Franklin & Marshall College - Guide to Expense Account Numbers

Transcription

1 Advertising & Promotion Advertising - Job postings expense - Online or newspaper job postings Auditing Audit Fees - Accounting firm fees Books/Publications/Periodicals Books - Purchases of books - Includes CD's, DVD's Periodicals - Online or paper subscriptions - Magazines, newspapers Inter- Library Loan - Expenses related to inter- library loaning of books - used by the library Conferences, Conventions & Meetings Conferences and Meetings - Cost of conferences, meetings & registration fees Professional Development - Webinars, career coaching and training classes for professional development of FPS - Fred Pryor seminars, Excel/Word classes, PS accreditation, etc Dues & Memberships Dues and Memberships - Includes any organizational dues and/or membership fees Equipment Equipment - Furniture, bookshelves, cameras, adding machines, fax - Non- computer equipment machines, athletic equipment, small tools Art Collection Purchase - Purchases of art - mainly used by The Phillips Museum or the President's Office - Paintings, sculptures, artwork of any kind Instructional Equipment - Classroom instructional (non- computer) equipment - Microscopes, lab equipment Telephone Basic Equipment - Telephone equipment - Purchases of telephones, cell phones Food & Entertainment Food Alcohol - Cost of food while not traveling (local food purchases) Note- All alcohol must be separated from food and coded to acct Exceptions - food purchased for an alumni event that is held elsewhere should be coded here, not travel. Also, if food is related to holding a conference/meeting & over several hundred dollars- use And if federal grants dictate otherwise. - ALL alcohol expense MUST be coded here - should include portion of the tip that was for the alcohol portion of the bill. Alcohol purchases must be approved by a Senior Officer before being submitted to the Business Office. - Meals at local restaurants and food purchased at convenience stores and grocery stores for activities/events, coffee, water, ice for consumption - Alcohol purchases from state stores and alcohol purchased as part of a meal Food Services - Contract Dining Services Contract - Used for Sodexo charges only On Campus Food Service Charges - Used for Sodexo charges only Insurance Insurance - College commercial insurance policies - Property insurance, auto insurance, etc Insurance Student - Student health insurance policies IT Expenditures 1 of 5 Revised July 2014

2 51230 Computer Software - Software purchases, software upgrades, purchasing apps from places like itunes Computer Hardware - Any brand of computer tablet (such as an ipad), personal computer (PC), Mac, laptop, monitor, printer, server, - Cost of any computer or IT- related equipment scanner, modem, hard drive, etc IT Services and Computer Maint - IT/computer equipment maintenance services, repairs, contracts, tech support, etc - Maintenance on software or hardware Computer Accessories - Mouse, keyboard, adapters, microphones, flash drives, - Low cost computer or IT- related supplies speakers, etc Legal Expenses Legal Fees - Attorney fees for legal services Materials & Supplies Supplies Office - Pens, staples, paper clips, copy paper, printer - General office supplies (non- printed items) cartridges/toner, cleaning supplies, light bulbs Supplies Instructional/Programmatic - Supplies purchased specifically for classroom work - Teaching supplies, lab supplies, animal/primate food Supplies Uniforms - Athletics- also use for game day expenses, such as string - Uniform purchases, mainly used by Athletics & Public Safety for rackets, game balls, etc Supplies Inventory - Used mainly by F&O to track supplies Supplies Promotional Items - Items purchased to promote the college, may have college logo appearing on promo - Coffee mugs, lanyards, pennants, sweatshirts, pens, etc items with college logo Supplies Medical and Tests - Supplies & tests specifically purchased for medical use, i.e. Athletics, Appel Services, etc Supplies Other - Supplies purchased that don't fall in any of the other supplies categories Concessions - Concession stand expenses, mainly used by Athletics Off- Campus Programs Off Campus Programs - Cost of Off Campus Study Abroad Programs for students F&M in Paris, Institute for Study Abroad, etc Other Expenses Postage - Postage/shipping charges/bulk mail charges Note- Shipping as part of purchasing an item is part of the cost of the item, not a separate - Vendors: USPS, FedEx, UPS, etc postage expense. - Purchase of stamps Administrative Expense Cost of labor - used in conjunction with grants only Licenses and Fees - Site licenses, web hosting fees, database lists, housing - Renewal of or cost of first time licenses & fees expenses licenses, building permit fees, auto registrations Other - Rarely used - only if there is NO other account code that is appropriate Charitable Contributions - Donations- paid directly to a Charitable Institution. Must be approved by Chief of Staff (except for Agency Accts) Entry Fee- Athletics - Sporting event entry fees - To play golf, tournament fees Inter- Department Credits - Expenses transferred between departments Inter- Department Charges - Expenses transferred between departments Outside Expense Reimbursement - Pass- thru receipt of monies where payment was received from student/parent/alumni for expenses the college paid on their behalf 2 of 5 Revised July 2014

3 56500 Taxes - Various tax expenses Note- This does NOT include sales tax on an item- - we are a sales tax exempt organization and should not be charged sales tax. If you see sales tax being charged on a purchase, please deduct the sales tax from the bill and contact the Business Office if you need an exemption certificate sent to the vendor. - State income tax expense, property & real estate taxes Printing & Publication Creation Printing - Professional printing services, photocopying by outside vendor - Programs, flyers, posters, letterhead, envelopes Publications Creation - Publication creation production costs - Creation/production costs of handbooks, etc On Campus Photocopying - Copier charges - allocated to all departments across campus Prizes & Awards Prizes and Awards - Monetary awards including value of gift cards (the value of gift cards MUST be included in YTD earnings in Payroll if employed by F&M and MUST BE APPROVED by VP for Finance & Administration or the President PRIOR TO being sent to the Business Office) - Cash and non- cash awards such as watches, rings, trophies, etc Professional Services Photography - Professional photography services Preservation - Expense related to preserving books & digital online subscription for library - mainly used by the library and The Phillips Museum Contracted Services Fees - Professional services that are contracted with an outside vendor Bank Fees - Bank service fees Professional Fees - Outside vendor services/subcontractors, recruiting/hiring expenses Note- Photography services should be coded to acct (Photography) Speaker Fees - Fee paid to a speaker for his/her services to speak at a college event Modeling Fees - Modeling fees- mainly for Art/Art History classes - EMS contracted fees, athletic training services, sports table personnel - Security services, consulting services, honorariums, professional musicians, referees/officials for Athletics, employment screenings, interview expenses, credit checks, background checks Contract Services - Laundry services, snow removal, outsourced risk mgmt services, Shred- It services, Dunbar Armored courier - Contracted vendor services services Custodial Maintenance - Outsourced janitorial/custodial services - used by F&O Collection Fees - Loan collection fees Fines & Penalties - Government (IRS, state, local) penalties - Late payment fees, traffic tickets Participant Stipends - Small sums that are paid to participants of a survey Laundry - Laundry expenses (non- contracted) - Yorgey's services Telephone Install Charges - Expense to install telephones Rent/Lease Expense Equipment Rental - Any type of equipment rental - Sports equipment, tents, tables, chairs, plants, etc Note- Vehicle leases should be coded to acct (Travel). 3 of 5 Revised July 2014

4 - Leases & rentals of facilities and space - Rental of a facility for a special event, athletic court Space and Facilities Rental Note- Hotel meeting room rentals while traveling (for interviews) should be coded to acct rentals, practice facility rentals (Ex. Spooky Nook), leasing (Travel). of storage space JSP Rent - James Street rental properties use only Repairs & Maintenance Equipment Maintenance (Contracted) - Maintenance fees and maintenance agreements on equipment (except for vehicles & computer equipment). Computer equipment maintenance exp should be coded to acct Vehicle maintenance should be coded to acct Repairs to equipment that is not associated with a contracted agreement should be coded to acct (Repairs- Equipment) Copier Machine Repairs - Repairs expense related to copier machines Repairs Building - Repairs & maintenance expense related to any building on campus Repairs Equipment (Non- Contracted) - Repairs expense related to any piece of equipment on campus (non- computer- related) that is not part of a maintenance agreement (if so, use acct 52020) Repairs Grounds - Campus grounds maintenance/repairs expense Repairs and Replacement Projects - Campus repairs and replacement of equipment at a project level Cycle Maintenance - Mainly used by F&O for lawn care & tree care Construction - Mainly used by F&O and Finance - Projects use only - Yearly elevator maintenance agreement - Roof repairs, dorm room repairs, office repairs, pest control in buildings, etc - Use for equipment charges such as calibration & maintenance, repairs to lawn mowers or pool filter, reconditioning of athletic equipment - Landscaping expense, tree removal, care & maintenance of athletic fields Telephone Telephone - Monthly phone charges - allocated across all campus departments - Local & long distance phone charges Cell Phone and Data - Cell phone and data charges reimbursements Travel Vehicle/Maint/Gas - College- owned vehicle gas expense - mainly used by F&O Auto Mileage Chargeback - College vehicle expense chargeback to depts that use campus vehicles Vehicle Maintenance - College- owned vehicle maintenance expense - Auto inspections, parts & labor for service Travel - Transportation (mileage, airfare), tolls, lodging, meals while traveling out of town, vehicle leases. Includes room rental for interviews. If a larger rental is required, such as - Domestic travel expense (travel within the U.S) Note- Athletics should use acct for Travel a whole facility or large room, the rental expense should go to facilities rental (51170) Travel Student - Domestic travel expense related to students traveling for school- related trips Travel Participant Support - Stipend subsistence - used in conjunction with federal grants Travel Foreign - International travel expense (student or FPS) Note- Requires an Activity Code to designate the destination foreign country- and the foreign country code will supercede any other activity code. - Airfare & other transportation, lodging, and meals abroad Travel Food/Lodging (Athletics ONLY) - Used by Athletics ONLY for food and housing when traveling to/from events Travel Vehicles - Used mainly for shuttle services expense Event Ticket Purchases - Theater tickets, sporting event tickets, concert tickets, - Ticket purchases not related to a field trip amusement park tickets, etc. 4 of 5 Revised July 2014

5 56490 Housing - Housing expense for various departments - Off Campus Study housing, visitors housing expense, etc Field Trips - Expenses related to field trips. Ticket expenses not related to a field trip should be - Museum entry fees, exhibit fees, movie passes, camping coded to acct (Event Ticket Purchases). fees, transportation fees, etc. Utilities Cable and Internet Fees - Internet & cable fees - includes wireless fees for ipad/tablets Rubbish Removal - Vendors: LCSWM, Goods Disposal Service, - Trash removal services, biohazard waste disposal fees, recycling fees, composting WasteStrategies, Stericycle Electricity - Electricity expenses - Vendors: PPL, Direct Energy Fuel Oil - Heating oil expense - Vendors: Worley & Obetz, Talley Gas - Natural gas (for heating) expense. Vehicle gas expense should be coded to acct (Travel). F&O- use acct for vehicle gas purchases. - Vendors: UGI, Shipley Energy Water - Water/sewer expenses - Vendors: City of Lancaster, LASA Energy Transfer - Mainly used by the Business Office Services Transfer - Mainly used by the Business Office Misc property utilities expense Capital Projects (used mainly by F&O) CIP Supplies - Supplies purchased that relate to a capital improvement project CIP Other Expense - Capital improvement project expenses that don't fall into any other CIP category CIP Equipment - Equipment purchased that relates to a capital improvement project CIP Professional Fees - Professional fees that relate to a capital improvement project CIP Construction - Contruction costs related to a capital improvement project Notes: - Do not code an expense to an account that begins with 3xxxx, 4xxxx or 8xxxx (unless prior approval received from the Businesss Office). - Expenses should be broken down between multiple expense accounts, if appropriate. - Please code expenses to the account(s) to which you will ultimately want them to post. This will reduce the volume of requested expense transfers. - Expenses that are paid for in one fiscal year, but are a cost that should be expensed in the next fiscal year because that is when the activity, trip, or event is taking place, will be coded to the Prepaid Expense account in the fiscal year the payment is made. The cost will then be expensed in the next fiscal year via a journal entry posted by the Business Office. - Accurate initial entry of Purchase Orders is crucial to reduce the number of corrections that must later occur through expense transfers. Expense Corrections: - To request a transfer of an expense, please provide the following information. If all information is not provided, the request will be returned until complete information is provided. 1. The fiscal year in which the expense appears. 2. The account number where the expense currently appears. 3. The account to which the expense should be transferred. 4. The document number, the vendor number and the dollar amount. - Expense transfers can only be posted once the expense that is being reimbursed has posted to the general ledger (unless the expense is on a Pcard). Please only inform the Business Office of a needed transfer when the expense can be pointed to in Banner. This is especially crucial for transfers from Fund 2 accounts which are restricted funds. These funds legally cannot be used unless there is an actual expense that can be substantiated. 5 of 5 Revised July 2014