Financial Administration
SUPPLY CLASS CODES
The University of Wisconsin System
Supply Class Codes
3022 - POSTAGE
- Postage stamps, postal cards, stamped envelopes, metered mail, special delivery, registered mail, parcel post, postal express, bulk mailing services, campus mail services, annual mailing fees, including these services purchased in foreign countries, etc. For freight shipments by common carriers, refer to Code 3230. For postage meter rental, use Code 3182.
- Payments for coal, including transportation.
3072 - FUEL OIL - FOR HEATING PURPOSES
- Charges for fuel oil for university-owned or leased buildings and central/main power plant used for heating purposes.
- All payments for fuels, such as liquified petroleum (propane, butane), diesel fuel, kerosene, solid waste and wood, including transportation. For fuels used in vehicles or for special purpose use in labs, hospitals or shops, use appropriate supply codes. For utility furnished natural or manufactured gas, refer to Codes 3082 and 3089.
- Purchase of software, including site and concurrent licenses (see Appendix 2) below $5,000, for data/word processing systems, including upgrades. This includes such packages as Lotus 1-2-3, dBase IV, WordPerfect, etc. The license agreement must allow perpetual use of the software without additional payments. Refer to Code 3180 for leases where the intent is not to obtain ownership and to Code 3181 if for rentals. For purchases of $5,000 or more, refer to Code 4220.
3500-3514 - SUPPLIES AND MATERIALS - OTHER
- Supplies and materials used for administrative, academic and program-related purposes in offices, labs, classrooms, health care facilities, libraries, grounds, recreational programs, athletic programs, etc. Include such items as general office supplies, office reference materials, horticultural and agricultural supplies, experimental animals, audio-visual supplies, drafting, photographic, educational and recreational supplies, employe safety supplies, etc. Use for procurement card purchases that are not more specifically categorized in other codes. For equipment or furniture purchases costing less than $5,000, refer to Codes 3515-20. For supplies and materials used to repair and maintain vehicles and buildings, refer to Codes 3544 and 3572.
3515-3520 - EQUIPMENT & FURNITURE - NOT CAPITALIZED
- Equipment and furniture items such as calculators, modems, microscopes, appliances, telephones, typewriters, fax machines, tubas, blocking sleds, chairs, tables, credenzas, beds, printer stands, unattached carpeting, draperies/blinds, etc., that individually cost less than $5,000 and have a useful life of one year or more. For data\word processing software, refer to Code 3340. For furniture items which become part of a new building or building addition, capitalize and use Code 4850 regardless of the cost.
- Parts and supplies used by UW personnel for the repair and maintenance of UW/state-owned, rented or leased vehicles. A vehicle is a motorized device that travels from point to point on wheels, tracks, water, etc., under the control of an onboard motor. Include supplies such as batteries, tires, spark plugs, replacement parts, antifreeze, motor oil, lubricating oil and grease. For repair and maintenance performed by private vendors or other state agencies, refer to Code 3216.
- All fuels for vehicle use, including gasoline, gasohol, diesel or other fuels to be used in UW/state-owned and leased vehicles.
3572-3576 - SUPPLIES - MAINTENANCE/OPERATIONAL
- Supplied used by UW personnel to maintain, repair and operate buildings and equipment, both UW/state-owned and privately owned. Include janitorial, housekeeping and shop supplies, kitchen supplies, plumbing, uniforms, painting, dishes, small or hand-held tools, laundry supplies, supplies used to repair furniture, fixtures and building equipment, etc. Do not include payments for repair and maintenance by private vendors or UW/state agencies; refer to Codes 3192 or 3252. Use Codes 3544 for supplies purchased to repair and maintain vehicles.
3580-3589 - RESALE MATERIALS AND SERVICES
- All materials, services and supplies purchased externally to be resold, including postage, telephone service, cigarettes, alcoholic beverages, candy bars, pop, milk, seeds, etc., and materials processed for sale. For food purchased for meal preparation or meals purchased from internal or external vendors, use Code 3592.
3592 - FOOD AND FOOD SERVICE CONTRACTS
- All expenditures for food requiring further processing used in meal preparation or meals purchased from external or internal vendors. Include board for housefellows, resident assistants and resident directors. Include meals for food service evaluators, UW athletes, Headstart, Champ and Upward Bound participants not on travel status. Also include food for child care centers, recreational, social and nonbusiness activities. For meals billed to the UW applicable to UW-sponsored meetings, conferences, workshops, etc., or for orientation expenses, refer to Codes 3662 and 3663.
3652 - SUPPLIES - DRUGS AND MEDICAL SUPPLIES (Human use only)
- Payments for medicines, drugs and medical supplies used to treat patients or inmates of UW/state institutions, hospitals, etc.
3662 - MEETING/CONFERENCE EXPENSES
- Cost of meals, lodging, refreshment break and other expenses incurred in hosting a meeting, conference, seminar, orientation session, reception, etc. These charges are usually billed on invoices from hotels, restaurants or travel agencies and airlines. Refer to Code 2110 for nonovernight meal costs which are reimbursed to an employe. For costs in connection with educational programs, such as continuing education/extension programs, Code 3663 may be used. For registration fees paid to enable an employe to attend such events, use the appropriate travel code.