ACCOUNT FYI

Account Structure:

1xxxx – Balance Sheet Assets (very rarely used by Departments)

2xxxx – Balance Sheet Liabilities (never used by Departments)

3xxxx – Fund Balance (never used by Departments)

4xxxx – Revenues

5xxxx – Salaries and Benefits (only recorded via HPY documents)

6xxxx – M&O Expenses

7xxxx – Transfers (never used by Departments)

8xxxx – Capital Expenses

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Revenue – Departments would never use accounts starting with 48xxx.

Do not use 48251 – use 44451 for Misc Revenue

Conferences and Registration:

There are accounts for conference revenue as well as conference expense.

There are accounts for registration fees and registration expense.

If you are collecting funds for a conference or workshop, use 42212.

If you are paying to attend a conference or workshop, use 67117.

If you are collecting funds that are a registration fee, use 40224 (this is part of Tuition & Fees)

If you are paying a registration for an employee to attend a conference, etc, use 67645.

Copier rental (your monthly copier charges) should be expensed to 64033. Do not use 42213 (copier income), 18420 (Leased Equipment), or any accounts that have lease in the description.

Room/Equipment Use:

If you are charging for the use of a room or equipment, use 42208.

However, if you are paying for the use of a room or of equipment, use 64014, 64015, 64016, 64017, 64031, 64032.

Travel – accounts starting with 623xx are for use by Athletics only.

Administrative Expense, account 67617, should not be used by departments. This is for expenses of overseeing a program and is used by Fiscal Services only.

When purchasing capital or controlled equipment, the accounts that you will use are in the 8xxxx range. Do not use any that are in the 18xxx range.

Expenses for airfare should be expensed to Public Trans (62101, 62201, 62310). Do not use Aircraft Rental (64035), or Aircraft (86207).

Do not use accounts with Lease, Bond, Note, Arbitrage in the description.

Do not use an account that has INACTIVE or INV in the description.

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