Budget coding cheat sheet! Coding for invoices is comprised of SIX “elements”. These elements indicate exactly what the cost is for, what product, what school, etc. Element 3 (E3): Product   As we know, there are many many products in EF – Educational Tours, High School Year, Au Pair, etc. – and this element indicated the product the cost is billed to. Most of our costs are LAW (Language Shared Costs). We do have a few things we can code to subproducts, like a cost that is a true AY only cost (LYW – Language Year APP), but this is less important than at other schools. Exception: if you code to market, you must put LSW instead of LAW. Element 1 (E1): Account   This is the element that is hardest in coding as there are so many account numbers, and many on the Basware pop-up list are not even used in our part of EF! Account codes can be thought of based on the thousand digit: 1000s: Finance only (paid taxes, deposits, loans, etc.). 2000s: Finance only (received taxes, deposits, loans, etc). 3000s: Revenue (income from gadgets, fines, etc.). Our revenue is coded via Timekiosk transactions. 4000s: Student related costs 5000s: Staff related costs 6000s: Building related costs 7000s: Marketing and sales (we don’t use these) 8000s: Finance only The 4/5/6000s are the only codes we use on a daily basis for production and schools. Element 4 (E4): Cost Center We mainly use the below cost centers: DXXGEA: Operations General Costs ALL DXXREA: Operations Residence Costs ALL DXXTRS: Transfers Costs (used for student transfers) DXXGEU: Operations General UP (only used for UP costs – app fees, college visits)   It is extremely important to code to residence. Any and all costs associated with residence should be coded appropriately, from furniture to pizza. Element (E5): Specific Vendor   This is an element we do not use much in coding except for residences. This is a vendor code, whether it is a residence, a specific employee, or an activity. Right now we only use a couple vendor codes: FUSD: for all general costs PRESATLOGLE: for all Oglethorpe related costs Element 2 (E2): Market   Almost in all cases, we code to general production, coded as RPP. However, in cases where the sales office should be responsible for the cost, like specially requested FedExes, student damages, or excursions paid for in the sales office, we can code to that market, coded as M(for market)+Country code (e.g. MVE = Market Venezula, MCH = Market Switzerland, etc.). Element 6 (E6): Location   DUSATL is our location code. You would change this if the cost is associated with another school – e.g. you are asked to help out in Los Angeles, so the costs associated with that would be coded to DUSLAX.

Commonly used Account Codes by department or service: Basware Notes: In Basware we must also enter XUSZZ in the VAT Code column, since we do not have VAT (Value Added Tax) in the US this will zero it out.   Also the Line Description is very important – try to be as clear as possible what the cost actually was in minimal characters. Additional comments can be added in the final field.   A typical account string for ATL looks like these:   4xxx.RPP.LAW.DXXGEA.FUSD.DUSATL 6xxx.RPP.LAW.DXXREA.PRESATLOGLE.DUSATL Commonly used Account Codes by department or service: Activities:   4537: Activities organized by schools –activities paid for by the student. 4234: Student events and party costs – All costs incurred for activities which are FREE for students (includes AY mentor groups) Housing:   4213: Campus residential accommodation – rent, coded to the appropriate residence 4234: Student events and party costs – Residence activities not paid for by the student 4243: Host family incentives – paid to host families 4244: Host family visit costs – mileage for HF visits 4245: Host family recruitment costs – All costs associated with recruitment Academics:   4251: Student book costs – AY project books 4252: Student resource costs – All costs by Academics to provide activities/resources/services to students free of charge (e.g. newpapers, field trips, etc), includes AD books & AY projects 4253: Teacher resource costs – All costs for resources used by teachers only (e.g. teacher books) 4553: Text book costs – UP books, exam books, plus any other books included in the course fee 4571 Examination fees costs – Cambridge exams & invigilation, TOEFL exams 4929 Other direct costs – UP college app fees Administration:   4199: Other transportation costs at destination – Student moves only 4221: Meal costs – Related to meal plan only 4519: Airport transfers – pre-paid 6111: Office supplies 6112: Printed Matter – Materials from central, business cards, posters 6121: Leased office equipment - copiers 6213 Mobile phones and pagers 6231: Computer communication – internet bill, cabling etc. under $1000 6251: Postage, freight, and customs 6252: Courier services – FedEX Facilities:   1299 Fixed Assets – computer/office equipment over $1K 6051: Fixtures and fittings – most furniture and fittings under $1000 6078: Other interior maintenance 6079: Other exterior maintenance All staff use these for travel:   5311: Transportation (flight tickets, mileage, etc.) 5312: Accommodation (hotel costs) 5313: Meals (all meals, coffees, etc)