As of July 1, 2016, the Chancellor’s Office reporting requirements regarding maintenance and repair activity have changed. To meet these requirements, we’ve implemented the following:
Accounting Services reclassified a number of unallowable expenses posted during the first quarter of FY 2016/17. Expense activity not allowed in repairs and maintenance was reclassified to account 660003 – Supplies. Likewise, unallowable budgets were also reclassified. Finance will follow up with those departments directly impacted by the reclassifications, working to appropriately re-designate the expense account if necessary. Accounting Services will continue to reclassify these unallowable expenses as they occur.
Changes to Account Descriptions
Accounting Services has updated the descriptions for some of our existing account numbers related to maintenance and repair. Please note: Commonly used account 660021 (now Facility Maint & Repair) is now designated for use by the Facilities, Development & Operations (FD&O) service group only. Campus departments will need to select from one of the alternative account codes listed below when classifying maintenance and repair related expenses.
|Account||OLD Description||NEW Description||When to Use|
|660021||Repairs and Maintenance||Facility Maint & Repair||Restricted to maintenance and repair of facilities. Only to be used by FD&O.|
|613809||NEW!||Equipment Contracts Maint & Repair||To record equipment maintenance and repair that is governed by a contract.|
|616803||IT Hardware Maintenance||IT Hardware Maint & Repair||To record all IT hardware maintenance and repair.|
|616804||IT Software Maintenance||IT Software Maint||To record all IT software maintenance.|
|660961||NEW!||Other Maint & Repair||For all other maintenance and repair expense.|
Additionally, FD&O is the only service group authorized to use account numbers in the 607XXX (capital expenditure) range.
Open Purchase Orders
Finance has evaluated open purchase orders, where repairs and maintenance accounts are identified. Again, Finance will communicate directly with departments where changes to open purchase orders may be necessary. We appreciate your patience and partnership during this transition.