Finance and Administration

Costs of rental of conference facilities. Use this code for recording facility rental expenses incurred when hosting a conference. Also includes rental of AV equipment and other items required for the conference. (See section 13.01C[3], Conference/Workshop Expenses - Executive Office Approval Unnecessary)

Expenditures for non-alcoholic beverages and food served at business, instructional or informational meetings where attendees are OSU employees. This includes formal training, staff retreats and employee working meals. Appropriate business purpose and justification for serving food at the function is required. Meals or refreshments for regularly scheduled departmental meetings are not allowable expenses.

This account includes costs of events and activities associated with efforts to generate university resources and engage in institutional promotional activities and with public relations. All fundraising, public relations and other community activity costs are posted to this account.  Expenses posted to this account code relate to activities having the purpose of generating revenue/business from non-exchange transactions, i.e., gifts, donations, developmental funds and similar sources of revenue.  Note: Expenses that fall under this account code that are expected to be reimbursed by OSUF, must be sent to the foundation as a direct payment request.

Payments to families, rooming houses and dormitories on behalf of students for room and board charges that are direct program costs rather than student aid. Use this code when a lump-sum program fee includes room and board (e.g., overseas studies).

Miscellaneous participant support costs for non-OSU students and employees documented by receipts. Do not use this code for expenditures related to tuition, registration fees, room & board, books and travel related expenditures. (see specific 2863x accounts for these expenditures).

Payments made to a non-OSU participant, either as a book allowance or reimbursement of expenditures to buy books. Expenditures must be supported by receipts.

Payments made on behalf of non-OSU participants for travel in connection with the objective of the fund grant. This code applies to transportation, meals, lodging, and miscellaneous travel expenses. Expenses must be documented with receipts.

Non-OSU, Non-Resident Alien participant support costs that are not documented by receipts. The participant never entered the United States so the payment is considered "Foreign Source Income". Code includes tuition and registration fees, stipends, room and board, and book allowances.

Expenditures related to participation in trade shows and similar events. Expenses include booth registration fees and associated costs.

Payments made for taxes and licenses. Sales or excise taxes that are part of the purchase of materials or services are not segregated and charged to this code.

Payments made to a private carrier for liability insurance.

Discounts charged when payment is accepted by credit card.

This payment is not subject to withholding nor included as gross income to the recipients under Internal Revenue Code Section 104.

Reimbursements paid on risk insurance claims and settlement on behalf of OSU. These payments are either made directly by OSU or to a Third Party Administrator (TPA). Not to be used for Fees charged to the TPA, fees are tax reportable and accounted for on account 24599.

To record expense or negative expense to adjust book inventory to actual physical inventory, or to write off inventory losses. (See FASOM 08.04: Fixed Assets -- Expendable Property)

Payments made for medical insurance coverage for domestic students.

Debt service payments on Certificates of Participation (COPs) principal. (FOR CONTROLLER'S DIVISION USE ONLY.)

Expenditures for payment of principal amounts on repayment of internal bank loans.

Actual loss on an investment that is recoded when the investment is sold. Equals the difference between the current Fair Market Value and the actual sale price.

Expenditures for interest charges on bond debt service. (FOR CONTROLLER'S DIVISION USE ONLY.)

Expenditures for interest charges on Oregon Department of Energy (ODE) Small Energy Loan Program (SELP) loans.

Payments to the Internal Revenue Service for interest earned in excess of allowable interest earnings on individual bond series or on certificate of participation (COPs) issues. (FOR CONTROLLER'S DIVISION USE ONLY.)

Interest expenses distributed to OSU from the Public University Fund (PUF) when individual funds' average balance for the quarter is negative. This account code should only be used by the University Shared Services Enterprise (USSE) Office.

The portion of an investment premium that is periodically applied (credited) to the investment in order for the investment to be reduced to face value at maturity.

Use with Budgeted Operations, Service Department and Auxiliary Enterprise funds to record debt service contributions. (FOR CONTROLLER'S DIVISION USE ONLY.)

To record investment administrative expense charged by a manager of specific investments in the endowment funds. This account code does not include general administrative fees associated with all investments, such as management consulting or legal fees originating from the State Treasurer's Office. For financial reporting purposes, investment admnistrative fees are reported as a reduction of investment income.

Costs for membership in civic or community organizations such as Chamber of Commerce, Kiwanis, etc. For costs associated with professional association memberships paid for training purposes or benefits, see account code 29005 - Membership - Professional Organization - Training.

Costs resulting from violations of, or failure to comply with, federal, state, local or foreign laws and regulations.

Contracted guarantees and gate receipt shares paid to visiting teams.

Costs of selling or marketing products or services related to intellectual property or generating unrelated business income.

Amounts withdrawn from a deposit account by the depositor or any other person authorized to make withdrawals (see account code 06993 - Deposits). Funds on deposit may include student damage deposits, special camp fees which may be refunded, or student funds held on deposit for later disbursement.

Expenditures for purchases made through the use of a procurement card. (See FASOM Section 13.11 for policies regulating the use of procurement cards.)

This account code should be used for INTO transactions only.  It is intended to clear or zero out all INTO incurred expenses at the time of each quarterly billing.  INTO expenses are not reflected on OSU's financial statements.

Expenditures for dues or membership fees that result from participation in a professional association when the association is joined specifically for the training opportunities available through the association. (For associations joined for other than training benefit reasons see 28901 - Dues and membership - Program, or 28902 - Membership in Civic/Community Organizations.)

Minor equipment purchase for use in employee training.

Tuition and registration fees incurred for employee training.

Costs associated with employee training conducted by another agency of the State of Oregon other than OSU.

Travel expenses incurred when a non-employee travels within the U.S. for the benefit of the department or institution. (OSU-specific)

Travel expenses incurred when an employee travels out of the United States for the benefit of the department or institution.

This code should be used for group travel to, from, or within a foreign country. Use for all trip expenses for the group including any employee sponsors (instructors, academic advisors, or coaches) and students (class members, participants, or players). Note: This account cannot be used when all participants are employees.

Non-employee Travel - Taxable (tax reportable)

Sub-contract/Sub-grant A up to/incl $25k

Sub-contract/Sub-grant C up to/incl $25K

Sub-contract/Sub-grant E up to/incl $25K

Sub-contract/Sub-grant G up to/incl $25K

Sub-contract/Sub-grant up to/incl $25K prior to July 1, 2001

Sub-contract/Sub-grant J up to/incl $25K