UNM Key Account Codes February 19 th and

UNM Key Account Codes February 19 th and 20 th, 2013 Terry Shoebotham, CPA Business Management Specialist

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 20 xx through 9 xxx. �Some of these are used in your documents �Those are the ones we will discuss

Operating Ledger Categories Category Salaries (20 xx) Payroll Benefits (21 xx) Supplies (31 xx – 37 xx) Travel (38 xx – 39 xx) Student Costs (4 xxx – 45 xx) Research Costs (46 xx – 49 xx) Patient Care Costs (5 xxx) Communication Charges (60 xx) Services (63 xx – 69 xx) Plant Maintenance (70 xx – 75 xx) Utilities (76 xx – 79 xx) Other Expenses (80 xx – 81 xx) Special Grant Contract Expenses Capital Expenditures (90 xx – 95 xx)

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

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 NO TAG � 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” NO TAG � 3189 – Computers and Servers <$5, 001 Computers such as laptops/desktops/ servers/ faculty IPADs. Excludes printers TAG REQUIRED

Plant Account Codes � 70 C 1 – Equip Warranties/Service Contracts � 70 D 0 – 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”? Account 31 B 0 -Food F&A Excludable Purpose Alcoholic beverages. Food expenses for entertaining, fund raising, and marketing. Student Activities and Alumni Expenses. 37 Y 0 -Supply Costs F&A Supplies used for promotional Excludable activities. 39 Y 0 -Travel F&A Travel associated with lobbying, Excludable entertainment. 6350 -Promotional Exp Promotional items, gifts, and the costs F&A Excludable Gen of advertising and public relations designed solely to promote the University. 69 Y 0 -Professional Services purchased for F&A Excludable 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 31 B 0 �Never goes on an I&G index �Never goes on a Contract or Grant Index

Food Allowable? F & A excludable, or not? 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 1.

Food Allowable? F & A excludable, or not? 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 6.

Supplies/Services Allowable? F & A excludable, or not? 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 1.

Supplies/Services Allowable? F & A excludable, or not? 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 5.

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?