Interdepartmental Order (ID)

• Used for internal payment between departments.
• The ID will need to be assigned a unique number (this number will replace # 000000 on the form and in the file name).
• You may use a number from a unused paper ID if you have a booklet (please discard the paper ID once used so that the number does not get used again). Or you may email the budget office to request a number.  
• Make sure to fill in all sections as you would on the paper form which includes the charge dept, chartstring including the total amount to credit, credit dept name, requesting department contact information, and a complete business purpose.
• Suggested file naming convention example “ID123456 Campus Catering INV 1234 $100” (this is the ID number, dept name, invoice #, total invoice amount)
• Once complete, merge the ID.pdf with the Estimate/Receipt.pdf and any other supporting information (email converted to pdf, approvals, etc) and email the completed packet to the budget office at lawbudget@syr.edu.  
• At that point the budget office will review and obtain the appropriate authorized signatures.
• Since IDs are internal payments made between departments, the budget office will return the approved ID to you to send to your contact.
  • If you would like the budget office to send it to directly to your contact, please clearly provide their contact information in your email submission.

Materials Distribution (ordering shred pick-up)

1. When needing shred bins picked up, you will need either a Standing ID for the current fiscal year or a one-time ID (sometimes helpful for a specific event or grant funds).
2. Please email a pdf of the ID and any supporting information to the COL Budget Office to obtain authorized signature.
3. Once the ID is approved, the budget office will email a copy to you and Materials Distribution for use.  
4. In order to use the ID and request service, the department will need to log in to the following form: https://its-forms.syr.edu/frevvo/web/tn/SUFS/u/1bfb0a50-d78e-4559-94c7-5ffcb8415f74/app/_VoZHACDtEeqUbJLIib541A/formtype/_ADMQQEMHEeqUbJLIib541A/popupform
5. For the section that states “Interdepartmental Order Form Number (Enter N/A if supplying Chartstring)” College of Law requires employees to enter an approved  ID # (can be one time or a standing ID).
   1. Please do not add N/A.
6. There should be a comment section, and you may find it useful to mention if you have boxes being picked up or if you will need an empty shred bin to replace.
7.  Also please tape a copy of the ID to the bin or boxes being picked up.
8. Its possible pick-up will occur even if nobody is in the office. Department may want to confirm this when requesting service.
   1. Contact person is Noni, she will assist you will any questions.
9. Email lawbudget@syr.edu with a copy of the IT form request, subject line of the email should include the ID number and purpose.

Parking

University departments: please ensure that before the end of each spring semester you complete and submit the Departmental Annual Standing ID Form (formerly the “VIP Form”) along with an original, signed payment ID with authorized budget signature.

Or you can use a one-time ID outlining the specific business purpose and chartstring (ideal for special events, events being reimbursed, or when needing a mycode or project #), with authorized budget signature.

https://parking.syr.edu/visitors-to-campus/guest-reservation-request/

• Parking will not process a reservation if they don’t have an ID on file upon request – this can be a Standing ID or a one-time ID.
  • If you have a specific event in which you may need to isolate the expense, it’s preferred to submit a one-time ID.
  • Parking posts expenses once a month. So if the ID is utilized multiple times in a month, the expense will show on the GL as one lump amount for that month.
  • FY24 parking rate is $7.75/car (https://parking.syr.edu/visitors-to-campus/daily-campus-visitor/general-pay-parking-rates/)
    • Departments with Standing IDs must keep an itemized log when the ID is used
• If you have an event and want guests to pay for their own parking, it’s possible to arrange a special rate for the event with Parking Services (parkmail@syr.edu; Main Line 315.443.4652)

Campus Catering

• https://foodservices.syr.edu/catering/campus-catering/
• https://policies.syr.edu/?redirect
• campuscatering@syr.eduor call 315.443.3605

Once you receive an estimate/contract from Campus Catering and want to proceed with the order, follow these steps:

1. Sign the contract as the department contact and merge with pdf. Budget will sign as authorized signer when received.
2. Complete an ID and merge the ID with a pdf of the catering contract
3. The ID is needed to support the business purpose (who, what when, where and why)
4. Email the ID & contract to lawbudget@syr.edu for budget approval
5. Budget will provide the authorized signature and send it back to you to finalize with Catering.
6. Once your event takes place, Catering will send you a final invoice. Please review this invoice for accuracy, and if all is well send back to Catering with your approval and copying budget on the email. (This will ensure we are all on the same page, and that budget has a copy for reconciliation).

Neporent Café 

• Pay with a one-time or a standing ID that is approved by the budget office prior to the event.
• If paying with a Procurement Card you will need to point out to the cashier that the expense is tax exempt
  • You should receive an itemized receipt for both payment types as well as a valid business purpose for the expense. (who, what, when, where and why)

SU Bookstore

• Provide copy of SUID to obtain employee discount which is 10% off most items.
• Bulk Orders can be set up directly with a store associate and payment processed on a one-time approved ID.
• https://www.syrcampusstore.com/
• Email: campusstore@syr.edu; Main Store 315.443.9900 
• *If paying with University JPMC, cardholder needs to point out it’s a business card and transaction should be tax exempt, and a detailed/itemized receipt provided.

Mail Services 

• Pay with a one-time or a standing ID that is approved by the budget office prior to the event.
• Departments with frequent bulk mailings may be approved for a Standing ID, however the department must keep an itemized log when the ID is used. 
• One time IDs are required for Faculty Mailings and FRA balances confirmed prior to the mail being sent.