2016-17 Account Code Changes
Account Use Changes and Reminders
Changes to account codes for services.
Changes in the definition for the 613001 - Contractual Services object code has impacted the account code campus will use for most services. In the future, most services will be coded as 660003 - Supplies and Services instead of 613001.
Short story: Use 660003 for simple services and 613001 for complex services EXCEPT when there is an account code which more specifically describes the service being procured:
- 660801 - Copier Services
- 616002 - IT Hardware
- 616003 - IT Software
- 660061 - Repairs and Maintenance - Building Maintenance (Facilities and Housing only)
- 660062 - Repairs and Maintenance - Custodial Services (Facilities and Housing only)
- 660063 - Repairs and Maintenance - Utilities Co-Gen ONLY (Housing only)
- 660064 - Repairs and Maintenance - Landscape and Grounds Maintenance (Facilities and Housing only)
- 605006 - Utilities - Hazardous Waste
- See Other Changes below for new specific codes
Is there a need for a specific account 6608xxx for services under the 660003 Object code? CLICK HERE
613001 - Contractual Services vs. 660003 - Supplies and Services: When are they used?
The 613001 - Contractual Services code is for:
- Complex services that may include detailed specifications, issues of risk and long in duration
- An expenditure typically processed by the Contracts Specialist (Gail Dungan)
- An expenditure requiring a formal agreement (Simply: an agreement signed by both parties on the same document.)
- An expenditure typically not generated via requisition / purchase order
- Examples: architect services, construction services, consultant services, etc.
- Services that are simple in nature and short in duration.
- An expenditure requiring an informal agreement initiated by campus user in the form of a requisition. May include a quote.
- Examples: minor equipment repair services, web production services, etc.
The definition change has resulted in the movement/change of account codes for Counseling Services, Honorariums, and Guest Lecture/Speaker. The new codes (effective 7/1/2017) will be:
- 660803 - Counseling Services (old code: 613830)
- 660809 - Honorariums (old code: 613840)
- 660810 - Guest Lecture/Speaker (old code: 613850)