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Slide 2 Coding your ProCard Purchases Slide 3 You will be able to Search Admin Portal Find Examples of Common Expense Account Codes Find Examples of Misused Expense Codes Slide 4 How Much do you Know? Do you Already Know some Information about Coding? What are your Coding Needs? What do you Want to Learn? Slide 5 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 ProCard Slide 6 Account Coding Ask the Question: How will the Item be Used? Dont Ask: What is the Item? Slide 7 Administration Portal (Admin Portal) Check Admin Portal for the Most Current Expense Coding Information Use Admin Portal to find the Appropriate Expense Coding Option http://administration/portal/ Open the Accounting File Click Finance Acct Codes Slide 8 Slide 9 Administration Portal (Cont.) Ctrl + F on your Keyboard will Allow you to Search Keywords Slide 10 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.Link Slide 11 State Defined Expenditure Codes State of Oklahoma has many Agencies e.g. Tourism, Corrections, Education State Codes have a Broader Scope than Higher Education State Compiles a Report at year end of all Agencies Financial Data Slide 12 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 Slide 13 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 Slide 14 Educational Supplies 73619 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 Slide 15 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 Slide 16 Examinations 73623 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 Slide 17 Information Services 73117 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) Slide 18 Advertising and Promotional Expenses 73116 Advertisements Placed in Magazines, Registers, etc. Promotional Items T-shirts, Hats, Lanyards, Job Ads, Services Ads Slide 19 Recreational Supplies 73422 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 Slide 20 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 Slide 21 Equipment and Furniture Residential, Educational and Institutional 74115 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 Slide 22 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) MERF e.g. Pizza, Jimmy Johns, Outback Steakhouse Slide 23 Food, Catering, Refreshments & Kitchen Supplies (Cont.) 73611 Meeting Refreshments Light Food & Drink Items used as Refreshments for Meetings and Similar Activities MERF is Needed MERF e.g. Doughnuts, Coffee, Tea, Disposable Plates/Flatware Slide 24 Food, Catering, Refreshments & Kitchen Supplies (Cont.) 73411 Food and Kitchen Supplies and Materials Only used by Cafeterias Do Not use for Kitchen Utensils Slide 25 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 Slide 26 Do NOT Use 71xxx Professional Services Cannot Charge Professional Services to ProCard 72xxx Travel Expenses Use Travel Cards, Not ProCards 72215- Registration Agency Direct ProCard can be Used (Exception) Slide 27 Questions to Considered Is 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 Alone No - Contact Cindy Guthrie at cguthrie@uco.edu & Request a Change of your Default Expense Account to the Code you use Most Often cguthrie@uco.edu Slide 28 Review How will the Item be Used? Admin Portal is Searchable and Can be used to Determine Expense Account Code Do you Recall a few Examples of Account Codes? Non-expendable Single Items Greater than $500 use 74xxx Less than $500 use 73613 Slide 29 Contacts PaymentNet & Compliance Cindy Guthrie Ext 2497 cguthrie@uco.edu cguthrie@uco.edu Michelle Freeman Ext. 2337 mfreeman15@uco.edu Hannah Yeap Ext. 2486 procardreview@uco.edu Statements & Coding Rebecca Newkirk Ext. 2598 rnewkirk@uco.edurnewkirk@uco.edu or procard@uco.edu Slide 30 Helpful Links PaymentNet Admin Portal MERF Slide 31 The End