Download Western Univ. of Health Sciences Chart of Accounts: Common Op. & Capital Expenses and more Study notes Printing in PDF only on Docsity!
Category Account Account Title Account Description Advertising, Marketing, Promotion and Sponsorships Rollup 70001 Advertising Charges paid for advertising through outside media such as newspapers, radio, and/or printing brochures, announcements, etc. 70010 Promotion Cost of materials or services used to promote the University's programs through fundraising activities, seminars, speaking engagements, etc. 70050 Mailings Payments made to organizations or private contractors to insert mailers into envelopes, sort, and distribute. This account is not used for mailing through the U.S. Postal Services. 70055 Marketing Record the costs incurred in the development (packaging) of a product or service offered to the public or potential students. 70305 Donor Entertainment Used by the Advancement department and can be used to record entertainment costs incurred to generate donors for the university. 70950 Printing Cost of printing brochures, pamphlets, fliers, etc. This account is not used to record the cost of printing letterheads, envelopes, printed pads, etc. The cost of these items is recorded under the appropriate supply category.
Recognitions & Contributions Rollup 70040 Organizational Sponsorships Cost incurred when sponsoring organizations or clubs not affiliated with the University, for example, Little League, soccer, etc. 70837 Donations to Outside Organization Donations and contributions to other non-profit organizations.
Telecommunications Rollup 70200 Answering Service Payments to vendors providing telephone answering services. Conference, Continuing Education, Faculty Development and Travel Rollup 70300 Continuing Education Payments made to other educational institutions for faculty, staff and administrators for continued education. This account does not include tuition payments to other universities for the purpose of obtaining a higher educational degree. 70302 Faculty Development Cost incurred for faculty team building. 70304 Employee Events To record activities that help promote employee relations. Parties, team building, rental space for an employee event, etc. 70306 Employee Meals Expense To record employee meal costs while conducting business on behalf of the University. The names of the attendees and the business purpose must be provided. Itemized receipts are required. 70307 Per Diem Meals Used to record Per Diem meals while traveling. 70308 Nonemployee Meals To record meals provided to nonemployees (including students). The names of the attendees and purpose are required. If there are over 10 attendees, the event or group name is suitable. Itemized receipts are required. 70310 Registration Fees Used to record registration fees paid to outside organizations to attend conferences or seminars. These charges should not be included in the Travel accounts. 70311 Hotel To record overnight stay accommodations including hotels, Airbnb, etc and associated taxes and fees. For students use 70361. 70312 Incidental Travel Expenses To record incidental expenses while traveling generally less than $20, such as tips, wifi, etc. 70313 Transportation To record costs associated with rentals or bookings of airfare, car rental, train, cab, Lyft, Uber, etc. For students use 70361. 70350 Training Seminars-Staff Cost for the attendance of seminars for the purpose of staff training. Such seminars or classes could include training in certain computer applications, use of certain equipment, etc. 70360 Standard Mileage Reimbursement Local travel mileage while driving a personal vehicle for University business. Please utilize the map within Concur for employee mileage. For nonemployees, please provide the starting and ending addresses. 2020 IRS rate is $.575/mile. 70361 Travel Students Student related travel expenses, such as lodging, meals, transportation, etc. Dues, Memberships, Fees and Licenses Rollup 70500 Accreditation Fees Payment of fees to accreditation organizations, such as WASC, EOA, etc. 70510 Copyrights Fees to organizations or individuals for the use of, or duplication of printed materials, videos, etc., for which they have copyrights. 70540 Licenses Payments for all licensing fees except computer software. 70550 Membership Dues Payments of dues to professional organizations. 70555 Membership Lobby Fees Used to record the percentage of lobbying fees associated with payments of dues to professional organizations. Legal Rollup 70845 Legal Fees Attorney fees, court costs, and other legal fees as appropriate. Miscellaneous Rollup 70898 Interdepartmental Income/Expense Income and expense incurred between operating departments, As opposed to when an expense is being reclassified from one department to the next.
Software Licenses Rollup 70541 Software Licenses Payments for all software licensing fees. All software licenses (new or renewal) are required to be processed through IT Purchasing. Lab Fees, Exam Fees, Medical and Student Supplies Rollup 70545 Laboratory Fees Costs for the use of laboratory facilities. 71545 Laboratory Supplies Cost of supplies used in the different laboratories within the University. 71590 Student Supplies Used to record general supplies used for instructional purposes only. 71551 Medical Supplies Cost of medical supplies used by faculty and students for educational and research projects. 71552 Pharmaceutical Supplies Cost of pharmaceutical supplies used primarily by the medical centers.
Western University of Health Sciences
Chart of Accounts - Common Operating and Capital Expenses List
The following list describes the use of common expense accounts. An expense should not be recorded to an expense account simply because there are funds available in that category of expenditure. Rather, when recording any expense transaction, the account code with the description that most accurately matches the substantive activity of the
transaction must be used.
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Category Account Account Title Account Description
Western University of Health Sciences
Chart of Accounts - Common Operating and Capital Expenses List
The following list describes the use of common expense accounts. An expense should not be recorded to an expense account simply because there are funds available in that category of expenditure. Rather, when recording any expense transaction, the account code with the description that most accurately matches the substantive activity of the
transaction must be used.
Rotations Rollup 70960 Rotations Costs of clinical education provided by hospitals and other clinics to WesternU Students. Honoraria and Teaching Rollup 70301 Clinical Ed. Site Development Costs incurred by faculty for site visitation and evaluation of facilities that will enhance student educational opportunities. 70935 Honoraria Fees paid to professionals, speakers, lecturers who are not employees of the University. 70917 Tutorial Payments made to nonemployees for student tutoring. Contracts and Consulting Services Rollup 70910 Consultants Record consulting fees paid to outside consultants. 70915 Contracted Services Costs for contracted services performed by organizations or individuals to perform specific tasks other than consulting and/or maintenance. Recruitment and Retention Rollup 71050 Moving Expenses Used to record moving office furniture and equipment from one building to another within the campus. 71075 Recruitment Costs related to the recruitment of staff, and other professionals, such as the placement of advertisements in professional magazines, interview related costs, meals and entertainment, transportation, accommodations provided to candidates, etc. 71080 Recruitment - Students Expenses related to the recruitment of students, such as the cost of printed matter, meals and entertainment and other incidental expenses related to student recruitment. Rents and Leases Rollup 71185 Rent - Storage Used to record the cost of storage unit rentals. Repairs and Maintenance and Supplies Rollup 70930 Warranty Contracts Cost of warranty contracts for equipment, vehicles, computers, etc. 71583 Repairs and Maintenance Used to record incidental repairs to equipment or furniture capitalized and does not increase the life of the asset. Can also be used for maintenance on property or equipment. 71200 Auto Expense University owned and leased vehicles’ operating expenses, such as gasoline, oil, car wash, tire repairs, etc. 71250 Maintenance - Autos Cost of auto repairs, such as wheel alignment, oil changes, tune-ups, etc., provided by outside vendors. 71550 Maintenance Supplies Supplies used to repair or maintain equipment, facilities, or grounds. Commencement, Convocation and Other Student Activities Rollup 713010 Counseling Cost of outside mental health counseling for students. 713015 Student Activities-Miscellaneous Expenses used for internally hosted student events. 713020 Honors Day Cost incurred for the issuance of certificates for recognition of outstanding academic achievement by students. 713080 White Coat Ceremony Cost incurred with awarding newly graduated students with the traditional doctor's white coat. Subscriptions Books and Journals Rollup 71410 Books Cost of books, such as textbooks, library books, reference books, etc. 71450 Magazines Cost of magazines. This account is not used to record subscriptions to magazines. 71455 Publications Cost of developing publications, both outside vendors, as well as in-house production. 71475 Subscriptions Cost of subscriptions. Supplies Rollup 71500 Bottled Water Cost of bottled drinking water & rent of dispensers. 71501 Working Accommodations Expenses for handicapped student and faculty accommodations. This account is primarily used by CDHP. 71505 Computer Supplies Computer supplies, such as accessories of less than $300 in value; Keyboard, mouse, flash drives, toner cartridges, etc. 71510 Diplomas Cost of diplomas to outside vendors. 71530 Event Supplies To record one-time costs for items that are associated with nonstudent special activities and events. 71555 Meeting Supplies To record the cost of supplies used in faculty and staff meetings (please use a meal account for food). 71560 Office Supplies Used to record office supplies, such as letterheads, envelopes, printed pads, staplers, pens, tape dispensers, etc. and can include employee kitchen supplies. 71563 Staff Uniforms Cost of staff uniforms, lab coats, etc. required by the University. Postage Rollup 71575 Postage Cost of postage to Federal Express, UPS, USPS and other mail services. This does not include expenses for mailing services (account 70050). General Research Rollup 70902 Research Costs Non-specific costs related to research activities within a department. Program number 20 can also be used to identify expense as relating to research. 71547 Animals Costs to purchase animals. 71548 Animal Care Costs incurred for maintenance and care of animals. Equipment and Furniture Rollup 7920 Equipment Cost of acquisition of equipment. Equipment whose cost is less than $300.00 could be recorded in supply expense accounts. 79200 Equipment-Computers Cost of acquisition of computers. This includes peripherals as well as printers, scanners, etc. Must be ordered through IT Purchasing. 79201 Equipment-Telephone Cost of telephone equipment such as desk units, phones, hardware, and software for call accounting systems, etc. Must be ordered through IT Purchasing. 79202 Equipment-Research Cost of research equipment. 79203 Computer Upgrade Cost of university computer upgrades from older obsolete systems to new hardware systems. Must be ordered through IT Purchasing. 79208 Equipment-Audio Visual Used to record purchases for audio visual equipment. Must be ordered through IT Purchasing. 79209 Equipment-Laptop Computers Used to record laptop computers. Must be ordered through IT Purchasing. 7925 Furniture Cost of furniture and fixtures such as office desks, chairs, bookcases, etc. Page 2 of 2
