Internal Recharging of Departmental Costs

Internal Recharges are also known as Internal Services Request & Payment Authorisation and referred to as Internal Debit Notes (IDNs).

LSE Departmental Budget holders and Controllers who wish to recharge some or all their costs to other LSE departments are required to follow the IDN instructions below:

Please follow the instructions carefully:

1) Download the IDN Request and Payment Authorisation form from: http://www.lse.ac.uk/collections/financeDivision/Indexofdocumentsandforms/staff.htm 

(link: http://www.lse.ac.uk/collections/financeDivision/pdf/IDN_Form_Schedule.pdf)

2) Complete the form and send to the department requesting the job or service, NOT TO THE FINANCE DIVISION.

3) When the form has been returned to you completed and authorised, please summarise the IDN transactions onto the IDN Excel Schedule. For an example of how a schedule is completed and validated on the Excel schedule, please click here.

(link: to IDN Excel Schedule:  http://www.lse.ac.uk/collections/financeDivision/pdf/IDNSchedule.xls  This Excel spreadsheet must be saved to your PC before completing.)

4) Each IDN transaction line should have a internal reference attached:
Reference Examples:

5) Once the Schedule is complete, please email the VALIDATED spreadsheet to Aptos@lse.ac.uk no later than 6 working days following the month end period of the transactions.

6) Aptos Systems team will upload the validated IDNs received from departments in batches every fortnight.

7) Any queries regarding the posting of the transactions should be sent to Aptos@lse.ac.uk. Any queries relating to the IDN charges for services or goods should be raised with the department concerned, as Finance do not keep any copies of worksheets or back-up documents relating to the charges

If you have any questions or queries regarding the IDN process, please contact Aptos@lse.ac.uk.

Document links:

IDN Form (PDF)

IDN Recharge Guide (PDF)

IDN Excel Schedule (MS XLS)

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