Guidance on Account Codes to Use for Deposit of Non-Student Cash Receipts
The General Rule:
- 06xxx account codes are used when OSU performs a service or sells a product
- 08xxx account codes are used when no services were provided for the receipt of the revenue
Below are specific transactions that are not easily recognized by account code title or description:
This list does not include revenue generating activity for which were is a specific account code, such as testing services, rental of facilities.
|Why Cash was Received||Cash Received From||Account Code||Account Code Title||Comments/Fund Restrictions|
|*||The transactions below are known as a "Reduction of Expense."|
|1*||Goods were returned||Retail company||Same as original expense||Included original "I" doc on deposit.|
|2*||Discount or rebate after the sale||Retail company||Same as original expense||Included original "I" doc on deposit|
|3*||Refund of overpayment||Retail company||Same as original expense||Included original "I" doc on deposit.|
|4*||Guaranteed delivery time missed||Overnight carrier||22505||Express Mail||Included original "I" doc on deposit.|
|5*||Conference registration cancelled; conference not attended||Conference organizer||Same as original expense||Include original "I" doc on deposit.|
|6*||Travel expense paid (see footnote below)||Company/organization that "sponsored" the travel||Same as original expense||Include original "I" doc on deposit.|
|The revenue below is from sales, services or other.|
|7||Book and reference material sales||Individual or company||06013||General Books/Publications|
|8||Class packet sales||OSU Bookstore||06002||Sales|
|9||Insurance claim||Insurance company||08001||Miscellaneous Other|
|10||Internship income||Company or non-profit||03220||Commercial contract||Must be a specific agreement and set up as restricted fund. Contact OSRAA.|
|11||Late return of equipment or lost locker key fee||Individual||06201||Fines|
|12||Lease of OSU building space||Company or govt entity||06727||Lease Income||A long-term (1 year or more).|
|13||Non-credit workshop/seminar registration||Attendee||06410||Workshops: Non-credit Income||Use this acct code also for refunds of workshop registration fees.|
|14||Patronage Dividends||Co-op||08001||Miscellaneous Other|
|15||Rental of OSU Housing||Individual||06723||Rental Income/Facilities Use||Month-to-month or daily rental.|
|16||Rental of OSU space||Company or non-profit||06723||Rental Income/Facilities Use||Month-to-month or daily rental.|
|17||SAIF reimbursement||SAIF/EAIP||08008||Reimbursement from Outside Entities|
|18||Scrap (metal) sale||Scrap yard||06983||Recycled Material Sales||Surplus sales (non-scrap) are to go through OSU Business Services, not sold by the department.|
|19||Senior Project Income||Company or non-profit||03621||Commercial gift||Place on M2xxxx gift funds.|
|20||Sponsor of specific event, workshop, or activity||Company or non-profit||06495||Sponsorship Income||Support only; the sponsor is not receiving a product or service in return. Not a gift; do not place on M2xxxx gift fund or grants.|
|21||Student group support from external sources||Company or non-profit||06901||Miscellaneous Sales and Service Income||Agency funds only.|
|22||Attendee-paid meals||Individual||08001||Miscellaneous Other Revenues||Specific college recognition event Agency funds only; See FIS 102-09.|
|23||Support from an external entity for cost connected with editorships||Non-profit organization||03230||Foundation, Associations, and Societies||Place on the fund specifically established for this purpose.|
|24||Provide office support for program-related non-profit||Non-profit organization||06901||Miscellaneous Sales and Service Income||Examples: 4-H Leaders Assn and Master Gardner for Extension.|
|25||Use of OSU equipment or lab||Company or non-profit||06303||Laboratory Use Fees|
|26||Visiting scholar or professor support for supplies, telecommunications||Educational institution||06398||Miscellaneous Fees||Place on dept instruction index if no agreement. If agreement, a specific fund should be established and an 03xxx acct code will be used.|
- Match revenue to expenses - use the same Index for both.
- No non-OSUF external revenue deposits in FSxxxx, FExxxx, 438xxxx funds. OSU Foundation deposits only.
- No non-ARF external revenue deposits in FAxxxx funds. Agricultural Research Foundation deposits only.
- 06xxx and 08xxx revenue should not be placed on restricted grant & contract funds.
- Travel expenses paid by an outside entity (#6 above) can not be deposited on restricted grants & contract funds. See FIS 102-08 for instructions.
- Normally revenue should not be placed in Special Project Funds. Contact Financial Accounting unit in Business Affairs for exception, such as insurance claims.
- Be as specific as possible when choosing a revenue account code. If possible, avoid miscellaneous codes.
- Determine what Account Code to Use.