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Financial Management System (FMS)Operating Ledger Account Codes and Descriptions |
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Financial Management System (FMS)Operating Ledger Account Codes and Descriptions |
710 Equipment
711 Capitalized Equipment Over $5,000
Equipment that is non-expendable, tangible personal property having a useful life of two years or more and a per unit acquisition cost of $5,000 or greater. The cost to be capitalized includes the purchase price and those costs necessary to place the equipment in service (i.e. freight/transportation and setup costs such as installation and testing). Repairs, maintenance parts or components, warranty costs, maintenance contracts or annual software licensing fees are not considered capital equipment and will be expensed. All equipment purchased with federal funds or sponsor funds, $5,000 or more, requires approval of SPA.
This equipment meets all of the criteria for an item classified in the Equipment object code 711, but is purchased by means of scheduled installment payments for a specific amount of money over a specific period of time. Installment purchases of equipment will be capitalized in account code 713 if it meets the capitalization threshold and when the substance of the vendor agreement effectively gives the University ownership of the equipment being leased.
Equipment that is built or assembled from component parts by a Principal Investigator (PI) and/or other sponsored project personnel, an internal shop, or an external shop. If the fabricated equipment components meet the criteria for capital equipment, it should be assigned to account code 714.
An already capitalized equipment item that is rebuilt or enhanced and the value and/or useful life is extended. If the cost of the enhancement or modification is $2000 or greater and cannot operate independently, the purchase should be assigned to 715.
Single item equipment purchases acquired with Sponsored funds regardless of the cost or useful life and the title/ownership vests with the Sponsor. Equipment purchased with grant or contract funds with title to Sponsor.
The cost of library books that are capitalized at year-end. (Used by central unit only)
721 General Expenditures Budget Pool (BUDGET USE ONLY)
7211 Scholarships and Fellowships
72111 Scholarships and Fellowships
Scholarships and fellowships awarded to students and disbursed to students through the Office of Student Financial Aid. This code is not used for student loans.
Tuition payments for courses taken by WSU employees at other universities.
Prizes and awards given to individuals for special achievements. Not to be used to compensate individuals for performing services for the University. Please note that Section 1.3.1 C.7 of the APPM provides that Dean’s approval is necessary for such items. Executive Order 91-1 (Second Release) discusses the University policies for administering departmental awards and prizes.
7213 Personal Service Contracts
Payments to non-University employees participating in speaking engagements, lectures, or similar services.
Payments to non-University employees with special expertise. Please refer to the APPM for further discussion of such payments to individuals (Personal Service Contract – Section 1.3.5.2) or organizations (Contract Award and Payment Authorization – Section 1.3.5.1).
Payments to individuals for providing services to a university unit. This code is used to pay models and referees for athletic events. Please note that such payments cannot be made to University employees.
Payments to individuals for royalty fees owed them for publishing (University Press) or patent rights (Office of Intellectual Properties).
Charges for long distance telephone calls only.
Charges for local telephone call expenses.
72143 Telephone Equipment/Local
Charges for equipment purchased from Network Services for local telephone use.
Charges incurred for postage and for parcel delivery services (i.e., Federal Express, UPS, and similar delivery services).
General office supplies (i.e., paper, pens, envelopes, notebooks, etc.)
72162 Research and Laboratory Supplies
All laboratory related supplies.
Rental or purchase of computer software.
72164 Other Supplies and Materials
Supplies and materials not otherwise classified.
72165 Athletics Sports Equipment/Uniforms
Costs associated with the purchase of uniforms, sporting goods and other equipment used by the organized sports programs.
72166 Computers & Related Components
Costs of consumable goods and parts related to computer systems, printers, modems, etc. This includes computers under the equipment threshold of $5,000.
72171 Rentals and Leases Buildings
Payments to rent or lease real property.
72172 Rentals and Leases Equipment
Payments to rent or lease equipment for a fixed period of time.
7218 Subscriptions, Books and Periodicals (Non-Library)
Departmental purchases of captioned items.
7219 Books & Periodicals Library Purchases Only
Costs associated with the purchase of materials for the University Library’s.
721A Printing, Duplicating and Addressing Services – Outside Vendor
Costs paid to external vendors to print, duplicate and provide addressing (labeling) services.
The cost of purchasing items to be resold in University auxiliary units.
Cost of property (less than $5,000) purchased that is required to be tagged per grant or contract.
Charges for rental of gas cylinders and related gas.
721E1 Professional Services Contracts - Computing
External professional services provided by individuals or organizations, related to computer hardware and software, including computer consultants or contract programmers hired from a third party vendor.
721E2 Professional Services Contract - Legal
Professional agreements solely and specifically used for legal services.
721E3 Temporary Employment Agency Services
Payments to external agencies providing temporary workers for University departments. Please note that temporary employment agencies must be on the approved vendor list maintained by Human Resources.
721E4 Contracted Services - Other
Used for miscellaneous service contracts with individuals or organizations not covered by other specific contracted services account codes.
721E5 Prof Service Contracts – PPO Admin
Administrative costs payable to health care and employee benefit vendors as identified in the contracts. (Used by Human Resources and Finance only)
Costs associated with the purchase of food and services from outside vendors. Mainly used by Resident Halls.
721F1 Equipment Maintenance Contracts
Payments to third parties to service and maintain equipment for fixed periods of time.
721F2 Software Maintenance Contracts
Payment to third parties to service and maintain software for fixed periods of time.
721F3 Maintenance Contracts Other
Payments to third parties that do not fall under equipment or software maintenance contract account codes.
Payments to third parties that are not services or maintenance contracts.
721H Sponsored Program Related Costs Used in Current Restricted Fund
721H1 Sub-Grant and Contracts to Other Agencies
721H11 Sub-Grants/Contracts with Sub-Recipients
Agreements with third parties to conduct specific activities or functions to assist in carrying out approved grant projects. It is only used by indexes with a first digit of 3 or 4. If these charges involve federal funds, departments may wish to consult with Sponsored Program Administration.
721H12 Sub-Grant/Contracts with Vendor Relations
721H13 Purchased Services – PRB Use Only
Payments to individuals for participating in research projects. This account code may also be used to record payments to health care providers for research subject costs not defined as patient care.
Routine and ancillary medical and dental services provided by health care professionals on an in-patient or outpatient basis.
Deduction to expense that are specific to grants.
Payments to vendors for the purchase of controlled substances used in approved research programs.
Payments to vendors for the purchase of radioactive materials used in conjunction with an approved research program.
721I1 Professional Community Society Dues
Dues and fees as described in APPM. Club fees require the prior approval of the President and individual memberships in professional organizations require the approval of the applicable vice president, Section 1.3.1 of the APPM discusses these matters further.
Dues for University Institutional memberships only. Do not use for conference expenses.
721J1 New Employee Moving Expenses
Relocation expenses incurred by a new employee including house hunting trips, shipping of household goods and associated expenses. Please refer to Section 1.3.1.2 of the APPM for further discussion of this matter.
Used by FP&M to move equipment, furniture and related boxes during renovation of University facilities.
721K Equipment Repair and Maintenance
Costs incurred for specific alterations, repairs or maintenance to University property.
721L Facility Planning and Management (Used by FP&M only)
721L1 Facility Minor Repair and Replacement
Costs incurred for minor alterations or repairs to facilities. This would include items such as draperies, blinds, carpeting and alarms.
721L2 Facility Maintenance and Security
Costs incurred to maintain facilities (i.e., janitorial, custodial, window washing or elevator maintenance or security system).
721L3 FP&M Supplies and Materials (Roll-up)
721L4 FP&M Contracted Services (Roll-up)
721L5 FP&M Maintenance Contracts (Roll-up)
721L6 FP&M Equipment Repair and Maintenance (Roll-up)
721M Utilities (Roll-up)
721N1 Publicity & Advertising – General
All publicity and advertising expenses other than those for employment searches or bids. This includes activities directed at maintaining the image of the institution, maintaining or promoting understanding and favorable relations with the community or public at large or any segment of the public.
Advertising expenses related to employment searches only.
All advertising bid expenses for the Facilities, Planning & Management.
All advertising costs associated with the utilization of TV and radio air time.
721P Insurance (Used by central unit only)
Used to record the cost of property insurance. Approval by Risk Management is required to avoid duplication of coverage and authenticity of the insurer.
721P2 Fidelity & Public Liability Insurance
Used to record the cost of liability insurance.
Used to record self-insurance claims for losses at the University.
721P4 Self Insurance Property Loss Claims
Reimbursement and recovery for covered property losses to University departments.
Used to record the cost of miscellaneous insurance at the University.
All costs associated with the payment of taxes to governmental units. (Used by central unit only)
All costs associated with and originating from doing banking business. (Used by central unit only)
All costs charged to the University from governmental departments including the State of Michigan and the City of Detroit.
This account is used to fund the reserve for uncollectible receivables.
721U Interest Expense for Operating Unit Cash Overages
Used to record the interest expense incurred by an Auxiliary unit that is carrying a cash deficit.
Used to record any differences between actual cash versus the expected amount of cash based on checks cash, deposits received, etc. (Used by central unit only)
Used to record adjustments to inventory after physical count at year-end. (Used by central unit only)
721X University Sponsorships/Donations
Contributions or donations by WSU to other organizations. Section 1.3.1 (c) 10. of the APPM indicates that any such contributions must be approved by the appropriate vice president and must be considered essential for the furtherance of an established University program.
721Y Internal University Service Centers
721Y1Comp & Info Technology Center
Charges incurred for computing center services and supplies.
721Y21 Library Media Services
721Y22 Department Media Services
721Y3 McGregor Conference Center
721Y31 McGregor – Food + Beverages
Charges incurred at the McGregor Conference Center for food and beverages. Please refer to Section 1.3.1 of the APPM for the circumstances where such expenses are allowable and the level of the approvals required.
721Y4 Facilities Planning & Management
Charges incurred for FP&M services and materials.
721Y5 Laboratory Animal Resources
Purchases of lab animals, food, and animal care services from the Department of Laboratory Animal Resources (DLAR).
Printing and graphic services provided by Biomedical Communications.
Charges for equipment rental.
721Y8 Prt, Dup & Add-Inter. Dept. Supplies
Printing, duplicating and addressing services provided by internal departments.
721Y9 Instrument & Electronic Shop
Services provided by various University departments that repair equipment or sell parts.
Laboratory supplies purchased from medical science store rooms.
Services provided by Student Affairs Counseling and Testing Office.
721YC Human Investigation Committee
Fees for evaluation of research proposals involving human and animal subjects.
721YD Campus Food Service Providers
Charges for on-campus food service providers other than AVI (e.g. Pizzeria Venti, LaPita, etc.). AVI should be charged to account code 721Y31.
721YZ Other University Service Centers
Charges that represent reimbursements to other university departments for service supplies, which do not fit into other expense account codes. This code should not be used to transfer costs or funds between departments.
721Z Press Operating Expenditures (Used by University Press only)
7221 Administrative Systems Hardware/Software
All requests for computer network goods and services must be approved by C&IT to guarantee technical support of the network.
7222 Mailing and Addressing Services
The University has contracts for First Class Presort, International Mailing, and Addressing Services. Any request for an exception for use of a different Vendor requires approval of Business Operations.
Charges for alarm systems, security and safety equipment and supplies. Security systems require the approval of Public Safety to ensure the specifications and requirements set forth by the University are met.
The design of signs requires the approval of Marketing and Communications. Hanging/mounting of signage must be approved by FP&M.
Purchase or lease of vehicles requires the approval of the Vice President for Finance and Facilities Management. Lease of state-owned vehicles requires the approval of the Department of Parking and Transportation.
7226 Admin Systems Computer Services
No unit of the University may expend funds from any source for the development of administrative systems without the approval of the ITSC. The Committee may delegate some responsibilities for hardware approval to C&IT.
7228 University Forms
Charges incurred for small expense items that cannot be otherwise classified.
761 Endowment Fund Related Expenditures (Used by central unit only)
7611 Payment to Life Income Beneficiary
7612 Trustee and Other Fees
Used to record the purchase of land.
Charges for the cost to improve the land including all contractor costs.
Used to record the purchase of existing buildings and related fees.
7653 Building – Construction/Alteration
765311 Architect Fees
765312 Architect Reimbursables
765321 Consultant Fees
765322 Consultants Reimbursables
76533 General Contractors
76534 Survey and Testing Fees
76535 Performance and Other Bonds
76536 Fixed Equipment
76537 Capitalized Interest Expense on Bonded Construction
76538 Plant Fund Financial Fees
76539 Other Construction Costs
7653A Plant Alterations Done by FP&M
7653B Principal Payment Outstanding Note
7653C FP&M Design Services
7653D FP&M Interior Design and Renovation
All interior renovation purchases must have approval of FP&M Design Services.
All allowable expenses incurred by University employees for travel within the State of Michigan, Windsor and Essex County. This would include any applicable registration or conference fees. Allowable expenses and reimbursement procedures are identified in the University’s Travel and Transportation section of the APPM (Section 7).
All allowable expenses incurred by University employees for travel within the United States and Ontario, except as included in account code 7711. This would include any applicable registration or conference fees. Allowable expenses and reimbursement procedures are identified in the University’s Travel and Transportation section of the APPM (Section 7).
Allowable travel expenses incurred by non-employees (such as students, board members, guest speakers, etc.). Allowable expenses and reimbursement procedures are identified in the University’s Travel and Transportation section of the APPM (Section 7).
All travel costs incurred by athletic teams, debate teams, musical performances, etc.
All allowable expenses incurred by University employees for travel outside of the United States and Ontario. Allowable expenses and reimbursement procedures are identified in University’s Travel and Transportation section of the APPM (Section 7).
Internal charges incurred for motor pool vehicle usage. Please refer to section 8.2 of the APPM for Motor Pool procedures.
All expenses associated with the recruitment of employees and athletes. Please refer to Section 1.3.1 of the APPM for the types/amounts of expenses allowable and the approval levels required.
Cost of externally held receptions hosted by the University. Please refer to Sections 1.3.1.C.6 and 8 for information about these expenses which are allowable and the approval level required.
7733 Group Training and Development
Includes meals, beverages, lodging and other related costs for training and development activities conducted off campus. This would include staff retreats; however, such retreats are subject to Section 1.3.1.C.3 of the APPM, including the approval of the respective Vice President.
7734 Other Business Related Entertainment and Meals
All entertainment costs not categorized in other account codes. Guest speaker meals should be charged to this account code. These charges are only reimbursed in accordance with section 1.3 of the APPM.
781 Internal Service Center Revenue
Used to record the inter-departmental sales revenues of specialized service centers and charge back centers. For IRB usage only.
Used to transfer funds between the General, Designated, Auxiliary and Restricted funds. (Used by central unit only)
783 Intra-fund Transfers Grant and Contract Balances (Used by central unit only)
784 Intra-fund Transfers Grant and Contract Deficits (Used by central unit only)
785 Intra-fund Transfers Between Plant Funds (Used by central unit only)
786 Intra-fund Transfers Cost Sharing (Used by central unit only)
787 Intra-fund Transfers Grant Payroll Suspense (Used by central unit only)
Used to record University overhead charges assessed to grants and contracts. (Used by central unit only)
792 Administrative Cost Expense (Used by central unit only)
793 Administrative Fee on Gift Expense
Used to record administrative fee on cash gifts. (Used by central unit only)
821 Mandatory Transfers To (Used by central unit only)
8211 Mandatory Transfers To General Fund
8212 Mandatory Transfers To Designated Fund
8213 Mandatory Transfers To Current Restricted Fund
8214 Mandatory Transfers To Auxiliary Enterprise Fund
8215 Mandatory Transfers To Independent Operations
8216 Mandatory Transfers To Loan Funds
82161 Mandatory Transfers To University Loan Funds
82162 Mandatory Transfers To Federal Loan Programs
8217 Mandatory Transfers To Endowment Funds
82171 Mandatory Transfers To True Endowment Funds
82172 Mandatory Transfers To Term Endowments
82173 Mandatory Transfers To Funds Functioning as Endowments
82174 Mandatory Transfers To Annuities and Life Income
8218 Mandatory Transfers To Plant Fund
82181 Mandatory Transfers To Unexpended Plant Fund
82182 Mandatory Transfers To Repair and Replacement Reserve
82183 Mandatory Transfers To Retire Indebtedness
8219 Mandatory Transfers To Investment In Plant Fund
831 Mandatory Transfers From (Used by central unit only)
8311 Mandatory Transfers From General Fund
8312 Mandatory Transfers From Designated Fund
8313 Mandatory Transfers From Current Restricted Fund
8314 Mandatory Transfers From Auxiliary Enterprise Fund
8315 Mandatory Transfers From Independent Operations
8316 Mandatory Transfers From Loan Funds
83161 Mandatory Transfers From University Loan Funds
83162 Mandatory Transfers From Federal Loan Programs
8317 Mandatory Transfers From Endowment Funds
83171 Mandatory Transfers From True Endowment Funds
83172 Mandatory Transfers From Term Endowments
83173 Mandatory Transfers From Funds Functioning as Endowments
83174 Mandatory Transfers From Annuities and Life Income
8318 Mandatory Transfers from Plant Fund
83181 Mandatory Transfers From Unexpended Plant Fund
83182 Mandatory Transfers From Repair and Replacement Reserve
83183 Mandatory Transfers From Retire Indebtedness
8319 Mandatory Transfers From Investment In Plant Fund
841 Non-Mandatory Transfers To (Used by central unit only)
8411 Non-Mandatory Transfers To General Fund
8412 Non-Mandatory Transfers To Designated Fund
8413 Non-Mandatory Transfers To Current Restricted Fund
8414 Non-Mandatory Transfers To Auxiliary Enterprise Fund
8415 Non-Mandatory Transfers To Independent Operations
8416 Non-Mandatory Transfers To Loan Funds
84161 Non-Mandatory Transfers To University Loan Funds
84162 Non-Mandatory Transfers To Federal Loan Programs
8417 Non-Mandatory Transfers To Endowment Funds
84171 Non-Mandatory Transfers To True Endowment Funds
84172 Non-Mandatory Transfers To Term Endowments
84173 Non-Mandatory Transfers To Funds Functioning as Endowments
84174 Non-Mandatory Transfers To Annuities and Life Income
8418 Non-Mandatory Transfers To Plant Fund
84181 Non-Mandatory Transfers To Unexpended Plant Fund
84182 Non-Mandatory Transfers To Repair and Replacement Reserve
84183 Non-Mandatory Transfers To Retire Indebtedness
8419 Non-Mandatory Transfers To Investment In Plant Fund
851 Non-Mandatory Transfers From (Used by central unit only)
8511 Non-Mandatory Transfers From General Fund
8512 Non-Mandatory Transfers From Designated Fund
8513 Non-Mandatory Transfers From Current Restricted Fund
8514 Non-Mandatory Transfers From Auxiliary Enterprise Fund
8515 Non-Mandatory Transfers From Independent Operations
8516 Non-Mandatory Transfers From Loan Funds
85161 Non-Mandatory Transfers From University Loan Funds
85162 Non-Mandatory Transfers From Federal Loan Programs
8517 Non-Mandatory Transfers From Endowment Funds
85171 Non-Mandatory Transfers From True Endowment Funds
85172 Non-Mandatory Transfers From Term Endowments
85173 Non-Mandatory Transfers From Funds Functioning as Endowments
85174 Non-Mandatory Transfers From Annuities and Life Income
8518 Non-Mandatory Transfers From Plant Fund
85181 Non-Mandatory Transfers From Unexpended Plant Fund
85182 Non-Mandatory Transfers From Repair and Replacement Reserve
85183 Non-Mandatory Transfers From Retire Indebtedness
8519 Non-Mandatory Transfers From Investment In Plant Fund
861 Non-Mandatory Transfers to Endowment Unitized (Used by central unit only)
8611 Non-Mandatory Transfers To Designated/Endowment Unitized
8612 Non-Mandatory Transfers To Current Restricted/Endowment Unitized
8613 Non-Mandatory Transfers To Auxiliary/Endowment Unitized
8614 Non-Mandatory Transfers To Independent Operations/Endowment Unitized
8615 Non-Mandatory Transfers To University Loan/Endowment Unitized
8616 Non-Mandatory Transfers To Endowment/Endowment Unitized
86161 Non-Mandatory Transfers To True Endowment/Endowment Unitized
86162 Non-Mandatory Transfers To Term Endowment/Endowment Unitized
86163 Non-Mandatory Transfers To Fund Functioning/Endowment Unitized
86164 Non-Mandatory Transfers To Annuity Life Income/Endowment Unitized
8617 Non-Mandatory Transfers To Plant Fund/Endowment Unitized
86171 Non-Mandatory Transfers To Unexp Plant Fund/Endowment Unitized
86172 Non-Mandatory Transfers To Repair and Replacement/Endowment Unitized
8618 Non-Mandatory Transfers To General Fund/Endowment Unitized
862 Non-Mandatory Transfers From Endowment Unitized (Used by central unit only)
8621 Non-Mandatory Transfers From Designated/Endowment Unitized
8622 Non-Mandatory Transfers From Current Restricted/Endowment Unitized
8623 Non-Mandatory Transfers From Auxiliary/Endowment Unitized
8624 Non-Mandatory Transfers From Independent Operations/Endowment
Unitized
8625 Non-Mandatory Transfers From University Loan/Endowment Unitized
8626 Non-Mandatory Transfers From Endowment/Endowment Unitized
86261 Non-Mandatory Transfers From True Endowment/Endowment Unitized
86262 Non-Mandatory Transfers From Term Endowment/Endowment Unitized
86263 Non-Mandatory Transfers From Fund Functioning/Endowment Unitized
86264 Non-Mandatory Transfers From Annuity Life Income/Endowment Unitized
8627 Non-Mandatory Transfers From Plant Fund/Endowment Unitized
86271 Non-Mandatory Transfers From Unexpended Plant Fund/Endowment Unitized
86272 Non-Mandatory Transfers From Repair and Replacement/Endowment Unitized
8628 Non-Mandatory Transfers From General Fund/Endowment Unitized
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