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Tag Archives: Account Numbers

March 28, 2017

Important Changes to Library Account Numbers

The following five (5) account numbers have been renamed and designated for use only by the University Library.

Account OLD Description NEW Description
608001 Books Books (Library only)
608002 Book Binding Book Binding (Library only)
608003 Library Serials Serials (Library only)
608004 Periodicals Periodicals (Library only)
608005 Subscriptions Subscriptions (Library only)

 

Effective immediately, all campus departments other than library should use one of the following two new accounts for books and subscriptions:

Account Description
660962 Books
660963 Subscriptions

 

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February 8, 2017

Important Changes to Equipment and Furniture Account Numbers

A new account number, 619800 (Furniture/Fixture), has been created and is available in FTS. This new account replaces account 660802 (Equipment Costing < 5000), which will be retired at the end of the 2016/17 fiscal year.

The following equipment accounts have been renamed for clarification:

Account OLD Description NEW Description
619800 N/A Furniture/Fixture
660802 Equipment Costing < 5000 N/A
619001 Other Equipment Equipment – Non Instructional
619002 Instructional Equipment Equipment – Instructional

Account 660802 is no longer available in FTS for use in requisitions, direct payments, employee/student reimbursements and expense transfers. It will remain available for use in Budget Transfers to facilitate appropriate reclassification of budget through May. To reclassify expenses, please contact Finance Support at financeconnect@sjsu.edu for assistance.

Open Purchase Orders

Open purchase orders with encumbrance balances under account 660802 must be spent down by April 1, 2017. If you anticipate the encumbrance to remain beyond April, a change order request must be submitted to Contracts & Purchasing Services. Remaining encumbrances in 660802 at year-end will not carry-forward to the next fiscal year.

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December 5, 2016

Important Changes to Maintenance & Repair Account Numbers

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:

Journal Reclassifications

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.

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