th and 20 th 2013 Terry Shoebotham CPA Business Management Specialist UNM What we will Cover What is an account code What are the basic types of account codes Selecting an account code for your documents ID: 671288
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Slide1
Key Account Codes
February 19th and 20th, 2013Terry Shoebotham, CPABusiness Management Specialist
UNMSlide2
What we will Cover:
What is an account codeWhat are the basic types of account codesSelecting an account code for your documentsAllowable ExpensesF&A Excludable Account CodesSlide3
Account Code vs. Index
ACCOUNT CODEType of expenseINDEXWhere it is chargedSlide4
Basic Account Code Types
The highest level is “Operating Expenses Other”, which are for account codes 20xx through 9xxx.
Some of these are used in your documentsThose are the ones we will discuss Slide5
Operating Ledger Categories
Category
Salaries (20xx)
Payroll Benefits (21xx)
Supplies (31xx – 37xx)
Travel (38xx – 39xx)
Student Costs (4xxx – 45xx)
Research Costs (46xx – 49xx)
Patient Care Costs (5xxx)
Communication Charges (60xx)
Services (63xx – 69xx)
Plant Maintenance (70xx – 75xx)
Utilities (76xx – 79xx)
Other Expenses (80xx – 81xx)
Special Grant Contract Expenses
Capital Expenditures (90xx – 95xx)Slide6
Selecting an Account Code
Item purchased is:
Account Code
starts with:Volume through January 2013
Supply (paper to print on)
31xx – 37xx$31,000,000Travel (in state, out of state, foreign)
38xx – 39xx$11,000,000Student Cost4xxx – 45xx$49,000,000
Service (paying someone to print on paper)63xx – 69xx$122,000,000Slide7
Computer Account Codes
3140 – Computer Software General Includes software (on disks, licensed, or downloaded) required to operate in-house computers. All computer software purchased is expensed here3150 – Computer Supplies <$5,001 Computer Accessories (printers, keypads, monitors, mouse)
NO TAG
NO TAG Slide8
Computer Account Codes
3180 – Non Capital Equipment <$5,001 Printers, IPADS for HSC Residents & Fellows if purchased with “Book Funds”3189 – Computers and Servers <$5,001 Computers such as laptops/desktops/ servers/ faculty IPADs. Excludes printers
NO
TAG
TAG REQUIREDSlide9
Plant Account Codes
70C1 – Equip Warranties/Service Contracts 70D0 – Equip Repairs Maintenance General9020 – Computer Hardware >$5,000Slide10
What are your Questions so Far?
General account code questionsSpecific account code questionsSlide11
“F&A Excludable”?
Account
Purpose
31B0-Food F&A Excludable
Alcoholic beverages. Food expenses for entertaining, fund raising, and marketing. Student Activities and Alumni Expenses.
37Y0-Supply Costs F&A Excludable
Supplies used for promotional activities.
39Y0-Travel F&A Excludable
Travel associated with lobbying, entertainment.
6350-Promotional Exp F&A Excludable Gen
Promotional items, gifts, and the costs of advertising and public relations designed solely to promote the University.
69Y0-Professional Service F&A Excludable
Services purchased for F&A excludable activities or items.Slide12
F & A Excludable Guidelines
Allowable Expenses onlyExcludable Expenses that are Allowed by policy but: solely promotionalReceptions for donors, for prospective groups of employees to advertise UNM benefits, for fund raisingAlcoholAlways goes in 31B0Never goes on an I&G index
Never goes on a Contract or Grant IndexSlide13
Food
Allowable? F & A excludable, or not?For a fund raising banquet Allowable and ExcludableFor a Christmas party
UnallowableFor a mandatory meeting of all faculty during lunch
May be allowable. Not excludable
For break room staff snacks
UnallowableSlide14
Food
Allowable? F & A excludable, or not? Snacks for faculty sponsored study/review session May be allowable. Not excludableFor Retirement cake for retiring staff member
Unallowable
For a reception for a major donor M
ay be allowable. ExcludableSlide15
Supplies/Services
Allowable? F & A excludable, or not? Uniform shirts for OMI investigators Allowable.
Not excludableT shirts with a UNM logo for department staff
Unallowable
Flowers for UNM Graduation Ceremony Allowable.
ExcludableFlowers for a staff person who just graduated from UNM UnallowableSlide16
Supplies/Services
Allowable? F & A excludable, or not? Pens with UNM logo for prospective students Allowable. Excludable
Pens with UNM logo for recruiting prospective staff members
Allowable. Excludable Pens with UNM logo for staff members
UnallowableSlide17
We have reviewed:
What an account code isThe basic types of account codesHow to select an account code for your documentAllowable? First thing to checkF&A excludable account codesSlide18
What are your Questions?