Does your unit incur expenses for food, beverages, business meals, catering services, or other similar purchases? If so, keep the following points in mind to ensure expenses are recorded to the correct account code, which is required for compliance with state financial reporting requirements.
- Food Supplies (124300): Purchases of consumable food supplies for official university business should be charged to account code 124300, Food Supplies. Examples include:
- Bagels, donuts, coffee, snacks, or any other type of prepackaged refreshments purchased from the shelves of a grocery store.
- Food items purchased from a bakery which did not require a special order.
- Business Meals (142500): Business meals should be charged to account code 142500, Business Meal – Payment to Vendor. Examples include:
- Meals with business associates, university guests, donors, or professional colleagues where university business is discussed.
- Boxed lunches delivered by a local sandwich shop (or any other kind of food which requires a special order to be placed) for a required business meeting held over the lunch hour.
- Catering Services (142520): Catering services from either an external vendor or a university unit should be charged to account code 142520, Catering Services – Payment to Vendor. Examples include:
- Professional catering services (such as plated dinner service) provided by an external caterer for an official university event.
- A catered meal provided by a university catering department for an official university event.
- Interviewee Meals (141850): Payments to a vendor (such as a restaurant, café, or cafeteria) for the purchase of a meal during a job interview with a prospective employee should be charged to account code 141850, Interviewee Expense – Payment to Vendor. Example:
- Payment to a restaurant for the cost of a meal shared by a university employee and the job candidate during the interview process.
- Purchase of Goods for Resale (187100): Purchases of food or beverages for resale purposes as a part of a self-supporting operation should be charged to account code 187100, Purchase of Goods for Resale. Examples include:
- Food and beverages purchased for resale purposes at a university cafeteria.
- Food and beverages purchased for resale purposes at a university event (such as drinks or snacks purchased for resale at a performing arts center event).
- Scientific & Laboratory Supplies (124000): Purchases of food used for university research purposes (as opposed to human consumption) should be charged to account code 124000, Scientific and Laboratory Supplies. Examples include:
- Food items purchased specifically for research purposes.
- Food purchased to feed laboratory animals held for research purposes.
Contact
If you have any questions, search for “Account Codes” in the Business and Finance Who to Ask list to locate the appropriate subject matter experts.
