It is the responsibility of each department head to determine the appropriate account for an expense. The following are guidelines for classifying expenses into proper categories; more specific classifications may be assigned for appropriate accountability.
All expenditures for the direct services of persons who are in the employment of Francis Marion University. Examples include:
- Salaries and Associated Fringes
- Student Wages
Following are the two most commonly used travel classifications:
Travel – Regular: Expenditures by Francis Marion University employees while traveling on official business of the University.
Non-State Employee Travel: Expenditures for non-state employees while traveling during the performance of their services while under contract with the University. Travel paid to students and volunteer workers should be charged to this code as well.
Examples of Travel-Regular and Non-State Employee Travel expenditures include:
- Registration Fee
- Transportation (Airfare, Vehicle Rental, etc.)
Please note that all payments are subject to Travel Policies and Procedures.
Contractual Services Classifications
Following are the most commonly used contractual services classifications:
Entertainment Expenses – Please note that there are new instructions and guidelines for Entertainment expenses and three new entertainment-related expense codes:
- E3840 Student Functions and Events
- E3841 Employee Functions and Events
- E3842 Business Meals and Events
Scroll to page 3 for additional information regarding these codes on the Entertainment Expense Documentation form.
Other Contractual Services – Expenditures for services which involve the use of equipment, materials, or commodities. Examples include:
- Carpeting with Installation
- Consultants and Speakers who are not Francis Marion University employees
- Contracted Lodging or Meals for Groups
- Data Processing Services
- Freight (when not related to a purchase)
- Maintenance Contracts
- Printing – off campus
- Service Calls
Contractual Services – Technology: A classification used to delineate for tracking purposes those Other Contractual Services (see Other Contractual Services definition above) which are related to information technology (technology utilized to create, store, exchange and use information in its various forms) or are related to technology specific to an academic discipline. Examples include:
- Maintenance and Service Contracts on Technology Supplies and Equipment items (computers, printers, digital copiers, etc.)
Following are the most commonly used supply classifications:
Supplies – Expenditures for articles or substances which have specific uses and, when they are applied to their respective uses, are subject to such changes that will consume them or render them unfit for continuous and permanent use. Also to be classified as Supplies Expenses are purchases of articles, parts, or things of a permanent nature which can be used continuously and which cost less than $5,000.00. Items of this nature which cost $5,000.00 or more and meet the Equipment definition should be charged to Equipment (See Equipment explanation which follows). Transportation charges and taxes paid on Supplies are a part of the cost of Supplies and will be classified and charged as such. Examples include:
- Copying Charges
- Educational Supplies
- Janitorial Supplies
- Office Supplies
- Printed Supplies
- Repair Parts
- Equipment Costing Less than $5,000
Supplies-Print Shop: Expense classification for charges for printing items by the University’s Office of Publications and Printing.
Postage Reimbursement: Expense classification for charges for off-campus mailing expenses by the University’s Office of Mail Services.
Supplies-Technology: A classification used to delineate for tracking purposes those Supplies expenditures (see Supplies definition above) which are for information technology (technology utilized to create, store, exchange and use information in its various forms) or for technological supplies specific to an academic discipline. Transportation charges and taxes paid on Supplies are a part of the cost of Supplies and will be classified and charged as such. Examples include:
- Digital Cameras
- Other Multimedia Equipment Costing Less than $5,000
- Other Information Technology Equipment Costing Less than $5,000.00
Utilities – Expenditures relating to heating, cooling, light and power, gas, water, and any other utility necessary for operation of the University. The following examples have individual expenditure codes:
Equipment – Expenditures for movable articles costing $5,000.00 or more and having a life expectancy of more than one year, including the purchase and lease/purchase of data processing equipment. Examples include the following if the item costs $5,000.00 or more:
- Computers and Accessories
- Machines (Movable)
Budget Transfers & Adjustments
Department heads are responsible for maintaining budget integrity. To serve as a planning guide for managing revenues and expenses, budgets are maintained at Francis Marion University as follows:
General Fund Accounts (1-Funds)
If expenses for an individual line item go over budget in a 1-fund account, purchases or payments are not restricted unless the total expenses exceed the total budget of that department, excluding personnel expenses.
Though not required in 1-fund accounts, department heads are encouraged to maintain positive budget balances in individual line items through the budget transfer/adjustment process to assist in planning and budget management efforts.
Other Funds (Unrestricted Designated, Restricted Expendable, etc.)
If expenses for an individual line item exceed the budget for that line item, purchase orders or payments can not be processed until a Budget Transfers/Adjustments form is initiated and processed to correct the negative balance in that line item.
Funds Transferred between Departments and New Awards
Funds transferred between departments require the approval of the donating department head. New awards require the approval of the appropriate Vice President and the President.
Budget Transfers/Adjustments Form
Forms may be obtained from the Office of Financial Services or downloaded and printed at Budget Transfers/Adjustments form (a Microsoft Excel file). Forms should be mailed (by intra-campus mail or email) to the Financial Services Office. Please allow a minimum of one week for processing.
Budget Transfers/Adjustments Form Procedures:
The Department Head:
- Completes Budget Transfers/Adjustments form.
- Obtains transfer approval from department head or individual authorized to approve departmental disbursements.
- Funds transferred between departments – require the approval of the donating department head.
- New awards – require the approval of the appropriate Vice President and the President.
- Forwards the request to the Office of Financial Services via printed form or e-mail.
The Financial Services Office:
- Verifies accuracy of budget codes and amount totals.
- Processes approved Budget Transfers/Adjustments form or notifies requestor of request status.