February 19 th and 20 th, 2013 Terry Shoebotham, CPA Business Management Specialist UNM.

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Presentation transcript:

February 19 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 Allowable Expenses F&A Excludable Account Codes

Account Code vs. Index ACCOUNT CODE Type of expense INDEX Where it is charged

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 documents Those are the ones we will discuss

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)

Selecting an Account Code Item purchased is:Account Code starts with: Volume through January 2013 Supply (paper to print on) 31xx – 37xx$31,000,000 Travel (in state, out of state, foreign) 38xx – 39xx$11,000,000 Student Cost 4xxx – 45xx$49,000,000 Service (paying someone to print on paper) 63xx – 69xx$122,000,000

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 here 3150 – Computer Supplies <$5,001 Computer Accessories (printers, keypads, monitors, mouse) NO TAG

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 REQUIRED

Plant Account Codes 70C1 – Equip Warranties/Service Contracts 70D0 – Equip Repairs Maintenance General 9020 – Computer Hardware >$5,000

What are your Questions so Far? General account code questions Specific account code questions

“F&A Excludable”? AccountPurpose 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 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.

F & A Excludable Guidelines Allowable Expenses only Excludable Expenses that are Allowed by policy but: solely promotional Receptions for donors, for prospective groups of employees to advertise UNM benefits, for fund raising Alcohol Always goes in 31B0 Never goes on an I&G index Never goes on a Contract or Grant Index

Food Allowable? F & A excludable, or not? 1. For a fund raising banquet Allowable and Excludable 2. For a Christmas party Unallowable 3. For a mandatory meeting of all faculty during lunch May be allowable. Not excludable 4. For break room staff snacks Unallowable

Food Allowable? F & A excludable, or not? 6. Snacks for faculty sponsored study/review session May be allowable. Not excludable 7. For Retirement cake for retiring staff member Unallowable 7. For a reception for a major donor May be allowable. Excludable

Supplies/Services Allowable? F & A excludable, or not? 1. Uniform shirts for OMI investigators Allowable. Not excludable 2. T shirts with a UNM logo for department staff Unallowable 3. Flowers for UNM Graduation Ceremony Allowable. Excludable 4. Flowers for a staff person who just graduated from UNM Unallowable

Supplies/Services Allowable? F & A excludable, or not? 5. Pens with UNM logo for prospective students Allowable. Excludable 6. Pens with UNM logo for recruiting prospective staff members Allowable. Excludable 7. Pens with UNM logo for staff members Unallowable

We have reviewed: What an account code is The basic types of account codes How to select an account code for your document Allowable? First thing to check F&A excludable account codes

What are your Questions?