ProCard Coding

Expense Account CodingCoding your ProCard Purchases

You will be able toSearch Admin PortalFind Examples of Common Expense Account CodesFind Examples of Misused Expense Codes

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

Why is this Important?UCO Financial Statements Merge with the State and Our Expense Codes Need to Reflect CorrectlyYou Represent UCOMake a Good ImpressionYou Need to Follow State and University GuidelinesIncorrect coding can Lead to Suspension or Revocation of Your ProCard

Account CodingAsk the Question:How will the Item be Used?Dont Ask:What is the Item?

5Administration Portal (Admin Portal)Check Admin Portal for the Most Current Expense Coding InformationUse Admin Portal to find the Appropriate Expense Coding Optionhttp://administration/portal/ Open the Accounting FileClick Finance Acct Codes

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

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. State Defined Expenditure CodesState of Oklahoma has many Agenciese.g. Tourism, Corrections, EducationState Codes have a Broader Scope than Higher EducationState Compiles a Report at year end of all Agencies Financial Data

Expendable Office Supplies73614Supply 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 Supplies73613Cost Less than $500Not Immediately Consumed when Placed in Usee.g. Letter Trays, Staplers, Scissors, Calculators, Lamps, Pictures

Educational Supplies73619 Supplies used for Education and Training Conducted in a Classroom or Other Organized Instructional SettingSupplies for Student Labs should be Coded to 73619Do Not use 73719 Lab & Medical Supplies

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

Examinations73623Examination and Test MaterialsPayment of Fees Associated with Administering Tests/Examinations by a Third Partye.g. Exams for Acceptance, Test Booklets that include Service for Scoring Counseling and Career Service Assessments, Online Exams

Information Services73117 Services and Products used in Collection and Dissemination of Information to the General PublicInformational Purposes within an Agencye.g. Clipping Service, Subscriptions (Wall Street Journal, Survey Monkey)

Advertising and Promotional Expenses73116Advertisements Placed in Magazines, Registers, etc.Promotional ItemsT-shirts, Hats, Lanyards, Job Ads, Services Ads

Recreational Supplies73422Recreational Supplies and MaterialsUsed for Entertainment and Recreation Purposes for Studentse.g. Campus Life Public Events, Crown for Homecoming Queen, Ropes Course Supplies, Trophies, Plaques, Flowers

Office Furniture and Equipment741xx Any Single Item Purchase of Office Furniture or Equipment Costing More than $50073613 Any Single Non-expendable Item Equaling $500 or LessIf Non-expendable Single Item Office Supply is Greater than $500, use 741xxxEquipment and Furniture Residential, Educational and Institutional74115Furniture and Equipment Used in Residence, School, Institution, or Facility Operated by the State, Including: Kitchen Equipmente.g. Refrigerator, Beds, School Furniture Over $500, Floor Cleaning Machines

Food, Catering, Refreshments & Kitchen Supplies73617 Food And Catering ServiceVendor Prepared Meals or FoodIncludes Food Cost for Official MeetingsMERF (Meal Expense Request Form)e.g. Pizza, Jimmy Johns, Outback Steakhouse

Food, Catering, Refreshments & Kitchen Supplies (Cont.)73611 Meeting RefreshmentsLight Food & Drink Items used as Refreshments for Meetings and Similar ActivitiesMERF is Needede.g. Doughnuts, Coffee, Tea, Disposable Plates/Flatware

Food, Catering, Refreshments & Kitchen Supplies (Cont.)73411 Food and Kitchen Supplies and MaterialsOnly used by CafeteriasDo Not use for Kitchen Utensils

Do NOT Use 73411 Food & Kitchen SuppliesYou can Code Kitchen Supplies to 7361173411 can only be used by Cafeterias73615 Data Processing SuppliesAllowable Only by the Information and Technology Office

Do NOT Use 71xxx Professional ServicesCannot Charge Professional Services to ProCard72xxx Travel ExpensesUse Travel Cards, Not ProCards72215- Registration Agency DirectProCard can be Used (Exception)

Questions to ConsideredIs 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 AloneNo - Contact Cindy Guthrie at cguthrie@uco.edu & Request a Change of your Default Expense Account to the Code you use Most Often

ReviewHow will the Item be Used?Admin Portal is Searchable and Can be used to Determine Expense Account CodeDo you Recall a few Examples of Account Codes?Non-expendable Single Items Greater than $500 use 74xxxLess than $500 use 73613

ContactsPaymentNet & ComplianceCindy Guthrie Ext 2497 cguthrie@uco.edu

Michelle FreemanExt. 2337mfreeman15@uco.edu

Hannah YeapExt. 2486procardreview@uco.edu

Statements & CodingRebecca NewkirkExt. 2598rnewkirk@uco.edu orprocard@uco.edu

Helpful LinksPaymentNet

Admin Portal

MERF

The End