Each department head is responsible for determining the appropriate account number for an expense. The following are general classifications; there may be more specific classifications assigned for appropriate accountability.
All expenses for the direct services of persons who are in the employment of Francis Marion University. Examples include salaries, fringes, and student wages.
Common travel classifications include Travel – Regular and Non-State Employee travel. Travel-Regular is broken down into specific codes for in-state and out-of-state registration and other expenses. The University uses a collection of codes to record lodging, meals, mileage, registration fees, and transportation costs (airfare, vehicle rental, etc.). All payments are subject to the University’s Travel Policies and Procedures.
- Travel – Regular: includes expenses by University employees while traveling on official business of the University.
- Non-State Employee Travel: includes expenses for non-state employees when traveling during the performance of their services while under contract with the University including travel paid to students and volunteer workers.
Contractual Services Classifications – common contractual services classifications include:
- Other Contractual Services– expenses for services which involve the use of equipment, materials, or commodities. Examples include advertising, carpeting with installation, consultants and speakers who are not University employees, contracted group lodging or group meals, information technology services, freight (when not related to a purchase), maintenance contracts, printing (off campus), repairs, and service calls.
- Contractual Services – Technology: A classification for tracking purposes for services 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, copiers, etc.).
- Entertainment Expenses – entertainment expenses are classified into the following categories (Student Functions and Events, Employee Functions and Events, Business Meals and Events, and Athletic Recruiting Meals and Events). An Entertainment Expense Documentation form must accompany all payment requests.
Supply Classifications – commonly supply classifications include:
- Supplies – Expenses 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, 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 as noted below). Transportation charges and taxes paid on Supplies are a part of the cost of Supplies. Examples of supplies expenses include copying charges, supplies (educational, janitorial, office, etc.), printed supplies, repair parts and equipment costing less than $5,000.
- Supplies-Print Shop:expense classification for printing performed by FMU Office Services.
- Postage Reimbursement: expense classification for charges for off-campus mailing expenses performed by FMU Mail Services.
- Supplies-Technology:A classification to delineate for tracking purposes supplies expenditures 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 computers, printers, cameras, software, and other multimedia or information technology equipment costing less than $5,000.
- Utilities– Utility expenses necessary for the operation of the University including electricity, fuel, gas, telephone, and water.
- 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 information technology equipment. Examples include computer systems, furniture, and movable machines costing $5,000.00 or more.
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 department, purchases or payments are not restricted. Purchases are restricted if total expenses exceed the total budget for the department, excluding personnel expenses. Though not required in 1-fund departments, 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 cannot be processed until a Budget Transfers/Adjustments form is initiated and processed to correct the negative balance in that line item.
Budget Transfers/Adjustments Procedures:
- FMU employee completes the Budget Transfers/Adjustments form and obtains transfer approval from department head/individual with disbursement authority.
- Budget Transfer Forms may be obtained from the Office of Financial Services or downloaded and printed at Budget Transfers/Adjustments form (a Microsoft Excel file).
- Note: The donating department head must approve funds transferred between departments.
- Note: The appropriate Vice President and the President must approve new awards.
- FMU employee forwards the Budget Transfer Form to the Office of Financial Services via printed form or e-mail (please allow a minimum of one week for processing).
- The Financial Services Office verifies accuracy of budget codes and amount totals and either processes the approved Budget Transfers/Adjustments form or notifies requestor of request status.