cost Centers will be indicated with “(Don’t Report Taxes)” after the name of the Cost Center.  In these Cases, record the total amount paid on SpiderCard in the “Total Sales (No Tax)” row.
  3. Once the spreadsheet is filled out, save it with the naming convention: “Spidercard_Payments_MM_DD_YYYY” (e.g., Spidercard_Payments_06_21_2024)

 

Recording Dining Dollar Payments 
Steps:
  1. After obtaining sales data from your POS system, use the “Dining Dollar Payments Template” Excel file to record and communicate Dining Dollar payments to the accounting team.
  2. Fill out the appropriate cells according to the following instructions:
    • Total Sales (No Tax):Fill out with total pre-tax sales paid by Dining Dollars in each dining location.
    • Total Sales Tax (6%):Fill out with the total Sales Tax paid via Dining Dollars.
    • Total Food Tax (7.5%): Fill out with the total Food Tax paid via Dining Dollars.
    • Total Grocery Tax (1%): Fill out with the total Grocery Tax paid via Dining Dollars.
    • Total Collected.This cell does not need to be filled in manually, it will auto populate with the sum of the above columns.
  3. Once all Dining Dollar payments have been captured using the excel spreadsheet, save the file with the convention: Dining_Dollar_and_SpiderCard_Payments_MM_DD_YYYY (e.g., Dining_Dollar_and_SpiderCard_Payments_09_19_2024).
  4. Email the filled-out spreadsheet and all supporting documentation to the accounting inbox: accounting@richmond.edu. 

 

Recording SpiderCard Payments 

Where we are in the process:

Steps:
  1. Refer to the Journal Entry Guide to fill either populate an EIB or use the task “Journal Entry” to entered the supplied information on Interdepartmental Charges, SpiderCard payments, and Dining Dollar payments into Workday.

See Also

Create Supplier Invoice Request

Create Supplier Request

Create Purchase Receipt

Print Article

Related Articles (3)

Create Purchase Receipt
This guide provides clear, step-by-step instructions for creating a purchase receipt in Workday.
Create Supplier Invoice Request
This guide provides step-by-step instructions on how to request payment for a supplier invoice to pay a vendor directly.
Create Supplier Request
This guide provides step-by-step instructions on how to request a new supplier to be added for making purchases.