Submit Internal Service Delivery
What is Internal Service Delivery? What is an Internal Service Provider?
Internal Service Deliveries (ISD) record transactions between two internal groups. One department, lab, center etc.…provides goods or services to another group within Campus. These are managed differently than purchasing external services because the expense and revenue occur within the organization. This activity is processed as revenue to the department providing goods/service, known as the Internal Service Provider, and an expense to the department purchasing or receiving the goods/service.
Submitting the Request
Title: This field must be completed and should be a summary of the request being submitted. Ideally include the invoice number and Internal Service Provider (ISP)
Requestor Name: This field will auto-populate the individual who is signed into Mines Help Center, but it can be overridden. If you are submitting the request on behalf of someone else and would like them to receive any updates, please name them using this field.
Acct/Dept: This field will auto-fill based on the name in the Requestor field.
Internal Service Provider Name: This is a drop-down field with a list of all our current Internal Service Providers (ISP). If you cannot find the correct ISP, please select “Other” and another text field will populate where you can describe the center that performed the service and or provided goods.
How Many Internal Service Deliveries (ISD) are you submitting? This form can be submitted for one Internal Service Provider at a time. There may be one or many worktags that are paying for goods/services. Please select single ISD if there is only one payee worktag. Select multiple if there is more than one worktag paying. Note, for multiple worktags you will need to complete the ISD template which is attached to this page and linked within the service.
- Single ISD (One Payee Worktag)
- Which Worktag is paying for this service? Please provide the 6-digit worktag. This will be the Grant, Project or Operating Account that pays for the goods/services provided by the Internal Service Provider.
- Amount being charged. This should be the total amount of the Internal Service Delivery. If there are multiple lines for different services provided, please detail this in the Additional Notes & Comments section below.
- What is the Spend Category? This is a drop-down list of the common / allowable spend categories. Select the most appropriate option. Note, after being reviewed by the Cost Accounting team, this may be updated. If you are not sure which one to use, please select 7498- Internal Sales & Services and provide details in the Additional Notes & Comments field.
- Date of Service: The actual date of service in MM/DD/YYYY format.
- Provide a Service Description that can be used in the Workday (WD) memo field. This information will be used to craft the memo field in WD. It should be like the title and may include any invoice number, lab name, or type of service completed.
- Do you have a formal invoice? Some Internal Service Providers (ISP) generate formal invoices for service. If you have this, please select “Yes” and a field will populate asking for the invoice number. Additionally, please attach a copy of the invoice at the bottom of the form. If you do not have a formal invoice, select “No.”
- No
- Yes
- Provide Invoice Number. Also, make sure to include as attachment at the end of the form.
- Multiple ISDs (Multiple Payee Worktags)
- ISD Template Information: The ISD Template form must be completed to submit this request. Please to download the ISD Template, this can also be found on the right side of the screen under Attachments.. Upon completion, click the acknowledgement below and attach the completed form to this ticket.
- ISD Template Acknowledgement: This field will have a checkbox that must be completed to submit the request for multiple ISDs. This checkbox should only be completed once the ISD template attached on this page and linked on the form is completed.
Is approval for the “Paying Worktag(s)” included? This field has three options that can be selected. You can only select one of the three options which describe if approval has been documented and if so, how. Please select the applicable option.
Additional Contacts: Enter the name(s) of anyone that should be notified once this request is processed and or if we have questions.
Additional Notes & Comments: This field can be used for any additional notes if you are unsure about the spend category or need to detail multiple lines for a single ISD request.
Attachment: Any approvals, backup documentation, invoices etc.
Completing the ISD Template
Instructions for completing this template are found on the second tab of the excel file. You will also find two reference tables for the corresponding Internal Service Provider Worktag and Spend Category Code.