Financial Administration
Class Code Manual - Other Service Codes
The University of Wisconsin System
SERVICE - Other Class Codes
- Postage stamps, postal cards, stamped envelopes, metered mail, special delivery, registered mail, parcel post, postal express, bulk mailing services, campus mail services, annual mailing fees, including these services purchased in foreign countries, etc. For freight shipments by common carriers, refer to Code 3230. For postage meter rental, use Code 3182.
3062 - ADVERTISING AND OFFICIAL NOTICES
- All payments to newspapers, magazines, advertising agencies, radio stations, television stations, etc., for promotional advertising, ads for employment of personnel, displays, mailing lists and publication of an official notice, including procurement inquiries and construction bids.
- All payments for cold water and sewage service. Do not charge hot water for heating or potable water.
- Subscriptions to newspapers, other periodicals and cable TV services. For subscriptions that are permanent additions to libraries, use appropriate code in the 49xx series. The subscription must be in the name of the institution.
- Membership dues in associations and organizations.Refer to FAP - Memberships (F34) for policy guidance.
3341 - DATA/WORD PROCESSING SERVICES - PRIVATE VENDORS
Include Social Security #/Tax Identification # for payments to individuals,
sole proprietorships or partnerships)
- Cost of work performed by private contractors or vendors who provide keypunch service or data processing service; the cost for use of central processing units on a time-shared basis; the cost of hookups with central information systems, tape cleaning, microfilm and microfiche services. For consulting services, refer to Codes 3016 and 3018.
3342 - DATA/WORD PROCESSING SERVICES - STATE AND
UNIVERSITY DEPARTMENTS
- All data/word processing services performed by state and university departments, including data processing machine time, keypunching, collating, verifying, interpreting, sorting, programming, microfilm and microfiche, subscription mail and electronic mail, etc.
3350 - SERVICES - INTERNAL - GENERAL
- Use for services and related supplies purchased internally from a state or UW department or another institution for which there is no other specific class code. Include technical or specialized services provided by internal service departments (e.g., Animal Care Unit, Physical Plant, Cartographic Lab, System Administration Cooperative Services chargebacks, Soil Analysis Lab, WHA TV and Radio, State Records Center, Management Institute, etc.). Examples of situations where 3350 should not be used include: office and lab supplies (3500) purchased from Stores; printing and duplicating services (3865) purchased from a duplicating center; and data processing services (3342) purchased from a data processing center. The selling department/institution must use Code 3960(or a revenue code if an auxiliary enterprise) regardless of whether or not they are a traditional "service" unit such as Stores, Soil Analysis Lab, etc. Services of an employment nature should be handled in accordance with FAP - Inter-institutional Financial Transactions (F18) using the IIA format and appropriate codes. For patient care costs, refer to Codes 3220 and 3224.
3580-3589 - RESALE MATERIALS AND SERVICES
- All materials, services and supplies purchased externally to be resold, including postage, telephone service, cigarettes, alcoholic beverages, candy bars, pop, milk, seeds, etc., and materials processed for sale. For food purchased for meal preparation or meals purchased from internal or external vendors, use Code 3592.
3592 - FOOD AND FOOD SERVICE CONTRACTS
- All expenditures for food requiring further processing used in meal preparation or meals purchased from external or internal vendors. Include board for housefellows, resident assistants and resident directors. Include meals for food service evaluators, UW athletes, Headstart, Champ and Upward Bound participants not on travel status. Also include food for child care centers, recreational, social and nonbusiness activities. For meals billed to the UW applicable to UW-sponsored meetings, conferences, workshops, etc., or for orientation expenses, refer to Codes 3662 and 3663.
3662 - MEETING/CONFERENCE EXPENSES
- Cost of meals, lodging, refreshment break and other expenses incurred in hosting a meeting, conference, seminar, orientation session, reception, etc. These charges are usually billed on invoices from hotels, restaurants or travel agencies and airlines. Refer to Code 2110 for nonovernight meal costs which are reimbursed to an employe. For costs in connection with educational programs, such as continuing education/extension programs, Code 3663 may be used. For registration fees paid to enable an employe to attend such events, use the appropriate travel code.
3663 - EDUCATIONAL PROGRAM COSTS
- Cost of meals, beverages, transportation, lodging, tours, admission fees, including incidental costs for rental of equipment, space, etc., directly associated with educational programs such as continuing education/extension programs where the costs are included in the registration fee.