Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL
Interdepartmental Requisition and Invoice (IRI)
USE OF IRI
University departments use the Interdepartmental Requisition
and Invoice (IRI) form to requisition supplies and services provided by
WSU vendor departments.
Approval to Charge
A department or unit must have prior approval from the Controller's
Office to charge for goods or services. In most cases, a prospective vendor
department requests approval by completing a Service Center Application
A department cannot process IRIs as a vendor department unless a Service
Center Application has been submitted and approved.
An individual must receive authorization on an AIS Access Request form in
order to process IRIs through the Service Center Billing System. See 85.33.
The IRI serves as an order and billing form.
To obtain IRIs, departments may choose from the following versions:
Departments use the IRIs to make purchases from vendor departments.
- Three-part paper IRI form sets from Central Stores; request item number
- PDF version IRI form. Complete and/or print the PDF master on
- Automated template version of the form, available from the Procedures,
Records, and Forms website at:
Departments use the IRI to authorize a vendor department to set up a blanket
requisition (see 70.06).
This is desirable when the department makes regular purchases from the vendor.
WSU vendor departments may use IRIs to prepare monthly billings for departments
who make blanket order purchases (see 70.06).
Certain vendor departments use specialized ordering forms or
methods instead of requiring an IRI. Review the applicable Business Policies
and Procedures Manual section for details.
COMPLETING THE IRI
NOTE: Vendor departments are to obtain Controller's Office approval before
substituting an alternative order form or method for the IRI.
The requisitioning department completes the IRI as follows.
The following numbered instructions are keyed to numbers on the sample in
the PDF version of 70.05.3.
Requisitioning Dept. (1)
Enter the requisitioning department's name. Enter the account
coding of the budget(s) that will assume the expenditure. Include program,
budget, object, subobject, and project. (Complete the fund and appropriation
blocks if required by the college finance office.) See 70.09
for a list of object codes. Refer to the code tables in the online Account
Balances/Detail Application for a list of subobject codes.
When a blanket order is in force, enter the blanket order number adjacent
to the department name under Department.
If the items requested are billed to more than one account, this blank can
include more than one line of coding. The accounts are charged the indicated
percentages of the total bill. Indicate the percentage to be charged next
to the appropriate coding.
Number the IRI pages.
Vendor Department (3)
Indicate the vendor department(s) on this line.
Indicate the date the requisitioning department submitted the
Deliver To (5)
Indicate the building, room number, and campus mail code.
Dept. Req. No. (6)
The requisitioning department may assign a requisition number
to the transaction. This is optional.
Contact Individual (7)
Include the name, telephone number, and e-mail address of a
knowledgeable departmental contact.
Assign an item number to each item requested, i.e., 1, 2, 3,
Stock Number (9)
Enter the vendor's stock number if available.
Description/Received By (10)
Enter a concise description of the requested goods or services,
including quantities and units.
Include any information on this part of the form which will assist the vendor
department in filling the order and Accounts Payable in correctly billing
the requisitioning department.
Indicate "Please Encumber" if the purchase
amount is to be encumbered. (This is useful for major purchases which will
not be delivered for several weeks or months.) Request encumbrances from
only those vendors using the Service Center Billing System (see 30.15).
Other vendor departments do not process encumbrances.
Expenditure Authority (11)
The IRI must be signed by an employee who has been authorized
to sign for the account(s). See 70.02
for an explanation of expenditure authority.
ROUTING THE IRI
The requisitioning department retains a control copy and routes
the signed original to the vendor department.
NOTE: The college may require that the form be routed through the college
finance office for fund coding before it is sent to the vendor.
The vendor department finishes completing the IRI as follows:
Enter the the account code for the University account receiving
the money under Vendor Department.
Vendor departments are to enter applicable source and subsource codes in
the indicated fields. EXCEPTION: If the money is to be deposited into an
account in fund 001 (state appropriation) the vendor department enters object
21 under Srce and the applicable subobject under Sub.
Refer to Code Titles in the online Account Balances/Detail Application for
a complete listing of valid source, subsource, object and subobject codes.
Assign and enter an Invoice Number based upon the vendor
department's IRI numbering system.
Record details regarding quantities and charges under Quan
Del, Unit Prc, and Total. Also record an Invoice Total.
A representative from the requisitioning department may indicate
receipt of the goods or services by signing the bottom of the Description/Received
Distribute copies as follows:
Vendor department retains for file. See 90.01
for retention requirements.
May be returned by the vendor department to the requisitioning
department after the transaction is entered into the Service Center Billing
At fiscal year's end, invoices must be entered into the University's
accounting system in accordance with the year-end schedule distributed by
the Controller's Office. See also 70.04.
Vendor departments are responsible for ensuring that IRIs used
for invoicing are sequentially numbered.
The vendor department may elect to begin a new number sequence at the beginning
of each biennium.