Coding your PCard Purchases

Coding your PCard Purchases

You will be able to Locate and Change Charges in PaymentNet Find Examples of Common Expense Account Codes Find Examples of Misused Expense Codes

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 PCard

Account Coding Ask the Question: How will the Item be Used? Don t Ask: What is the Item?

Expense Codes Check the Pcard Website for the Most Current Expense Coding Information Located on the Home Page Under the Quick Links Set up Email Notifications

Quick Reference Sheet 73614 Office Supplies (expendable) 73613 Office Supplies (non-expendable)(under $500) 73617 Food & Catering Service (MERF required) 73611 Meeting Refreshments (MERF required) 73619 Educational Supplies 72215 Registration Agency Direct (Pre-payment of Registration Form) 73112 Postage (RK Black) 73116 Advertising & Promotional Expense 73117 Informational Service (subscriptions) 73126 Memberships (institutional/must be transferable) 73216 Lease of Equipment (Standley) 73422 - Recreational Supplies for Students 741XX Office Furniture & Equipment (over $500)

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

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

73619 Educational Supplies 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

73619 Educational Supplies (Cont.) 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

73623 Examinations 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

73117 Information Services 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)

73216 Copy Machines Rental/Lease-multifunctional copier w/fax/scanning Example: Standley Bill

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

73422 Recreational Supplies 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

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

Equipment and Furniture Residential, 74115 Educational and Institutional 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

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

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

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

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

Do NOT Use 71xxx Professional Services Cannot Charge Professional Services to Pcard unless the vendor has a contract. 72xxx Travel Expenses Use Travel Cards, Not Pcards Hotel Purchases are permitted with Hotel Training 72215- Registration Agency Direct permitted

Coding in PaymentNet Go to Transactions Manage Do you Purchase Expendable Office Supplies Most Often? Yes Leave your Default Expense Account Number Alone No - Contact Sarah Castleberry at scastleberry1@uco.edu & Request a Change of your Default Expense Account to the Code you use Most Often

Coding in PaymentNet Click on Purchase to be Coded Do you Purchase Expendable Office Supplies Most Often? Yes Leave your Default Expense Account Number Alone No - Contact Sarah Castleberry at scastleberry1@uco.edu & Request a Change of your Default Expense Account to the Code you use Most Often

Coding in PaymentNet Change Org and/or Account Code Do you Purchase Expendable Office Supplies Most Often? Yes Leave your Default Expense Account Number Alone No - Contact Sarah Castleberry at scastleberry1@uco.edu & Request a Change of your Default Expense Account to the Code you use Most Often

Coding in PaymentNet Add Transaction Notes for your Purchase Do you Purchase Expendable Office Supplies Most Often? Yes Leave your Default Expense Account Number Alone No - Contact Sarah Castleberry at scastleberry1@uco.edu & Request a Change of your Default Expense Account to the Code you use Most Often

Coding in PaymentNet Save your Changes Do you Purchase Expendable Office Supplies Most Often? Yes Leave your Default Expense Account Number Alone No - Contact Sarah Castleberry at scastleberry1@uco.edu & Request a Change of your Default Expense Account to the Code you use Most Often

Pcard Correction Form Do you Purchase Expendable Office Supplies Most Often? Yes Leave your Default Expense Account Number Alone No - Contact Sarah Castleberry at scastleberry1@uco.edu & Request a Change of your Default Expense Account to the Code you use Most Often

Questions to Considered Is your PCard 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 Sarah Castleberry at scastleberry1@uco.edu & Request a Change of your Default Expense Account to the Code you use Most Often

Review How will the Item be Used? Set up e-mail notification for when a purchase posts in PaymentNet. Check Expense Account Code Listing to Determine Expense Account Code Finalize all of your coding in PaymentNet before the weekly upload.

PaymentNet & Compliance Sarah Castleberry Ext 2497 scastleberry1@uco.edu Contacts Statements & Coding Anita Schroeder Ext. 2598 aschroeder8@uco.edu or pcard@uco.edu Michelle Turner Ext. 2337 mturner21@uco.edu Brandon Laughlin Ext. 2499 blaughlin@uco.edu Pcard Upload Pam Hargis Ext. 5055 phargis@uco.edu