Materials and Services
The following matrix has been developed to assist departmental end-users in identifying the appropriate order method for materials and services.
Definitions
- STD PO: PO created for every order, Invoice paid against PO
- Blanket PO: PO created at FY start indicating estimated volume, Invoices paid against PO
- CR Vendor: Payment made to vendor via Check request w/attached invoices.
- CR Employee Reimbursement: Payment made to employee via reimbursement form and invoices.
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Codes |
Descriptions |
PO |
CR |
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|---|---|---|---|---|---|
| STD | Blanket | Vendor | Emp. Reimb. | ||
| 3108 | LEGAL SERVICES - Includes external attorneys or law firms |
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| 3110 | CONSULTANTS - ADMINISTRATIVE - Payments for services of an administrative nature. Social Security number of Federal I.D. number |
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| 3112 | CONSULTANTS - ACADEMIC - Payments for services of an academic nature. Social Security number or Federal I.D. number required. |
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| 3114 | OTHER CONTRACTUAL SERVICES - Mailing services, calligraphers, referees, etc… |
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| 3115 | ACCREDITATION FEES |
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| 3117 | TEMPORARY AGENCY WORKERS - Charges from outside agencies |
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| 3210 | EQUIPMENT RENTAL - Costs of rented or leased equipment; not purchases through capital financing leases. |
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| 3220 | BUS/ FIELD TRIP EXPENSE - Bus rentals and field trip expense, primarily University School |
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| 3260 | SUPPLIES - JANITORIAL |
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| 3261 | SUPPLIES - CLASSROOM - Workbooks, books, etc… |
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| 3262 | SUPPLIES - LABORATORY - Test tubes, beakers, etc… |
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| 3263 | SUPPLIES - MAINTENANCE - Repair materials & tools |
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| 3266 | SUPPLIES - OFFICE - Pens, pencils, staples, ribbons, etc… |
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| 3267 | SUPPLIES - COMPUTER - Ribbons, discs, printer supplies, cables for computers, monitors & printers, etc… |
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| 3268 | SUPPLIES - AUDIO / VISUAL - Film, flash bulbs, etc… |
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| 3269 | SUPPLIES - STUDENT TESTING - Revenue from student testing is 0119 |
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| 3270 | SUPPLIES - ATHLETIC |
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| 3271 | SUPPIES - ART |
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| 3272 | SUPPLIES - COMMENCEMENT |
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| 3273 | SUPPLIES - GIFTED |
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| 3274 | SUPPLIES - GUIDANCE |
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| 3275 | SUPPLIES - MEDIA |
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| 3276 | SUPPLIES - MUSIC |
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| 3277 | SUPPLIES - PAPER- All paper supplies (copier paper, computer, bond, multi-purpose) |
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| 3278 | SUPPLIES - PERFORMING ARTS |
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| 3279 | SUPPLIES - PHYSICAL EDUCATION |
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| 3280 | SUPPLIES - YEARBOOK |
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| 3281 | SUPPLIES - FOOD EXPENSE |
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| 3282 | SUPPLIES - MEDICAL - Other than drugs or chemicals |
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| 3283 | SUPPLIES - DRUGS & CHEMICALS |
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| 3284 | SUPPLIES - OPTOMETRIC |
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| 3285 | SUPPLIES - PHOTOCOPYING -Toner, developer, etc… |
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| 3286 | SUPPLIES - CHINA/ GLASS - Food service related |
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| 3287 | SUPPLIES - DENTAL |
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| 3410 | PHYSICAL PLANT MOVING EXPENSE - Office relocation charge |
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| 3430 | BLDG CONTRACTS - REPAIRS / MAINTENANCE - Outside vendors' charges for building repairs including elevator maintenance. (Equipment repairs & maintenance are 3432) |
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| 3431 | SECURITY/ CLEANING CONTRACTS - Outside vendors' charges |
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| 3432 | EQUIPMENT SERVICE/ REPAIR - Includes hardware maintenance |
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| 3435 | UNIFORM / LAUNDRY SERVICE - Cleaning expense |
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| 3440 | VEHICLE OPERATION EXPENSE - Utility cost |
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| 3450 | ELECTRICITY EXPENSE - Utility cost |
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| 3460 | GAS/ OIL BUILDING EXPENSE - Utility cost |
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| 3470 | WATER / SEWER EXPENSE - Utility cost. (Water cooler expenses are 3266) |
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| 3480 | REFUSE REMOVAL EXPENSE |
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| 3490 | OFFICE/ DOCKAGE RENTAL EXPENSE |
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| 3492 | CLASSROOM RENTAL EXPENSE |
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| 3498 | STUDENT CLINIC EXPENSE - Health Professions use only | ||||
| 3510 | PHONE/ FAX - Actual costs of local and long-distance telephone services, telephone installation/ relocation, telegraph, and fax |
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| 3512 | 800 TOLL FREE LINE - Charges for incoming calls |
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| 3530 | POSTAGE/ FREIGHT EXPENSE - Postage, meter rental, post office box rentals, separately invoiced freight, delivery services, etc… | ||||
| 3551 | PRINTING - OUTSIDE - Work done by outside vendors (which requires prior approval by Publications Office) |
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| 3570 | MARKETING- RELATED ADVERTISING - Charges for magazine and newspaper ads, radio and TV commericals promoting NSU's programs or events. |
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| 3571 | NON-MARKETING ADVERTISING - All advertising costs unrelated to marketing, such as personnel ads. |
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| 3713 | TAXES & LICENSES - As needed in various states. |
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| 3714 | DOCUMENTARY STAMPS / BANK SERVICE CHARGES |
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| 3730 | INSURANCE - Property & casualty insurance premiums. |
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| 3732 | OTHER NETWORK EXPENSES - Computer network services from outside. |
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| 4150 | PROFESSIONAL DEVELOPMENT TRAVEL - Costs for attending conferences, including transportation, meals, lodging |
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| 4160 | ADMINISTRATION TRAVEL - Examples: site reviews, resolution of financial aid issues, interviews for prospective employees |
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| 4165 | RECRUITMENT TRAVEL - Travel related to enrollment, such as attending a high school's college night. |
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| 4175 | INSTRUCTIONAL TRAVEL - Expenses of persons authorized to travel at NSU's expense when delivering instruction. |
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| 4330 | ENTERTAINMENT EXPENSE - Meals, receptions, and similar events organized by Human Resources; executive meals by oficers and deans with outside consultants and others. |
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| 4360 | DUES & MEMBERSHIPS - Institutional & individual memberships in relevant professional and community organizations and subscriptions. |
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| 4365 | ORIENTATION EXPENSE - Health Professions use only. |
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| 4380 | PROMOTION / BANQUETS EXPENSE - Marketing & development events like receptions with prospective students, parties for prospective donors, and meal costs for summer institutes. |
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| 5750 | MINOR EQUIPMENT UNDER $1,000 - Furniture & fixtures not capiitalized, including computer equipment. |
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| 5758 | COMPUTER SOFTWARE - Purchase of computer software programs for pc's & mainframe computer software. Also, software maintenance contracts. |
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| 5760 | SPONSOR'S RESEARCH EQUIPMENT - For contracts & grants only; purchases shere title does not pass to NSU. |
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| 6340 | PURCHASES FOR RESALE - Books, workbooks, alumni items, etc… purchases for resale. Credit sales to 0974 |
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| 9000 | CAPITAL EXPENSE - BUILDINGS - Used in Plant Fund Accounts only. All acquisition costs: Architects' fees, drawings, blueprints, construction contracts, etc…, major repairs/ renovations. Installation of equipment permanently attached to a building. |
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| 9010 | CAPITAL EXPENSE - FURNITURE & FIXTURES - Purchases for individual items over $1,000 each, such as educational/ classroom equipment, office furniture/ equipment, and maintenance equipment. |
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| 9020 | CAPITAL EXPENSE - LIBRARY BOOKS - Materials to be cataloged by the libraries. Not for materials sold or given to students, 6340, or department use, 3266 |
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| 9022 | CAPITAL EXPENSE - LIBRARY - CD ROM - Library use only |
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| 9024 | CAPITAL EXPENSE - LIBRARY REPLACEMENTS - Library use onl |
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| 9030 | CAPITAL EXPENSE - SUBSCRIPTIONS - Library use only. For departmental subscriptions, use 3266. |
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| 9040 | CAPITAL EXPENSE - BINDING - Library use only. |
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| 9050 | CAPITAL EXPENSE - LAND IMPROVEMENTS- Cost of site development, parking lots, sidewalks, outdoor lighting, utility systems, etc… |
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| 9060 | CAPITAL EXPENSE - LAND - Cost of land | ||||
| 9070 | CAPITAL EXPENSE - AIR CONDITIONING EQUIPMENT - Air conditioning equipment with a unit value over $1,000. |
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| 9080 | CAPITAL EXPENSE - COMPUTER EQUIPMENT - All computer equipment with a unit value of $1,000 or more, such as monitors, printers, cpu's, etc… |
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