ࡱ> #% !"] bjbjjj D)b)b8. . 8\R(`f66(^^^ _______$bDe_ _^^4_### r^^_# _## UY^hs"V,__0(`Ve"ZeXYYJeY # __# (` e . B p: Austin Peay State University Accounting Services MOST OFTEN USED EXPENSE ACCOUNT CODES (effective 09/24/19) Account codes are the third set of numbers in a FOAP (Fund-Organization-Acct Code-Prog Code). An expense account code is the five-digit number assigned to each transaction which helps identify how your departments budget is spent throughout the year. Expense account codes begin with a 7. The following is not a complete list, but identifies codes most often used. Expense account code questions should be directed to: Kristi Moore (x7692) or Anita McKnight (x7694), Accounts Payable. Note: Revenue account codes (also five digits) are for incoming cash, which are not covered in this handout. Many sources of revenue have been assigned a specific code. Revenue account codes begin with a 5 and are most often used to deposit funds at the cashier window. Generally, the only payments (outgoing amounts) to be assigned a revenue code are refunded program fees. Revenue account code questions should be directed to: Justin Massman, Senior Accountant, x7010. ACCOUNT CODE CATEGORIES Expense code categories are as follows: 741xx indicates printing, 742xx communication & freight, 743xx maintenance, 744xx services, 745xx supplies, 746xx rentals and royalties, 747xx awards, 749xx other, 75xxx motor vehicle and utilities. ACCOUNT CODES In alphabetical order by type of expense: ADVERTISING Proof of publication for audit purposes, in addition to your requisition/payment authorization or PO receipt, is preferred but not absolutely required. Although Accounts Payable no longer requires this verification, it is simply good sense to verify that the intended advertising was in fact published before authorizing payment. Obtain the following for proof of publication: Printed adsask the vendor to provide a tearsheet; Billboardsrequest a picture; Online ads- make a screen-print directly from the website or request an impressions report from the vendor. In lieu of an advertising affidavit from the vendor (vendor attests in writing the ad was published), online advertising will now be verified with an impressions report showing the number of times the ad was shown. 74470 Advertising expense, regardless of the media; includes billboards, newspaper ads, and flyers. 74490 Creative design (only) for ads or publications in preparation for submission to the printer or advertiser. This is considered personal service and may be subject to a personal services agreement. AGENCY FUND EXPENSES 29300 APSU Accounting Services provides courtesy banking services for student clubs and organizations or special events for which outside funds are collected and for which an agency fund is assigned; all agency fund numbers begin with an 8. For these funds, both incoming and outgoing cash transactions are recorded under funds held for others, and the expense codes discussed in this handout do not apply. AWARDS 74760 Awards for employees (must come from Human Resources or APSU Foundation funds) 74790 Awards to others includes plaques, gift certificates, or other prizes, and survey/project participant incentives. Student incentives are generally awarded from funds deemed discretionary (outside/non-state sourced) or student activity (administered by the Student Affairs Office). Some special arrangements have been approved relating to Student Academic Success Initiatives (SASI) annual project approvals or outside grants. Cash awards are 1099 reportable and may conflict with a students financial aid. Gift cards require special approvals and may not be purchased in advance of an event. Please review all university policies before approving awards. If in doubt, contact Jackie Struckmeyer, controller (x7758), to discuss your funding source before initiating or approving an award. BOOKS 74510 Books purchased for departmental/faculty use 78510 Books purchased and donated to the inventoried Woodward Library collection ONLY CAR RENTALS For Enterprise Rent-a-Car, see TRAVEL AND RELATED INFORMATION. COMMUNICATIONS & FREIGHT 74210 Phone/Local base charges (usually billed as a one-time annual expense) 74220 Phone/Long distance 74292 Cell phones 74290 Other data communications expensesincluding pager and iPad data plans 74250 Cable TV 74392 Network Maintenance including installation of additional phone lines and data drops 74496 Webinar fees CONFERENCE REGISTRATION FEES 73xxx When travel is involved. Submission on a travel authorization/travel claim is required! 74496 Webinar or registration fees where no related travel expenses are involved, including group registrations where students arrive on their own at their own expense. COPIER (MACHINE) EXPENSES (See also Printing & Duplicating) Note: Under the current contract, copier supplies other than paper are provided by Canon free of charge. Do not purchase these supplies from outside vendors! For assistance, contact Lois Culwell in Procurement and Contracts (x7031). 74633 Copier rent (and related usage charges if applicable) Usage charges are defined as copies made in excess the monthly machine allowance. The current Canon contract includes an unlimited black/white copier allowance (within reason of your machines rating), and a 0 allowance for color copies (i.e. all color copies are billed). 74240 Freight for rush emergency supply orders. (Try borrowing from another dept first). 74510 Copier paper (Order from Printing Services or Staples and American Paper & Twine using Govs Eshop). CONSULTING SERVICES (See Personal Services) CREDIT CARD PURCHASES Reimbursements for items purchased on a personal credit card are processed using the account codes in this handout, based on the type of item purchased. University purchasing card transactions can be edited to do the same during the monthly bill approval process if desired; otherwise they will default to account code 74540. EQUIPMENT PURCHASES 74510 MINOR EQUIPMENT (items priced under $5,000) Items priced less than $5,000 are not deemed equipment, but instead are treated as supplies. If you wish to track these more specifically in your budget, you may use 74593 or 74594. No inventory records will be maintained for these items, regardless of the account code used. 74594 SENSITIVE IT EQUIPMENT Use this account code for IT items valued at $500 or more. 781xx MAJOR (CAPITALIZED) EQUIPMENT (Stand-alone items priced at/above $5,000.00 ONLY) Important: Items charged on these account codes must be tagged, inventoried, and depreciated. Do not use these codes for equipment which can be bought as individual pieces priced under $5,000. 78110 Office equipment 78112 IT Office equipment 78120 Operational equipment 78122 IT Operational equipment 78130 Instructional equipment 78132 IT Instructional equipment 78190 Other equipment FACILITIES USE 74639 Off-campus facilities use (not a formal property lease, i.e. rental of meeting rooms/event facilities. Important: For liability reasons, university events held off campus for which the venue requests any type of signed reservation form necessitates a formal off-campus facilities use agreement through Procurement and Contract Services. Only situations where the vendor is willing to direct-bill the university afterwards without any signatures or online I agree clauses may be paid on a payment authorization. 74610 Formal property lease of off-campus facilities for an extended period of time (usually years) Transactions using this account code must be reported on formal financial statements. 75410 On-campus room rentals from University Facilities These are billed directly to departments using account code 75410. Incoming cash or checks for outside events should be presented directly to University Facilities for them to process. FOOD 74989 Food Use 74989 for all food expenses, EXCEPT items used as classroom supplies. Verify that your event meets APSUs Business Meal policy. An event purpose (and name if applicable) and who attended must be included on your payment authorization form. 74510 ONLY for food purchased for use as classroom materials For example, vegetables for biology vitamin lab analysis or ingredients for culinary art class projects GASES (Welding & Chemical) & RELATED CYLINDER RENT Plan to cover cylinder rent when you buy the gas unless you are having a university owned cylinder filled. When checking product prices, consider if an annual lease would be more cost effective. Verify delivery/pickup documents for cylinder returns and/or customer owned notations to avoid cylinder rent errors. Return empty cylinders promptly. 74510 Supplies (classroom and operational use); include propane used as motor fuel for tractors and equipment converted from gasoline. 74639 Cylinder rent and annual leases-- on vendor owned tanks HONORARIUMS Strongly discouraged; See also Personal Services Honorariums are defined as one-time expressions of appreciation deemed to be appropriate in situations where a guest speaker/presenter either agreed to present free of charge but the program is deemed to have an extensive impact, or in rare cases, where the services are offered for a fraction of the presenters normal fee. However, by IRS rules, all honorariums are taxable. We suggest that you choose to offer the visitor a travel reimbursement (only), or process a personal services agreement (with all expectations stated in writing). LIBRARY ADMINISTRATIVE SERVICES 74483 Acquisitions/Cataloging software & data service for technical service use 78530 Binding 74485 Data Svcs for Interlibrary loan LIBRARY COLLECTION CONTENTS 78510 Library Books 78520 Periodicals/Serials 78525 Standing Orders 78540 Films 74481 Online database subscriptions 74482 EBook Subscriptions 78585 EBook Perpetual Access 78587 Non-books online resources Perpetual LICENSE FEES (See ROYALTIES AND LICENSE FEES or perhaps SOFTWARE) LODGING (See also Credit Card (University Purchasing Card) Purchases and Travel, if applicable) 74989 Lodging: Use 74989 for (local) direct-bill hotel rooms (generally for visiting speakers and interview candidates). Individual lodging expenses which are part of a trip belong on a travel claim or Purchasing Card log and are charged to the appropriate travel code. Group lodging expenses which are part of a trip require an approved travel authorization in the group coordinators name, may be subject to bid restrictions, and are coded to the appropriate travel code. 74639 Off-campus facilities use not a formal property lease, i.e. rental of meeting rooms/event facilities See Facilities Use MAINTENANCE & REPAIR 74310 Maintenance of equipment. (See also 75210, 75220, 75230, 75240 if related to a motor vehicle; charge tires and tire repair to 75220, whether its a tractor, Gator, or licensed motor vehicle.) (See also 74392 for network related connections and repairs.) 74320 Maintenance of buildings. This code is usually used for fixtures and repairs of actual walls, roof, floors, carpet, etc. Incidental plumbing parts and other minimal expense repairs are charged to other maintenance on 74390. 74330 Maintenance of grounds. Examples for use include fencing, grass, plants, sand, cement, soil conditioners, potassium chloride and landscaping service, and trash pickup. 74392 Network maintenance including the addition and repair of phone or data lines coordinated through the Infrastructure Services (x6191). 74390 Other Maintenanceincluding carpet cleaning, dry cleaning of theatre costumes, band uniforms, performance dresses or tuxedos, etc. (i.e. items that are not quite equipment. (Exception: services provided by the contract custodial vendor are charged under 74490 regardless of type of service.) 74430 Software Maintenance/technical support agreements MEDICAL EXPENSES 74450 Medical services (lab & doctor), and prescriptions (IRS 1099 reportable regardless of amount) for non-employees, including supporting services for Counseling & Health Services, athlete injury visits and athlete drug testing. Note: Employee drug testing is arranged by a company who schedules but does not perform the medical svc/use 74490; employee injuries are paid through workmans compensation and is processed thru Carl Gerhold (x6103). 74510 Medical supplies, including orthopedic braces & pads for athletes MEMBERSHIPS & SUBSCRIPTIONS Memberships and subscriptions must meet APSU policy. Accounting guidelines require that the subscription be paid in the fiscal year in which it is received. These expenses may NOT be paid with a university purchasing card, and reimbursement is strongly discouraged, since this does not allow us to track payment history. New memberships/subscriptions generally require a note of justification and approval from your divisions Dean/Executive Director, as these become ongoing budgetary expenses. For new subscriptions, be sure to include an order form or letter to the vendor to accompany the check. 74480 Membership fees and Subscriptions to printed publications 74481 Membership fees and Subscriptions Online for a finite period of time Important: Purchases from vendors who ask the user to click online I agree buttons or a sign a license/use agreement necessitate a formal contract through Procurement and Contract Services. Services priced at/above $2000/year which your department intends to renew in subsequent years, may be subject to bid restrictions or annual sole source justification requirements. Contact Procurement for verification before placing an order. 74430 Software Maintenance/technical support agreements MOTOR VEHICLE EXPENSES These codes are for motor vehicle expenses relating to university assigned vehicles (only). See Travel for travel claim information. For car rental, see Travel and related Enterprise Rent-a-Car information 75210 Gas/Diesel Fuel/Oil/Lube 75220 Tires and Tire repair 75230 Accessories & Parts (APSU is installing or completing the repair.) 75240 Automotive repair (non-institutional) (When using this code, parts are not itemized separately.) 75290 Other Motor Vehicle Expenseincluding title/registration, vehicle emblems, and towing OFFICE SUPPLIES See Supplies PERSONAL SERVICE not related to maintenance activities For all personal service not related to maintenance activities, initiate a fully-executed contract, dual service agreement, or approved HR assignment in advance of the event. Recurring services of $2,000 or more and one-time services of $10,000 may be subject to bid restrictions or sole source justification requirements. Please allow sufficient time for a documents to be signed by both the contractor and APSU. Be sure to let your contractor know the importance of signing and returning all documents in a timely manner, including vendor application forms. For employees of another TN state agency, a fully executed dual-service agreement with their agency is required; payment to the individual will be made by his/her home agencys payroll office. Services of an APSU employee (including Graduate Assistants) or the spouse of an employee must meet APSU guidelines and have an approved HR assignment prior to the service being rendered. Honorariums are taxable. Please initiate a personal services agreement or reimburse travel only. Exceptions: Only athletic officials whose services are assigned by outside agencies and AllState advertising commissions based on collection of outside funds are exempted from these procedures. 74490 Professional service, also including athletic game officials, employee background checks, and employee drug testing services (currently arranged and billed by Truescreen, Inc). 74440 Consulting services 74491 Laundry services for Housing 74985 Athletic Game Guarantees (a signed contract agreement applies) PHOTOCOPIES (See COPY MACHINE EXPENSES and/or PRINTING & DUPLICATING) POSTAGE & FREIGHT Use these codes for mailing expenses on their own. Freight costs included on an invoice for purchase or repair are considered as part of the cost of obtaining the ordered item. 74230 Postage using the US Postal Service 74240 Freight (non US Postal Service mailing/shipping expense such as UPS, FedEx, or truck freight svc.) PRINTING & DUPLICATING Public Relations approval is required in advance of your job for both logo items and printed publications. Allow time for editing and corrections and assignment of an APSU form number if applicable. Budget for overruns or address this issue with Public Relations and the vendor prior to placing an order. All publications are required to be printed in APSU Printing Services, unless the Executive Director of Public Relations and Marketing, their designee, or the Vice President for External Affairs has made an exception. Printing Services or the Public Relations and Marketing Department staff will advise the department submitting publications of any outsourcing required due to equipment limitations, volume or cost efficiency. 74120 General (paper) printing of forms, letterhead, business cards, envelopes, etc. 74170 Printed publications--flyers, booklets to be handed out 74190 Other printingincluding printing of t-shirts, cups, pens, yard signs, etc. 74490 Creative design of ads or publications in preparation for submission (may require a personal services agreement!) 74130 On-campus photocopy and duplicating expenses--performed by APSU Printing Services 74633 Equipment rental and usage charges for copies made in excess of the monthly allowanceon a departmental copier are billed as additional rent on this account code (see Copier (Machine) Expenses PROFESSIONAL SERVICE (See Personal Services) PURCHASING CARD PURCHASES 74540 University purchasing card transactions default to this code if not edited during the monthly bill approval process. See below for transactions which MUST be edited to the correct account code. ACCOUNT CODE EDITING IS REQUIRED for: Warehouse inventory purchases (Physical Plant only) (110001-xxxxx-15060) Library books (Woodward Library only) (78510, 78525, 78585, or 78587 as appropriate) Conference registration fees A travel related expense; must be coded to the appropriate 73xxx. Airline tickets must be charged to the appropriate 73xxx code. Webinars (No travel involved) Use 74496 (See Travel for definitions). Important! An approved Travel Authorization is expected to be on file before these charges are incurred. Lodging Reservation Guarantee Only Departments are encouraged to use a travel card, not a purchasing card to hold a reservation. Purchasing cards may be used ONLY to hold a reservation; payment must be made in another manner. Contact Procurement for more detailed instructions. RENT 74633 Rental of equipment 74639 Other rentals, including gas cylinder rent (See also GASES (WELDING & CHEMICAL), short-term informal facilities use (See also FACILITIES USE), and script/score rentals (See also ROYALTIES AND LICENSE FEES). 74470 Billboard charges are considered advertising, not rentals (See Advertising). 74610 Formal property lease of off-campus facilities for an extended period of time (years), as authorized by a formal Off-Campus facilities use agreement and reported on formal financial statements. 73xxx Car/Van/Truck rentals from Enterprise Rent-a-Car made in accordance with the continuing vendor arrangement will be charged to the appropriate travel account code. Be sure to include your destination and purpose of trip on your Payment Authorization form. See TRAVEL AND RELATED INFORMATION for the appropriate account code.ROYALTIES & LICENSE FEES When preparing for a performance or function, consider whether the campus-wide ASCAP, SESAC, BMI, or TBR Media Consortium agreements cover your presentation, or if additional license fees are applicable. 74635 Royalties (only). Script rental and related production royalties which require a signed agreement must be initiated using a personal services agreement. If no signatures are required, then payment can be made using either a university purchasing card or a Payment Authorization. However, beware of security deposits, lost material fees, and script/score freight charges. Script/score rental fees are charged separate from royalties on account code 74639 (see Rent) Contact Pat Walton/Procurement and Contract Services (x7573) for additional advice. 74989 License and permit fees not related to motor vehicles, including accreditation and program licensing fees, and notary application and bond fees. 75290 Motor vehicle title/registration fees See also SOFTWARE SOFTWARE Software must be purchased on a formal PO thru Procurement and Contract Services; Payment Authorizations are not allowed. A fully executed contract may be required to support the software purchase or subscription if one is required to click an I Agree clause online or provide a signature certifying intended use and acknowledgement of vendor restrictions. Software services priced >$2,000 per year which are routinely renewed should be bid or supported annually by current sole-source documentation. 74483 Site licensegroup access purchased for multiple users, usually used, for campus-wide contracts or perhaps access for an entire dept/building. 74481 Subscription services to an established database of information for an established finite period. 74510 Departmental software purchases; please seek approval from the Office of Information Technology, to ensure that campus-wide contracted software is not duplicated. 78610 Capitalized software (Actual purchase of programs for long-term campus wide service (rare; cost must be greater than $100,000). STATIONERY (LETTERHEAD) AND BUSINESS CARDS These must be ordered from on-campus Printing Services STUDENT ORGANIZATION PAYMENTS (See AGENCY FUND EXPENSES) SUBSCRIPTIONS (See MEMBERSHIPS & SUBSCRIPTIONS, See also SOFTWARE) SUPPLIES/BOOKSTORE PURCHASES All types of supplies except Athletic Team Supplies are coded 74510 effective July 1, 2010. Office supplies are still governed by the TBR/THEC contract with Staples Any purchases made from other vendors must be cheaper than the APSU Staples website pricing and will require the submission of written proof of Staples pricing. Do NOT order copier supplies from any other vendor than provided by your copier contract. 74510 Supplies not deemed as maintenance expenses 74585 Athletic Team Supplies 79730 Book/supply purchases for scholarship athletes (550 prog code is also required). TAF PURCHASES TAF (Technology Access Fee) purchases do not have a separate account code, but are coded by the type of item purchased/service provided. All items charged to a TAF FOAP must be supported by a TAF project number. TAF Computer Lab funds support ONLY the purchase of supplies, not equipment or repairs; examples include ink, toner cartridges, and paper. Repairs for computer lab equipment must be covered by the department. Order TAF supported items on a non-catalog item requisition in order that funds are encumbered in advance. Equipment purchases and/or any related repairs must be submitted for advance approval, most often during the annual call for TAF projects each spring, or must otherwise be paid from departmental funds. Freight charges or other unexpected expenses which exceed an approved TAF project proposal amount must be charged to the requesting departments FOAP. TRAVEL See the Accounting Services website for forms and assistance. For all university employees and students, use the online travel website thru One Stop. Submit paper claims for any non-university guests Prior approval is required for out-of-state travel. Travel expenses for group travel often warrant consideration of bid restrictions. In this case, please contact Procurement and Contract Services for assistance. Please reference any formal purchase orders or Payment Authorizations issued for this type of expense on your travel authorization. Submit invoices relating to formal POs to Accounts Payable Submit travel related invoices not supported by a formal PO to Geraldine Garner. Include all travel expenses on your Travel Authorization and Travel Claim, and subtract university paid expenses accordingly. ADDITIONAL TRAVEL NOTES Generally speaking, for an expense to be charged to a travel account code, the expense must be processed thru the online travel system on both a travel authorization and the related claim. Exceptions include direct-billed group reservations for which the vendor requires a formal purchase order such as bus service, out-of-town hotels, or direct-billed vehicle rentals, in which case, the expense should be processed thru Accounts Payable via Govs Eshop, but also referenced on the travel authorization and travel claim, and subtracted as a university paid expense. Lodging for incoming visitors which is direct-billed by a local vendor are charged to 74989, not a travel account code. Car/Van/Truck rentals from Enterprise Rent-a-car made in accordance with the continuing campus arrangement will be charged to the appropriate (outgoing) travel account code. Please include your destination and purpose of trip on your Payment Authorization form, and choose the appropriate account code. The cost of the rental car should be included on your travel claim and subtracted as a University Paid Expense. Contact Geraldine Garner (x7373) for travel claim questions; contact Lisa Parker (x7251) for specific questions regarding an Enterprise invoice. For assistance in making a rental reservation, please see Physical Plants website. Note: Accounts Payable is not directly checking to determine if the appropriate Travel Authorization forms have been submitted, but you may be asked for this information if a transaction is pulled for audit; please be conscientious about preparing the correct forms for each trip and including this information on your travel claim. State car (motor pool) vehicle expenses are charged directly to your department account based on an established mileage rate. Be sure to specify state car on your travel claim and claim only gas expenses, not mileage. Gas tickets for purchases when traveling in a state car should generally be made using the FleetOne card provided, but if an accepting vendor is not available and gas is purchased from personal funds, these should be included on your travel claim form and coded separately to come from motor pool funds. A travel claim will not reimburse both gas and mileage. Outgoing Travel codes: Athletic team travel: 73430 Out-of-state 73330 In-state Other group travel: 73410 Out-of-state 73310 In-state Individual travel: 73210 Out-of-state 73110 In-state 73125 Nursing faculty clinical supervision 73820 Athletic coach traveling on recruiting business out-of-state 73810 Athletic coach traveling on recruiting business in-state Incoming Visitor travel TO the University: 73610 Out-of- state visitors coming to APSU 73510 In-state visitors coming to APSU 74989 Direct-billed lodging in a local hotel/motel NOTE: Moving expenses for newly-hired employees only as authorized by their employment contract; all payments of this type are handled by Fonda Fields in Human Resources. TUITION/SCHOLARSHIPS Important: Use a program code of 550 with all these payments, regardless of the organization default. 62720 Spouse/Dependent tuition expense 79714 Employee Scholarships 79730 Athletic Scholarship materials UNEMPLOYMENT 62600 Unemployment Compensation WORK ORDER EXPENSES Warehouse Inventory Item The cost of items used from the Physical Plant warehouse inventory to fulfill a work-order is charged to the department and credited to 110001-xxxxx-15060-xxx. The description usually indicates warehouse chargeback. 74390 Items purchased specifically to fulfill a work order will likely be purchased by Physical Plant and you will be asked to initiate a Payment Authorization in Govs Eshop to the appropriate vendor for payment. INDEXAccount codes in Numerical OrderSee FTVACCT screen in Banner. Beware of account codes discontinued, but still open (to allow prior-yr data to be viewed.)15060See Work Order Expenses29300See Agency Funds73xxxTravelSee Travel741xxPrinting Account CodesSee Printing & Duplicating742xxCommunications & FreightSee Communications & Freight743xxMaintenanceSee Maintenance & Repairs744xxService including memberships & subscriptionsSee Personal Service, See Memberships & Subscriptions, See Software745xxSuppliesSee Supplies/Bookstore Purchases746xxRentalsSee Rent747xxAwardsSee Awards749xxOther781xxCapitalized EquipmentSee Equipment PurchasesAlphabetical IndexAccreditation FeesSee Royalties & License FeesAdvertisingSee AdvertisingAgency Fund purchasesSee Agency FundsAirline TicketsSee Purchasing Card Purchases, See TravelAthletic Game GuaranteesUse 74985Athletic Medical PaymentsSee Medical ExpensesAthletic OfficialsSee Personal ServiceAthletic ScholarshipsSee Supplies/Bookstore Purchases, See Tuition/ScholarshipsAwardsSee AwardsBackground ChecksSee Personal ServiceBand Uniform CleaningSee MaintenanceBillboard rentalSee AdvertisingBooksSee Supplies, See Library Collection ContentsBooks (Scholarship Athletes)See Supplies/Bookstore PurchasesBookstore PurchasesSee Supplies/Bookstore purchasesBrochures See Printing & DuplicatingBuilding MaintenanceSee Maintenance & RepairsBus charter/rentalSee Travel Business CardsSee Printing & DuplicatingCable TVSee Communications & FreightCapitalized EquipmentSee Equipment PurchasesCar RentalSee Travel Car tagsSee Motor Vehicle ExpensesCarpet CleaningSee Maintenance & RepairsCataloging ServicesSee Library Administrative ServicesClub AccountsSee Agency FundsCommunication ExpensesSee Communications & FreightComputer connections/linesSee Maintenance & Repairs (network maintenance), See Supplies/Bookstore PurchasesComputer HardwareSee Equipment Purchases, See Supplies/Bookstore PurchasesComputer SoftwareSee Memberships & Subscriptions, See SoftwareConference RegistrationsSee Conference Registrations, See TravelConsulting ServicesSee Personal ServiceContractsSee Personal Service, See Membership & Subscriptions, See SoftwareCopier SuppliesSee Copier (Machine) Expenses, See SuppliesCopiersSee Copier (Machine) ExpensesCostume CleaningSee Maintenance & RepairsCredit Card PurchasesSee Credit Card Purchases, See Purchasing Card PurchasesCylinder rentSee Gases (Welding & Chemical) & Related Cylinder rentData lines/computer connectionsSee Maintenance & RepairsDatabase SubscriptionsSee Memberships & SubscriptionsDepartment RetreatsSee Facilities UseDieselSee Motor Vehicle ExpensesDrug Testing (Athlete)See Medical ExpensesDrug Testing (Employee)See Personal ServiceEbooksSee Library collection materials, SuppliesEmployee AwardsSee AwardsEmployee Background ChecksSee Personal ServiceEmployee Drug TestingSee Personal ServiceEmployee of other state agencySee Personal ServiceEmployee ScholarshipsSee Tuition & ScholarshipsEnterprise RentacarSee Travel EquipmentSee Equipment Purchases, SuppliesEquipment, CapitalizedSee Equipment Purchases Equipment MaintenanceSee Maintenance & Repairs, Motor Vehicle ExpensesEquipment purchasesSee Equipment PurchasesEquipment rentalSee RentEquipment RepairsSee Maintenance & RepairsFacilities Use or rentalSee Facilities UseFedEx freight and delivery serviceSee Communications & FreightFedEx OfficeSee Printing & DuplicatingFlyersSee Printing & DuplicatingFoodSee FoodFreightSee Communications & FreightGame GuaranteesUse 74985Gas (vehicle fuel)See Motor Vehicle Expenses, See TravelGas (welding & chemical)See Gases (Welding & Chemical) & Related Cylinder RentGift CardsSee AwardsGrounds maintenanceSee Maintenance & RepairsHeliumSee Gases (Welding & Chemical) & Related Cylinder RentHonorariumsSee Honorariums, See Personal ServiceHotelSee Lodging, See TravelILLSee Library Administrative ServicesInterlibrary LoanSee Library Administrative ServicesInventoryWarehouseSee Work Order ExpensesInventory---Capitalized equipmentSee Equipment PurchasesIpad data plansSee Communications & FreightIphone applicationsSee Communications & FreightJob postingsSee AdvertisingLaboratory ServicesSee Medical ExpensesLaboratory SuppliesSee Supplies/Bookstore PurchasesLetterheadSee Printing & DuplicatingLibrary Administrative ServicesSee Library Administrative ServicesLibrary Collection ContentSee Library Collection ContentLicense FeesSee Royalties & License FeesLodgingSee Lodging, See TravelMealsSee Food, See TravelMedia WorksSee Printing & DuplicatingMedical Laboratory ServicesSee Medical ExpensesMedical ServicesSee Medical ExpensesMeeting RoomsSee Facilities UseMembershipsSee Memberships & SubscriptionsMotelSee Lodging, See TravelMotor Vehicle ExpensesSee Motor Vehicle Expenses, See TravelMusic score rentalsSee Rent, See Royalties & License FeesMusiciansSee Personal ServiceNetwork maintenance/connections and data dropsSee Maintenance & RepairsNotary ExpensesSee Royalties & License FeesOffice SuppliesSee Supplies/Bookstore PurchasesOfficialsSee Personal ServiceOil & LubeSee Motor Vehicle Expenses, See TravelOnline searchesSee Library Administrative ServicesPermit feesSee Royalties & License FeesPersonal ServiceSee Personal ServicePhoneSee Communications & FreightPhone appsSee Communications & FreightPhotocopiersSee Printing & DuplicatingPhotocopyingSee Printing & DuplicatingPostageSee Communications & FreightPrintingSee Printing & DuplicatingProfessional ServiceSee Personal ServicePropaneSee Supplies/Bookstore PurchasesPublicationsSee Supplies, See Library Collection ContentsPurchasing Card PurchasesSee Purchasing Card Purchases, See TravelRentSee RentRepairsSee Maintenance & RepairsRetreatsSee Facilities UseRoyaltiesSee Royalties & License FeesSASISee notes in Awards; Otherwise use appropriate account code.ScholarshipsSee Tuition & ScholarshipsScore rentalSee Rent, See Royalties & License FeesScript rentalsSee Rent, Royalties & License FeesSite visit feesSee Royalties & License Fees, possibly visitor travelSoftwareSee Software, See also Supplies/Bookstore Purchases, See also Maintenance & Repairs, See Memberships & SubscriptionsSoftware maintenance fees/tech supportSee Software, See Maintenance & RepairsSoftware subscriptionsSee Software, See Memberships & SubscriptionsSound ServicesSee Personal ServiceSpeaker feesSee Personal ServiceSpouse/Dependent feesSee Tuition & ScholarshipsStage Production ServicesSee Personal ServiceStaplesSee Supplies/Bookstore PurchasesStationerySee Printing & DuplicatingStipendsSee Tuition & ScholarshipsStudent Club AccountsSee Agency FundsStudent Drug TestingSee Medical ExpensesStudent Success Achievement Initiatives (SASI)See notes in Awards; Otherwise use appropriate account code.SubscriptionsSee Memberships & SubscriptionsTAF PurchasesSee TAF PurchasesTechnology Access Fee PurchasesSee TAF PurchasesTires & Tire RepairSee Motor Vehicle ExpensesTravelSee Purchasing Card Purchases, See TravelTruescreen IncSee Personal ServiceT-shirtsSee Printing & 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Segoe UI?= .Cx Courier New;WingdingsA$BCambria Math"1h1 eG`yGyG{&xH&xH88d4ll 2QHP ?%#2! xxa %MOST OFTEN USED EXPENSE ACCOUNT CODESAPSUMcKnight, Anita KX              Oh+'0̢ $0 P \ h t(MOST OFTEN USED EXPENSE ACCOUNT CODESAPSUNormalMcKnight, Anita K15Microsoft Office Word@.@@r@tt@WZs&xG$VT$m  P  !1.@Times New Roman--- 52 VH0 Austin Peay State University      2 V 0    (2 hH0 Accounting Services    2 h0   @Times New Roman---  2 {H0    2 H0 MOST    2 u0   2 x 0 OFTEN USED    2 0 EXPENSE    2 0   2 !0 ACCOUNT   2 l0   2 o0 CODES   2 0    2 0  "  2 0  0  2 0  0  2 (0 ( &2 -0 effective 09/24/19  2 0 )  2 0    2 0  @Times New Roman---- @ !D- ---  2 H0   @Times New Roman------------ 2 H 0 Account codes ---  2 0   42 0 are the third set of number   2 @0 s  2 F0   2 J 0 in a FOAP   2 0   2 0 (Fund  2 0 - 2  0 Organization   2 0 - 2  0 Acct Code    2 E0 - 2 J 0 Prog Code)    2 0 .  2 0    2 0   @Times New Roman--------- 2 H0 An --- 2 ^0 expense---  2 0    2 0 a 2 0 ccount  2 0   2 0 code is the  2 0 five  2 0 - 2  0 digit numbe   2 e0 r  2 j0   %2 n0 assigned to each  2  0 transaction  2 0   2 0 which  2 >0 helps  2 `0 identif 2 0 y how   2 0 your   )2 H0 departments budget   )2 0 is spent throughout  2 80 the year 2 h0 .  2 o0 Expense   2 0    2 0 a 2 0 ccount   2 0 c 2  0 odes begin  2 0   2  0 with a 7.  2 U0 Th  2 e0 e foll  2 0 o 2 0 wing   2 0   2  0 is not a   2 H0 co 42 V0 mplete list, but identifies   2 0   2 0 codes  2  0 most often   2 O0   2 S0 used  2 n0 .  2 r0    2 u0    2 x 0 Expense a  2 0 ccount  2 0    2 0 c 2 0 ode questions  2 40   (2 90 should be directed  2 0 to  2 0 :  2 0    2 0    R2 x/0 Kristi Moore (x7692) or Anita McKnight (x7694)       2 0 ,  2 0    2 0 A  #2 0 ccounts Payable.   2 0     2 H0   --------- 2 "H0 Note: --- 2 "l0 Revenue   2 "0   2 "0 account  2 "0    2 "0 c 2 "0 odes---  2 "0   &2 "0 (also five digits)  2 "^0   2 "d0 are  2 "z0 for  2 "0   2 " 0 incoming cash  2 " 0 , which ar  :2 "0 e not covered in this handout.   \2 3H60 Many sources of revenue have been assigned a specific  2 30 code 2 30 .   2 30   2 30 Revenue   2 30    2 30 a 2 30 ccount   2 30 c =2 3&!0 odes begin with a 5 and are most     X2 DH30 often used to deposit funds at the cashier window.     2 Dq0   --------- %2 UH0 Generally, the on  2 U0 ly  2 U0 payments   2 U0   (2 U0 (outgoing amounts)   2 Uo0 to be  2 U 0 assigned a  2 U0   2 U0 reve 2 U 0 nue code are  2 U50   ,2 U80 refunded program fees. --- 2 U0    2 U0   --- 2 fx0 Revenue   2 f0    2 f0 a 2 f0 ccount   2 f0 c 2 f 0 ode questions  2 f60   2 f; 0 should be  2 ft0   2 fw0 directed  2 f0   2 f0 to  2 f0 :  2 f0    #2 wx0 Justin Massman,    2 w0 Senior  %2 w0 Accountant, x7010   2 wu0 .  2 wy0   ---  2 H0  ---  2 L0    .2 H0 ACCOUNT CODE CATEGORIES      2 )0   --- I2 H)0 Expense code categories are as follows:    2 90     2 H0 741xx indicate  2 0 s  2 0    2 0 p #2 0 rinting, 742xx c 2   0 ommunication   2 ^0   2 e 0 & freight  42 0 , 743xx maintenance, 744xx   2 E0 service  2 o0 s &2 u0 , 745xx supplies,   2 H0 746xx  2 p0 rental  2 0 s  2 0   2  0 and royalt 2 0 ies 2 0 ,  42 0 747xx awards, 749xx other,   2 0 75xxx  2 0 motor  2 0 vehicle   2 0 and utilities.  2 W0   ---  2 H0    0-iA JF( iA JN( iA JV( iA J^( iA Jf( iA Jn( iA Jv( iA J~( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J&( iA J.( iA J6( iA J>( iA JF( iA JN( iA JV( iA J^( iA Jf( iA Jn( iA Jv( iA J~( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J&( iA J.( iA J6( iA J>( iA JF( iA JN( iA JV( iA J^( iA Jf( iA Jn( iA Jv( iA J~( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( iA J( QA J(`- ''  2 H0     2 H0     2 H0    2 &H 0 ACCOUNT CODES    2 &0     2 6H0 I F2 6N'0 n alphabetical order by type of expense  2 6F0 :  2 6K0     2 GH0     2 XH0    2 iH 0 ADVERTISING    2 i0   --- 2 yH0 Pr  2 yV 0 oof of pub 42 y0 lication for audit purposes  2 y,0 ,  2 y/0   2 y30 in  72 yB0 addition to your requisition/  2 y0 p 2 y0 ayment    2 y0 a 2 y$ 0 uthorization  2 yg0   2 yn0 or PO    2 y0 r 2 y0 eceipt  2 y0 ,  2 y0   2 y0 is   2 H0 pr 2 T0 eferred  2 0   52 0 but not absolutely required.  2 "0   2 &M0 Although Accounts Payable no longer requires this verification, it is simply      #2 H0 good sense to ve _2 80 rify that the intended advertising was in fact published   2 0   2 0 bef 2  0 ore autho #2 60 rizing payment.    2 0    G2 H(0 Obtain the following for proof of public   2 00 ation:  2 O0     2 H0 P   2 Q0 r 2 V 0 inted ads  2 0  52 0 ask the vendor to provide a  2 ; 0 tearsheet;  2 u0    2 x0 B  2  0 illboards  2 0  &2 0 request a picture;  2 '0     2 H0 O  2 S 0 nline ads  2 0 -  2 0   2 0 make  2 0 a  2 0 screen  2 0 - "2 0 print directly  2 80 from   2 T0   "2 X0 the website or   O2 -0 request an impressions report from the vendor   2 0 .   2 0    2 H 0 In lieu of an  2 0   +2 0 advertising affidavit  2 0   2   0 from the   2 C0 vendor  2 k0   2 o0 (vendor  2 0   2 0 attests  2 0   2  0 in writing   2 0 the  2 0   %2 0 ad was published)  2 0 ,  2 0 online  2 0    2 H 0 advertising  2 0   52 0 will now be verified with an     2 30   #2 60 impressions repo  2 0 rt  52 0 showing the number of times     2 V0 the  2 k 0 ad was shown.    2 0     2 H0   ---------  2 H0 7 2 P0 4470  2 p0   M2 x,0 Advertising expense, regardless of the media   2 0 ; --- +2 0 includes billboards,  22 0 newspaper ads, and flyers. ---  2 0     2 #H0   ---  2 2H0 7 2 2P0 4490  2 2p0   #2 2x0 Creative design --- 2 20 (only)  2 20 for  2 20   2 2 0 ads or pub 2 2U 0 lications  (2 20 in preparation for  12 20 submission to the printer   2 20    2 20 or advertiser. 2 20   ------ 42 Cx0 This is considered personal   2 C0   2 C0 service  2 CF0   82 CI0 and may be subject to a person  ,2 C0 al services agreement. --- 2 C0    2 C0     2 UH0     2 fH0  0  2 fx0    )2 wH0 AGENCY FUND EXPENSES      2 w0   ------ 2 H0 29300  2 p0  --- %2 x0 APSU Accounting S    2 0 er 2 P0 vices provides courtesy banking services for student clubs and organizations or  ------ )2 x0 special events for w  |2 K0 hich outside funds are collected and for which an agency fund is assigned;  --- 2  0 all agency  ------ 52 x0 fund numbers begin with an 8  --- 2 *0 .  G2 1(0 For these funds, both incoming and outgo  22 "0 ing cash transactions are  ------ F2 x'0 recorded under funds held for others,  2 _0   g2 b=0 and the expense codes discussed in this handout do not apply.---  2 0     2 H0     2 H0   "System0 0 $CE--  00//..J ՜.+,0 hp  vAPSUHl e&MOST OFTEN USED EXPENSE ACCOUNT CODESACCOUNT CODE CATEGORIES*Expense code categories are as follows: Q741xx indicates printing, 742xx communication & freight, 743xx maintenance, 744xACCOUNT CODES*In alphabetical order by type of expense: ADVERTISINGAGENCY FUND EXPENSESQ29300 APSU Accounting Services provides courtesy banking services for student clAWARDS@For Enterprise Rent-a-Car, see TRAVEL AND RELATED INFORMATION. COMMUNICATIONS & FREIGHT 74220 Phone/Long distance 274510 MINOR EQUIPMENT (items priced under $5,000)QItems priced less than $5,000 are not deemed equipment, but instead are treated QIf you wish to track these more specifically in your budget, you may use 74593 oQNo inventory records will be maintained for these items, regardless of the accou74594 SENSITIVE IT EQUIPMENT;Use this account code for IT items valued at $500 or more.Q781xx MAJOR (CAPITALIZED) EQUIPMENT (Stand-alone items priced at/above $5,000.QImportant: Items charged on these account codes must be tagged, inventoried, anQDo not use these codes for equipment which can be bought as individual pieces pr478110 Office equipment 78112 IT Office equipment=78120 Operational equipment 78122 IT Operational equipmentA78130 Instructional equipment 78132 IT Instructional equipment78190 Other equipment FACILITIES USE975410 On-campus room rentals from University Facilities QThese are billed directly to departments using account code 75410. Incoming cash 74989 Food HONORARIUMS1Strongly discouraged; See also Personal Services LIBRARY ADMINISTRATIVE SERVICESP74483 Acquisitions/Cataloging software & data service for technical service use78530 Binding'74485 Data Svcs for Interlibrary loan78510 Library Books78520 Periodicals/Serials78525 Standing Orders78540 Films%74481 Online database subscriptions74482 EBook Subscriptions78585 EBook Perpetual Access+78587 Non-books online resources Perpetual LICENSE FEES5(See ROYALTIES AND LICENSE FEES or perhaps SOFTWARE)LODGINGQ(See also Credit Card (University Purchasing Card) Purchases and Travel, if applSee Facilities UseMAINTENANCE & REPAIRMEDICAL EXPENSES7Memberships and subscriptions must meet APSU policy. QAccounting guidelines require that the subscription be paid in the fiscal year iQNew memberships/subscriptions generally require a note of justification and appr@74480 Membership fees and Subscriptions to printed publicationsL74481 Membership fees and Subscriptions Online for a finite period of time QImportant: Purchases from vendors who ask the user to click online I agree bu974430 Software Maintenance/technical support agreements OFFICE SUPPLIES See Supplies7PERSONAL SERVICE not related to maintenance activitiesQFor all personal service not related to maintenance activities, initiate a fullyQRecurring services of $2,000 or more and one-time services of $10,000 may be subQPlease allow sufficient time for a documents to be signed by both the contractorQBe sure to let your contractor know the importance of signing and returning all QFor employees of another TN state agency, a fully executed dual-service agreemenQHonorariums are taxable. Please initiate a personal services agreement or reimbQExceptions: Only athletic officials whose services are assigned by outside agencPOSTAGE & FREIGHTPRINTING & DUPLICATING Title Headingsd  !"#$%&'()*+,-./0123456789:;<=>?@ABCDEFGHIJKLMNOPQRSTUVWXYZ[\]^_`abcdefghijklmnopqrstuvwxyz{|}~      !"#$%&'()*+,-./0123456789:;<=>?@ABCDEFGHIJKLMNOPQRTUVWXYZ[\]^_`abcdefghijklmnopqrstuvwxyz{|}~     $Root Entry Fphs&Data Sx1Table:fWordDocumentDSummaryInformation(DocumentSummaryInformation8CompObjr  F Microsoft Word 97-2003 Document MSWordDocWord.Document.89q