Expense Account Coding

1. Expense Account Coding Coding your ProCard Purchases

2. You will be able to… • Search Admin Portal • Find Examples of Common Expense Account Codes • Find Examples of Misused Expense Codes

3. How Much do you Know? • Do you Already Know some Information about Coding? • What are your Coding Needs? • What do you Want to Learn?

4. Why is this Important? • UCO Financial Statements Merge with the State and Our Expense Codes Need to Reflect Correctly • You Represent UCO • Make a Good Impression • You Need to Follow State and University Guidelines • Incorrect coding can Lead to Suspension or Revocation of Your ProCard

5. Account Coding Ask the Question: How will the Item be Used? Don’t Ask: What is the Item?

6. Administration Portal(Admin Portal) • Check Admin Portal for the Most Current Expense Coding Information • Use Admin Portal to find the Appropriate Expense Coding Option • http://administration/portal/ • Open the Accounting File • Click Finance Acct Codes

8. Administration Portal(Cont.) • Ctrl + F on your Keyboard will Allow you to Search Keywords

9. Administration Portal(Cont.) It is Recommended to Map Admin Portal to your Computer. Mapping to Admin Portal, will Eliminate Signing in Every Time. For Complete Instructions on Mapping & Searching Admin Portal, Follow this Link.

10. State Defined Expenditure Codes • State of Oklahoma has many Agencies • e.g. Tourism, Corrections, Education… • State Codes have a Broader Scope than Higher Education • State Compiles a Report at year end of all Agencies Financial Data

11. Expendable Office Supplies • 73614 • Supply Items that are Immediately Expended or Used Up when Placed in Service. • e.g. Copy Paper, Paper Clips, Pens, Business Cards, File Folders • Does Not Include Non-expendable Office Supplies

12. Non-expendable Office Supplies • 73613 • Cost Less than $500 • Not Immediately Consumed when Placed in Use • e.g. Letter Trays, Staplers, Scissors, Calculators, Lamps, Pictures

13. Educational Supplies • 73619 • Supplies used for Education and Training Conducted in a Classroom or Other Organized Instructional Setting • Supplies for Student Labs should be Coded to 73619 • Do Not use 73719 – Lab & Medical Supplies

14. Educational Supplies (Cont.) • 73619 • Ask yourself: Will a Student use the Item/s Purchased? Will the Item/s be used for Training? • e.g. Scantrons, Test Booklets, Scoring Services, Paper for Computer Lab

15. Examinations • 73623 • Examination and Test Materials • Payment of Fees Associated with Administering Tests/Examinations by a Third Party • e.g. Exams for Acceptance, Test Booklets that include Service for Scoring Counseling and Career Service Assessments, Online Exams

16. Information Services • 73117 • Services and Products used in Collection and Dissemination of Information to the General Public • Informational Purposes within an Agency • e.g. Clipping Service, Subscriptions (Wall Street Journal, Survey Monkey)

17. Advertising and Promotional Expenses • 73116 • Advertisements Placed in Magazines, Registers, etc. • Promotional Items • T-shirts, Hats, Lanyards, Job Ads, Services Ads

18. Recreational Supplies • 73422 • Recreational Supplies and Materials • Used for Entertainment and Recreation Purposes for Students • e.g. Campus Life Public Events, Crown for Homecoming Queen, Ropes Course Supplies, Trophies, Plaques, Flowers

19. Office Furniture and Equipment • 741xx • Any Single Item Purchase of Office Furniture or Equipment Costing More than $500 • 73613 • Any Single Non-expendable Item Equaling $500 or Less • If Non-expendable Single Item Office Supply is Greater than $500, use 741xxx

20. Equipment and Furniture – Residential, Educational and Institutional • 74115 • Furniture and Equipment Used in Residence, School, Institution, or Facility Operated by the State, Including: Kitchen Equipment • e.g. Refrigerator, Beds, School Furniture Over $500, Floor Cleaning Machines

21. Food, Catering, Refreshments & Kitchen Supplies • 73617 – Food And Catering Service • Vendor Prepared Meals or Food • Includes Food Cost for Official Meetings • MERF (Meal Expense Request Form) • e.g. Pizza, Jimmy Johns, Outback Steakhouse

22. Food, Catering, Refreshments & Kitchen Supplies(Cont.) • 73611 – Meeting Refreshments • Light Food & Drink Items used as Refreshments for Meetings and Similar Activities • MERF is Needed • e.g. Doughnuts, Coffee, Tea, Disposable Plates/Flatware

23. Food, Catering, Refreshments & Kitchen Supplies(Cont.) • 73411 – Food and Kitchen Supplies and Materials • Only used by Cafeterias • Do Not use for Kitchen Utensils

24. Do NOT Use • 73411 – Food & Kitchen Supplies • You can Code Kitchen Supplies to 73611 • 73411 can only be used by Cafeterias • 73615 – Data Processing Supplies • Allowable Only by the Information and Technology Office

25. Do NOT Use • 71xxx – Professional Services • Cannot Charge Professional Services to ProCard • 72xxx – Travel Expenses • Use Travel Cards, Not ProCards • 72215- Registration – Agency Direct • ProCard can be Used (Exception)

26. Questions to Considered • Is your ProCard Default Expense Account Number set to 73614 Office Supplies? • Do you Purchase Expendable Office Supplies Most Often? • Yes – Leave your Default Expense Account Number Alone • No - Contact Cindy Guthrie at cguthrie@uco.edu & Request a Change of your Default Expense Account to the Code you use Most Often

27. Review • How will the Item be Used? • Admin Portal is Searchable and Can be used to Determine Expense Account Code • Do you Recall a few Examples of Account Codes? • Non-expendable Single Items • Greater than $500 use 74xxx • Less than $500 use 73613

28. Contacts PaymentNet & Compliance Cindy Guthrie Ext 2497 cguthrie@uco.edu Michelle Freeman Ext. 2337 mfreeman15@uco.edu Hannah Yeap Ext. 2486 procardreview@uco.edu Statements & Coding Rebecca Newkirk Ext. 2598 rnewkirk@uco.edu or procard@uco.edu

29. Helpful Links PaymentNet Admin Portal MERF

30. The End