FY 2006 SFS Active Account Codes and Definitions
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Red font denotes a new code added or changes made for FY 2006
 
Accounts with the purple background may not be used in transactions posted to the Actuals Ledger.
 
The accounts with the yellow background may only be used in Actual Ledger journals that have a journal ID mask of  PO.
Status = Active Account Account Type Category Title Definition
A 198E E   General - Fringe - Calculated Encumbrance This account is for UW - Madison use only.  All others may ignore.
Definition :
This account will be used to display calculated fringe benefit encumbrances in WISDM.
A 319E E   Madison-Petty Cash Encumbrance

To track encumbrance balances related to UW Madison Petty Cash operations. Legacy class code 3199 will map to account 319E instead of to 3190 after this change is made in SFS.

This code would replace present account code 3190. This change is needed so that 3190 does not get used erroneously in journal transactions that get interfaced to DOA.
A 389E E   Tuition/Fee Calculated Encumbrance This account is for UW - Madison use only.  All others may ignore.
Definition :
This account will be used to display calculated tuition/fee encumbrances in WISDM.
A 1000 E Salary Default
A 1001 E Faculty - Annual
A 1002 E Faculty - Academic
A 1003 E Faculty - Summer
A 1004 E Faculty - Hourly
A 1005 E Faculty - Lump Sum
A 1006 E Faculty-Purchased Services IIA
A 1007 E Faculty - Foreign COLA
A 1008 E Faculty/Acad-Legal Settlement
A 1051 E Academic Staff - Annual
A 1052 E Academic Staff - Academic
A 1053 E Academic Staff - Summer
A 1054 E Academic Staff - Hourly
A 1055 E Academic Staff - Lump Sum
A 1076 E Fee Grader/Ad Hoc Program Specialist
A 1077 E UWEX Ad Hoc-Pur Serv IIA
A 1151 E Postgrad Trainee - Annual
A 1152 E Postgrad Trainee - Academic
A 1153 E Postgrad Trainee - Summer
A 1154 E Postgrad Trainee - Hourly
A 1155 E Postgrad Trainee - Lump Sum
A 1161 E Research Associate - Annual
A 1162 E Research Associate - Academic
A 1163 E Research Associate - Summer
A 1164 E Research Associate - Hourly
A 1165 E Research Associate - Lump Sum
A 1211 E Project/Program Assist-Annual
A 1212 E Project/Program Asst-Academic
A 1213 E Project/Program Assist-Summer
A 1214 E Project/Program Assist-Hourly
A 1215 E Project/Program Asst-Lump Sum
A 1222 E Teaching Assistant-Academic
A 1223 E Teaching Assistant-Summer
A 1224 E Teaching Assistant - Hourly
A 1225 E Teaching Assistant-Lump Sum
A 1231 E Research Assistant-Annual
A 1232 E Research Assistant-Academic
A 1233 E Research Assistant-Summer
A 1235 E Research Assistant-Lump Sum
A 1321 E UnderGrad Intern--Annual
A 1322 E UnderGrad Intern-Academic
A 1323 E UnderGrad Intern--Summer
A 1324 E UnderGrad Intern-Hourly
A 1325 E UnderGrad Intern--Lump Sum
A 1331 E UnderGrad Asst/AOP-Annual
A 1332 E UnderGrad Asst/AOP-Academic
A 1333 E UnderGrad Asst/AOP-Summer
A 1334 E UnderGrad Asst/AOP-Hourly
A 1335 E UnderGrad Asst/AOP-LUMP Sum
A 1531 E Classified - Hourly
A 1532 E Classified - Lump Sum
A 1533 E Classified Project - Hourly
A 1534 E Classified Project - Lump Sum
A 1535 E Classified - Length of Service
A 1536 E Classified - Excep Perf Award
A 1537 E Classified - 5th Week Vacation
A 1538 E Classified-Purchased Serv IIA
A 1539 E Classified - Legal Settlement
A 1541 E Classified - Overtime
A 1542 E Classified Project - Overtime
A 1543 E Classified - Differential
A 1544 E Classified - Uniform Allowance
A 1601 E LTE - Hourly
A 1602 E LTE - Lump
A 1603 E LTE - Overtime
A 1604 E LTE - Purchased Services IIA
A 1771 E Student - Hourly
A 1772 E Student - Lump Sum
A 1773 E Student - Overtime
A 1774 E Student-Purchased Services IIA
A 1781 E Work Study - Hourly
A 1782 E Work Study - Lump Sum
A 1783 E Work Study - Overtime
A 1784 E Workstudy-NonProfit Agency Pmt
A 1903 E Fac/Acad- Social Security
A 1904 E Fac/Acad- Medicare
A 1905 E Fac/Acad- Group Health
A 1906 E Fac/Acad - Group Life
A 1907 E Fac/Acad - Retirement
A 1908 E Fac/Acad - Income Continuation
A 1909 E Fac/Acad- NonSal Legal Settle
A 1912 E Fac/Acad - Early Retirement
A 1913 E Fac/Acad - Unemployment Comp
A 1914 E Fac/Acad-Supl Sick Leave Conv
A 1920 E Fac/Acad - Fed Appt - FICA
A 1924 E Fac/Acad-Fed Appt-Retirement
A 1929 E Grad Asst - Social Security
A 1930 E Grad Asst - Medicare
A 1932 E Grad Asst - Group Health
A 1933 E Post Grad - Group Health
A 1934 E Res/Fellow - Group Health
A 1935 E Fac/Acad - Generic Fringes
A 1938 E Classified - Social Security
A 1939 E Classified - Medicare
A 1940 E Classified - Group Health
A 1941 E Classified - Group Life
A 1942 E Classified - Retirement
A 1943 E Classified-Income Continuation
A 1944 E Class-NonSal Legal Settlement
A 1950 E Classified - Early Retirement
A 1951 E Classified - Unemployment Comp
A 1952 E Class-Supl Sick Leave Convert
A 1953 E Classified - Fed Appt - FICA
A 1954 E LTE - Social Security
A 1955 E LTE - Medicare
A 1956 E LTE - Group Health
A 1957 E LTE - Retirement
A 1968 E LTE-Unemployment Comp
A 1969 E Student - Social Security
A 1970 E   Retirement Prior Service Cost - DOA Entries made by DOA to charge retirement prior service cost to UW appropriations. For UWSA use only.
A 1973 E Student - Medicare
A 1974 E Classified - Generic Fringes
A 1975 E Academic-Fringe-Gift/Fed Trf
A 1976 E Post/Doc-Fringe-Gift/Fed Trf
A 1977 E Res Assoc-Fringe-Allocated Trf
A 1978 E Grad Asst-Fringe-Allocated Trf
A 1979 E Classified-Fringe-Gift/Fed Trf
A 1983 E LTE-Fringe-Gift/Fed Trf
A 1984 E Student-Fringe-Gift/Fed Trf
A 1986 E Academic-Fringe Pur Serv IIA
A 1987 E Classified-Fringe Pur Serv IIA
A 1993 E UWEX-Ad Hoc Fringes
A 1997 E ERA Admin Cost
A 2100 E Travel-Employe-In State Bus In-state business travel costs (meals, lodging, transportation and incidentals) incurred by State/UW employes, including LTEs, while traveling within the state on regularly assigned duties. Include travel costs paid directly to the vendor by the UW.

  • For travel to attend conferences, conventions, training, etc., refer to Account  2115.
  • For business travel to destinations outside the state, refer to Account  2120.
  • Refer to Account  2101 for employe nonovernight reportable meal costs.
  • For students conducting UW business and in payroll status-use Employe travel Accounts.
  • Include meals for hosting job applicants.
    • A 2101 E Travel Empl Reportable Meals Reimbursements to a UW Employe for meal costs not preceded or followed by an overnight stay away from home. Meal costs paid for other UW Employes are reportable to the reimbursed Employe unless the institution's Accounting system allows for multiple reporting from one TER.

  • The Employe's Social Security number must be provided.
  • Use appropriate other Accounts for meal costs which meet the IRS definition of "business related" or for meal costs billed directly to UW. 
    • A 2105 E   Travel-Recruiting (Employee In-State-Business) Use of this code is optional for non-Madison business units.  Continue to use Account 2100 if this type of expense does not need to be tracked separately.
    Definition:
    In-state travel costs incurred by State/UW employees in connection with recruiting prospective student athletes.
    A 2115 E Travel-Employe-In State-Conf In-state travel costs (meals, lodging, transportation, registration fees and incidentals) incurred by State/UW employes, including LTEs, while traveling within the state (including the headquarters city) to attend conferences, conventions, etc. 

  • For the cost of tuition and fees in connection with job or career-related training and development (workshops/seminars/courses), refer to Accounts 2180,  2181, and 2184.
  • Refer to Account  2101 for employe nonovernight reportable meal costs.
    • A 2120 E Travel-Employe-Out State-Bus Out-of-state business travel costs (meals, lodging, transportation, registration fees, and incidentals) incurred by State/UW employes, including LTEs, while traveling out-of-state to conduct regularly assigned duties.
     
  • Include travel to 49 other states, Canada and U.S. possessions.
  • Include travel costs paid direct to the vendor by the UW.
  • For travel to attend conferences, conventions, etc., refer to Account  2130.
    • A 2125 E   Travel-Recruiting (Employee Out-of-State Business) Use of this code is optional for non-Madison business units.  Continue to use Account 2120 if this type of expense does not need to be tracked separately.
    Definition:
    Out-of-state travel costs incurred by State/UW employees in connection with recruiting prospective student athletes.
    A 2126 E Travel-Employe-Foreign Bus

    Foreign business travel costs (meals, lodging, transportation, registration fees, and incidentals) incurred by UW employes, including LTEs, while traveling outside the U.S., excluding Canada and U.S. possessions, to conduct regularly assigned duties.

  • For travel to attend conferences, conventions, etc., refer to Account  2127.
    • A 2127 E Travel-Employe-Foreign Conf

    Travel costs (meals, lodging, transportation, registration fees and incidentals) incurred by State/UW employes, including LTEs, while traveling outside the U.S., excluding Canada and U.S. possessions, to attend conferences, conventions, etc.

  • For the cost of tuition and fees in connection with job or career- related training and development (workshops/seminars/courses), refer to Accounts  2180, 2181 and 2184.
    		•
    A 2130 E Travel-Employe-Out State-Conf

    Travel costs (meals, lodging, transportation, registration fees and incidentals) incurred by State/UW employes, including LTEs, while traveling outside the state to attend conferences, conventions, etc.

  • Include travel to the 49 other states, Canada and U.S. possessions.
  • For the cost of tuition and fees in connection with job or career-related training and development (workshops/seminars/courses), refer to Accounts  2180, 2181 and 2184.
    		•
    A 2140 E Travel-Fleet Charges-Vehicles
    Charges to departments from  fleet operation for use of State/UW fleet vehicles. This includes charges on the General Services Billing.
    A 2145 E Travel-Fleet Charges-Aircraft Charges to departments for use of the State Air Fleet. This includes charges on the General Services Billing.
    A 2146 E Mvng/Temp Ldg Emp-Taxable Relocation, moving and temporary lodging expense reimbursement to employees. These expenses will be split between two account codes 2146 and 2147. Account 2146 will include all reportable/taxable reimbursements. Account 2147 will include all non-reportable/non-taxable reimbursements for household moves.

  • The employee's Social Security number must be provided.
  • Refer to FAP-Relocation and Temporary Lodging (F19) for guidance on reimbursement policy.
  • Refer to Appendix 3 (insert link) for additional guidelines for determining tax reportable transactions.
    		•
    A 2147 E Moving Exp Emp-Non Taxable Relocation, moving and temporary lodging expense reimbursement to employees. These expenses will be split between two account codes 2146 and 2147.  Account 2146 will include all reportable/taxable reimbursements for household moves. Account 2147 will include all non-reportable/non taxable reimbursements.

  • The employee's Social Security number must be provided.
  • Refer to FAP-Relocation and Temporary Lodging (F19) for guidance on reimbursement policy.
  • Refer to Appendix 3 (insert link) for additional guidelines for determining tax reportable transactions.
    		•
    A 2161 E   Travel-Job Applicant Use of this code is optional for non-Madison business units.  Continue to use Account 2162 if this type of expense does not need to be tracked separately.
    Definition:
    Reimbursements to and direct payments for applicant interview candidate expenses.  Expenses must be in compliance with UW Travel Regulations.
    A 2162 E Travel-NonEmpl, Student, Job App Reimbursements to and direct payments for nonstate employes, students, volunteers, applicant interview candidates, associates to the President/Chancellor, and employes on leave status for more than one year.

  • For job applicants, refer to section III through XIX in the FAP-Travel Regulations (F36) for policy guidance.
  • For non-employe travel, the expenses must be actual, reasonable and supported by required receipts. Travel expenses not adequately accounted are reported as taxable reimbursements via the 1099 Miscellaneous Income reporting function. Refer to FAP-Travel Regulations (F36) and FAP-Personal Services Payments (F31) for guidance.
  • For students conducting UW business and in payroll status-use employe travel account codes.
  • Student meal maximums may be set by individual institution policy.
  • For Board of Regents Members, used account 2165.
    • A 2163 E   Travel-Recruiting (Non-employee) Use of this code is optional for non-Madison business units.  Continue to use Account 2162 if this type of expense does not need to be tracked separately.
    Definition:
    Costs incurred while hosting a prospective student athlete on an official campus visit.
    A 2164 E   Travel-Team Travel Use of this code is optional for non-Madison business units.  Continue to use Account 2162 if this type of expense does not need to be tracked separately.
    Definition:
    Travel costs associated with athletic team participation in away competition or training.
    A 2165 E Travel-Board Members Reimbursements of travel costs incurred by statutorily authorized board members, including any costs paid directly to vendors on their behalf. The Board of Regents is a statutorily authorized board.
    A 2180 E Training & Develop-Career-UG Tuition and fees for undergraduate level courses at an educational institution (e.g., a UW campus, private university, vocational/technical school, etc.) or other course taken to meet the minimum educational requirements for a job, or will qualify the employe for a new trade or business.

  • Refer to UW -System Educational Assistance Policy for faculty and staff (G25).
  • Include employe’s Social Security number.
  • Refer to Account 2181 for graduate level courses.
  • Refer to Account 2184 for job related training.
    • A 2181 E Training & Devlop Career Grad Tuition and fees for courses that are taken to meet the minimum educational requirements for a job or will qualify the employe for a new trade or business. Graduate level courses that are career-related rather than job-related, and professional development courses such as Bar Exam Review, CPA Review, etc., should be charged to this code. The IRS generally considers courses leading to the completion of a professional degree in a given field or discipline to be education that qualifies the employe for a new trade or business.

  • Refer to UW -System Educational Assistance Policy for faculty and staff (G25).
  • Include employe's Social Security number.
  • Refer to Account 2184 for job related training. Clear documentation of career relationship should be on file for any graduate level course reimbursement that is coded to 2184.
    • A 2184 E Training & Development-Job Rel Payments to or on behalf of employes for all types of job-related training.

  • To qualify as job-related, the training/course must be:
         -Required by the employer or required as a condition to the retention of an established position or status
          (e.g., continuing professional education courses)
         -Taken to maintain or improve skills required in the employe’s present work.

  • This may include the following training:
         -State or privately sponsored seminars or workshops on use of software packages, management
          practices, system analysis/development, effective writing, etc.
         -Credit and noncredit courses at educational institutions (e.g., a UW campus, private university,
          vocational/technical school, etc.). Courses may be at the undergraduate or graduate level.

  • Refer to UW -System Educational Assistance Policy for faculty and staff (G25).
  • Reimbursements to employes for job-related course tuition/fees will not be reported to the state or federal government as income to the employe.
  • Training taken to meet the minimum educational requirements for employment, or training that will qualify
    the employee for a new trade or business can not be charged to this code. See accounts 2180 or 2181.
  • Use the appropriate travel account codes for travel expenses.
    • A 2200 E Telecomm-Blanket Encumbrance "Transfers-Telecommunication

    Chargebacks and intra-institution cost distribution. Use for both sides of transaction."
    A 2201 E Telecomm Services-Centrex "Service-Telecommunication

    Recurring charges for all telecommunication services purchased from a private vendor, including Centrex and non-Centrex equipment and services. Includes telephone central office trunks, intercom systems, Telex service, mobile telephone, cellular telephone including roaming charges, telephone paging, facsimile (FAX), teletypewriter, telephone answering services, telegraph, Western Union, AP wire service, teleconference hook-ups and lines for such services.

  • Special rules may apply for local telephone and other communication costs for Federal Grants. Refer to Federal rules applicable to grants for guidance."
    		•
    A 2210 E Telephone Service-NonSTS Tolls Service-Telephone-Long Distance

    Expenditures for long distance toll calls excluding those made on the State Telephone System (STS).

  • Use Account 2240 for STS calls.
  • Use Account 2250 for STS access lines.
    • A 2230 E Telephone Service-Install, etc "Service-Telephone-Installations/Modifications/Moves

    Nonrecurring charges for installations, moves and changes for Centrex and non-Centrex local service, voice access circuit charges (STS access lines) and the Consolidated Data Network. Either a vendor or the DOA General Services Billing System can bill charges. "
    A 2240 E Telephone Service-STS Service-Telephone-STS

    Calls made over the STS (State Telecom System-long distance calls accessed by dialing "8") and billed via the DOA General Services Billing System.

  • Use Account 2250 for STS access lines.
    • A 2250 E Telephone-STS Access, etc Service-Telephone-STS Access Lines & Consolidated Data Network

    Monthly     voice access circuit (STS access lines) charges and consolidated data network drop charges billed via the DOA General Services Billing System except STS calls billed through the state telecommunications network.

  • Use Account 2240 for STS calls.
    • A 2260 E Communication-Miscellaneous Service-Communications-Miscellaneous

    Other charges not covered by the above categories or communication services such as television channels, satellite down-link charges, videoconference hook-up charges, internet access, WISNET charges, etc.
    A 2270 E Cellular Service Cellular Service Charges
    A 2271 E Cellular Equipment Cellular Equipment Charges
    A 2300 E Rental of Land Rental of Land

    Charges for the use of state-owned land; or charges for the use of privately owned land when the minimum lease or rental payments over the term of the lease are less than $5000 or when the term of the agreement is one year or less.
     
  • The terms on the agreement are to be used in this determination, not the terms specified on the purchase order.
  • Use Account 2305 if meets criteria for lease.
  • See Appendix 2 for leasing classification flow chart.
    • A 2305 E Lease of Land Lease of Land

    Charges for the use of privately owned land when the term of the agreement exceeds one year and the lease does not meet the criteria for capitalization.

  • Use Account 2300 if meets criteria for rental.
  • The terms on the  agreement are to be used in this determination, not the terms specified on the purchase order.
  • Use Account 2300 for State-owned land.
  • See Appendix 2 for leasing classification flow chart.
    • A 2310 E Rental of Space-UW/State Owned Rental of Space - UW/State Owned

    Rental of workspace, facility use (such as ice arena, theater, swimming pool), parking space, etc. at a UW or state-owned facility.
    A 2320 E Rental of Space Rental of Space - Non UW/State Owned

    Rental of workspace, facility use (such as ice arena, theater, swimming pool), parking space, etc. at privately owned facilities when the payments over the term of the agreement are less than $5000 or when the term of the agreement is one year or less.

  • The terms on the  agreement are to be used in this determination, not the terms specified on the purchase order.
  • Use Account 2325 if meets criteria for lease.
  • See Appendix 2 for leasing classification flow chart.
    • A 2325 E Lease of Space Lease of Space

    Lease of workspace, facility use, parking space, etc. when the term of the agreement exceeds one year and the lease does not satisfy the criteria for capitalization. 

  • The terms on the  agreement are to be used in this determination, not the terms specified on the purchase order.
  • Use Account 2320 if meets criteria for rental.
  • See Appendix 2 for leasing classification flow chart.
    • A 2330 E Rental of DP Equip Rental of Computer Equipment

    Rental of computers, servers and related equipment when the payments over the term of the agreement are less than $5000 or the term of the agreement is less than one year.

  • See Accounts 4620 & 4625 for capital equipment or lease purchases.
  • Use for software obtained under a leasing arrangement when there is no intent to take ownership.
  • The terms on the  agreement are to be used in this determination, not the terms specified on the purchase order.
  • See Account 3150 for purchase of software under $5000.
  • See Account 3195 for purchase of equipment under $5000.
  • See Appendix 2 for leasing classification flow chart.
    • A 2335 E Lease of DP Equip Lease of Computer Equipment

    Lease of computers, servers and related equipment when the term of the agreement exceeds one year and the lease does not satisfy the criteria for capitalization.

  • The terms on the  agreement are to be used in this determination, not the terms specified on the purchase order.
  • See Account 4620 & 4625 for capital equipment or lease purchases.
  • See Account 4630 & 4635 for capital software or lease purchases.
  • See Appendix 2 for leasing classification flow chart.
    • A 2340 E Rental of Vehicles-Dealership Rental of Vehicles - Dealership

    Rental of non-fleet vehicles when the payments over the term of the agreement are less than $5000 or when the term of the agreement is one year or less.

  • The terms on the agreement are to be used in this determination, not the terms specified on the purchase order.

  • For vehicles rented from a commercial vendor such as UW contract vendors such as Alamo, Enterprise, etc., use appropriate travel Account code.
  • See Appendix 2 for leasing classification flow chart.
    • A 2345 E Lease of Vehicle-Dealership Lease of Vehicles - Dealership

    Lease of non-fleet vehicles when the term of the agreement exceeds one year and the lease does not satisfy the criteria for capitalization.

  • The terms on the agreement are to be used in this determination, not the terms specified on the purchase order.
  • See Appendix 2 for leasing classification flow chart.
    • A 2350 E Rental of Aircraft Rental of Aircraft

    Rental of non-fleet aircraft when the term of the agreement is one year or less and the payments over the term of the agreement are less than $5000.

  • The terms on the agreement are to be used in this determination, not the terms specified on the purchase order.
  • See Appendix 2 for leasing classification flow chart.
    • A 2355 E Lease of Aircraft Lease of Aircraft

    Lease of non-fleet aircraft when the term of the agreement exceeds one year and the lease does not satisfy the criteria for capitalization.

  • The terms on the agreement are to be used in this determination, not the terms specified on the purchase order.
  • See Appendix 2 for leasing classification flow chart.
    		•
    A 2360 E Rental of Other Equip Rental of Other Equipment

    Rental of any equipment other than those specifically listed under computer equipment and vehicles when the term of the agreement is one year or less.
     
  • Includes:
         -Office equipment, copy machines, fax machines
         -Film/Video Rental
         -Costumes
         -Dumpsters, tractors
  • The terms on the  agreement are to be used in this determination, not the terms specified on the purchase order.
  • Refer to Appendix 2 for multi year lease coding.
    • A 2370 E Lease of Equipment Lease of Other Equipment

    Lease of any equipment other than those specifically listed under computer equipment and vehicles when the term of the agreement exceeds one year and the lease does not meet the criteria for capitalization.

  • Includes:
         -Office equipment, copy machines, fax machines
         -Film/video rental
         -Costumes
         -Dumpsters, tractors
  • The terms on the  agreement are to be used in this determination, not the terms specified on the purchase order.
  • Refer to Appendix 2 for multi year lease coding.
    • A 2400 E Maintenance & Repairs-Grounds Maintenance and Repair - Grounds

    Expenses of maintaining and repairing University-owned grounds, utility pipeline repairs, fences, tunnels, walkways, parking lots, etc. Include special assessments for repair, maintenance and replacement of walks, roadways and parking lots.

  • Refer to Account 4490 for new or substantially improved walks, roadways and parking lots.
  • For supplies purchased for maintaining grounds, use Account 3100.
    • A 2410 E Leasehold Repairs & Maint Maintenance & Improvements - Leasehold Repairs 

    Maintenance, repairs, alterations or improvements to leased buildings, equipment and land, including fencing & highway signs.

  • For supplies, use Account 3120.
    • A 2420 E Maintenance & Repair-Structure Maintenance and Repair - Structures

    Expenses of maintaining and repairing University-owned buildings, structures and attached fixtures, including elevators and parking structures.

  • Refer to Appendix 1 for additional guidelines relating to use of this Account.
  • Use for asbestos abatement/removal. For asbestos disposal charges, use Account 2680.
  • For supplies purchased for maintaining grounds, use Account 3100.
    • A 2460 E Maintenance & Repair- DP Equip Maintenance and Repair - Computer Equipment

    Cost of maintenance agreements, labor, parts or other costs associated with maintaining or repairing computer equipment, including technical support of installed software.

  • For maintenance or repair costs included in monthly rental, lease or lease purchase charges, use specific lease or rental Account code.
    • A 2470 E Maintenance & Repair-Vehicles Maintenance and Repair - Vehicles

    Payments to private vendors or other state agencies and internal service chargebacks for repair and maintenance of UW/state-owned automobiles, trucks, tractors, snowmobiles, all terrain vehicles and other similar equipment, including associated replacement parts, tune-up, tire rotation, lubrication, washing, towing, registration fees, accessory installation and other related expenses.

  • Use Account 3130 for parts and supplies purchased directly by the department completing the repairs.
    • A 2480 E Maintenance & Repair-Other Maintenance and Repair - Other Equipment

    Payments to internal and external vendors for repair and maintenance of other equipment, including furniture, lawn mowers, trailers, garden equipment, recreation equipment, fire extinguisher recharging, copy machines, printing equipment, broadcast radio, telecommunication, mobile radio and radio paging, audio and video and similar types of equipment.

  • Include cost of maintenance agreements.
  • Use Account 2460 for computer equipment repair.
  • For maintenance and repair to UW owned structures, attached fixtures and grounds, refer to Accounts 2420 and 2400.
  • For repairs and maintenance of leased property, use Account 2410.
  • Use Account 2470 for vehicle repair.
    • A 2500 E Electricity-Central Electricity-Utility Furnished

    Charges for electricity furnished by a utility.

  • For internal chargebacks use Account 9060.
    • A 2510 E Gas-Central Gas-Utility Furnished

    Charges for gas furnished by a utility.
     
  • For propane, butane or other bottled gas use Account 2565 (Heating Fuels-Other).
  • For vehicle use, see Account 3140.
  • Use both as debit and credit on internal chargebacks.
    • A 2520 E Heating-Steam, Hot Water or Air Heating-Steam, Hot Water, Air

    Charges for heating energy transported from plants in pipes or ducts. 
    A 2540 E Water & Sewage Service Water & Sewage

    Charges for cold water, sewage and related municipal services.
    A 2541 E   Sewage Service Use of this code is optional for non-Madison business units.  Continue to use Account 2540 if this type of expense does not need to be tracked separately.
    Definition:
    Payments for sewage service.
    A 2550 E Coal Coal

    Charges for coal for heating purposes including transportation.
    A 2560 E Fuel Oil-Heating-Central Fuel Oil-For Heating Purposes

    Charges for Fuel Oil used for university-owned or leased buildings and central/main power plant for heating purposes.

  • Include transportation, storage and inspection charges.
  • For vehicle use, see Account 3140.
  • For special purpose use in labs, hospitals, or shops, use Account 3100.
    • A 2565 E Heating Fuels-Other Heating Fuels-Other

    Propane, butane, diesel fuel, kerosene, etc.

  • Include transportation, storage and inspection charges.
  • For vehicle use, see Account 3140.
  • For special purpose use in labs, hospitals, or shops, use Account 3100.
  • For utility furnished natural or manufactured gas, use Account 2510.
    • A 2600 E DP Services-State & Univ Dept Services-Data/Word Processing-State and University Departments

    Data/word processing services performed by state and university departments, including data processing machine time, dat entry, collating, verifying, interpreting, sorting, programming, microfilm and microfiche, subscription mail and electronic mail, etc.

  • Use Account 2610 for payments to private vendor.
  • Use Account 3100 for supplies.
  • Use Account 2460 for maintenance agreements.
    • A 2610 E DP Services - Outside Source Services-Data/Word Processing-(Private Vendors)

    Cost of work performed by private contractors or vendors.  These costs include keypunch service or data processing service, use of central processing units on a time-shared basis, hookups with central information systems, tape cleaning, microfilm and microfiche services.

  • For consulting services refer to 2620 or 2621.
  • Use Account 2600 for services performed by State & UW departments.
  • Use Account 3100 for supplies.
  • Use Account 2460 for maintenance agreements.
  • Use Account 2330 or 2335 for rental or lease of computer equipment.
    • A 2620 E Services - Professional Services-Professional

    Payments of fees and incidental charges for professional, instructional or vocational services. This includes, but is not limited to, services provided by lawyers, accountants, graphic artists, chaplains, teachers, counselors, architects, engineers, entertainers, actuarial services, labor relations specialists, consultants, lecture fees and honoraria.

  • Use for legal services including research, opinion, litigation, collection, consulting, and bond counsel.
  • Use for consultants who actually perform a service but are not acting in an advisory capacity.
  • For management consultants, use Account 2621.
  • For travel-related claims, supported by required receipts as defined in the UW Travel Regulations, use Account 2162.
  • For minimal and infrequent miscellaneous services not classified elsewhere, use Account 2623.
  • For services provided internally, refer to Accounts 2600 and 2650.
  • For medical services, use Account 2630 or 2635.
  • For data/word processing services, use Account 2600 or 2621.
  • For architect and engineering services, refer to Account 4520.
  • For plumbers, electricians, carpenters, mechanics or other craftsmen if operating as individuals or
     employed by contractors, use Accounts for maintenance or betterments to capital assets. Refer to Appendix 1.
    		•
    A 2621 E Services - Consultants Services-Consultants

    Costs incurred for consultants under contractual agreements in an advisory capacity to recommend how functions are being or should be performed. Consultants can include doctors, teachers, administrators, engineers, etc.
  • Examples of services include review of management practices or decisions, future purchases or operational systems.
  • Use Account 2620 for consultant professionals who actually perform a task. Example: an Accounting firm may fall under either 2620 or 2621 depending on whether they advise or perform a task.
  • For payments in connection with information systems or building design, refer to Accounts 2610 or 4520.
    • A 2622 E Collection Agency Fees Collection Agency Fees

    Payments to collection agencies for their percentage share including litigation costs for all student loan Accounts receivable and other receivables.

  • Refer to UWSA Office of Procurement for policy guidance.
    • A 2623 E Services - Miscellaneous Services-Miscellaneous - External

    Administrative and operating costs not otherwise classified including minimal infrequent miscellaneous expenditures.

  • Examples include:
         -Fees for permission to reprint and copyrights
         -Book Binding Services
         -Boiler and elevator inspection fees
         -Commissions on sales
         -Restocking charges
         -Record center storage and microfilm services
         -Laundry, dry cleaning, towel and dust mop service
         -Transportation for blood sample
         -Payment to foreign entities for non U.S. source services
         -Real estate taxes for rental properties
  • For services provided internally by another department or UW