G/L ACCOUNTS 7XXXX: Expenses I. DEFINITION OF SELECTED G/L ACCOUNTS Contract Services (non-posting) Consultant Fees

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1 G/L ACCOUNTS 7XXXX: Expenses I. DEFINITION OF SELECTED G/L ACCOUNTS Contract Services (non-posting) Consultant Fees Used to record payments to individuals (non-employees) and to outside organizations for consulting services. Consulting refers to advisory services externally contracted for and provided to Eckerd College by specifically trained and qualified persons. Services provided are of an intellectual nature and include identification of problems, analysis of such problems, and recommendation of solutions Honoraria & Speaker Fees Honoraria fees are token payments to an individual in recognition of a special service or distinguished achievement for which custom or propriety forbids any fixed price to be set. Honoraria services may include, but are not limited to: panel participation, reviewing manuscripts, leading group discussions, lectures and similar services. Not a payment for, but a recognition of, service. Speaker fees are payments to someone who charges a regular and customary charge for speaking Other Contract Services For other miscellaneous services provided to Eckerd College by an individual or organization not covered by another account in the Contract Services group Service Contracts Used for payment to an individual or organization responsible for the performance of work specified in a contract between the service provider and Eckerd College Maintenance Contracts To capture the cost of contracts entered into with a vendor to maintain or provide support for a piece of equipment, software, etc. for a specified period of time Professional Fees Used to record payments made to vendors such as architectural, engineering, or actuarial professionals for services rendered. Page 1 of 6

2 71280 Dues, Memberships & Subscriptions (non-posting) Dues & Memberships Used to capture the cost of dues and memberships paid to professional, scientific, cultural associations and organizations License Fees Includes all fees for licenses including, most notably, software licenses Subscriptions and Periodicals Captures the cost of all subscription fees for various publications and services, including periodical subscriptions Food Services (non-posting) Catering Services Bon Appetit and other caterer s services other than for meal passes Food Expense-Miscellaneous Food, beverages and related items purchased for Eckerd events and offices Meal Plans-Residential Used to record cost of meals for on-campus residents Meals-Special Programs Cost of food and beverages purchased for all classes sponsored by Special Programs Other Expenses (non-posting) Miscellaneous Expense For minimal and infrequent miscellaneous services not classified elsewhere Postage & Freight (non-posting) Postage Expense Used to record all postage expenses including stamps, overnight mailings, bulk mailings, etc Printing & Copying (non-posting) Copier Expense All duplicating and copier charges are posted here. Page 2 of 6

3 71669 Printing Expense Printing charges, including letterhead, envelopes, business cards, and other printed materials are recorded here Professional Development and Training (non-posting) Conference & Meeting Fees Registration fees for employees attending conferences, workshops, training seminars, etc Faculty Development Grants Faculty development funds approved by the Dean of Faculty Professional Dev - Faculty Registration fees for Faculty members attending conferences, workshops, training seminars, etc Professional Dev - Staff Registration fees for Staff members employees attending conferences, workshops, training seminars, etc Promotions (non-posting) Advertising & Billboards Fees paid for newspaper, television, periodical and billboard advertising Major Events All expenses for a single event are charged to this account in order to gather the expenses in one place for ease of tracking total costs Trade Shows & Exhibits Cost of attending trade shows and exhibits such as Chamber of Commerce shows, Home shows, etc Promotional Gifts Promotional items for events and programs Recruiting Expense Staff/Faculty (non-posting) Advertising-Position Vacancies Faculty and staff recruitment advertising Moving Expense Used to record moving expense payments for new employees. Page 3 of 6

4 71760 Search, Travel & Interview Expense All expenses related to recruiting new faculty and staff including search fees, travel costs, etc Recruiting Expense Students (non-posting) Advertising-Student Recruiting Used to record advertising expenses incurred for recruiting students to Eckerd College College Fair Fees Fees associated with attending college fairs, college nights, and other sponsored recruiting events Rental & Lease Expense (non-posting) Equipment Rental Copy machine and other equipment rentals Film Rentals The cost of renting films Rent Expense-Other Miscellaneous one-time or short-term rentals Repairs & Maintenance (non-posting) Equipment Maintenance Used to record charges for maintenance or repair of equipment by outside vendors Supplies & Equipment (non-posting) Small Tools, Equipment & Furniture Expenses for non-consumable small equipment purchases less than the threshold for capitalization of $1,500. Examples are: office chair, filing cabinet, monitor, keyboard, calculator, signs, and any other non-consumable item less than $1, Supplies-Instructional Supplies and materials used in a laboratory or for classroom purposes. Examples: chalk, erasers, audio-visual materials, teaching aids Supplies-Facilities Page 4 of 6

5 Used to capture the cost of supply purchases by the Facilities Department for the buildings and grounds of Eckerd College Supplies-Office Consumable office supplies normally depleted during the year. Examples: paper, toner, pens, pencils, calendars, forms, etc Supplies-Other Supplies that do not fit into the above categories Uniforms & Team Equip Exp Specific to Athletics only. To capture the cost of uniforms and equipment purchased for Athletic team use Travel, Lodging & Entertainment (non-posting) Meals Meals while traveling including room service and all tips Athletic Summer Camps Expense Specific to Athletics only. To cover all costs associated with running the summer camps held each year Lodging Hotel accommodations while traveling including all incidentals charged to the room other than room service and restaurant/bar charges Athletic Recruiting Expenses Specific to Athletics only. To cover all costs associated with the recruitment of student athletes to Eckerd College Athletics Regular Season Game Exp Specific to Athletics only. To capture all travel costs related to regular season athletic contests Athletics Post Season Game Exp Same as except for post-season contests only Travel Used to record the travel costs of college employees including airfares, bus, taxi cabs, limousine charges, parking, mileage reimbursement for local travel, etc Travel-International Studies All travel associated with Eckerd College s winter term trips to foreign countries. Page 5 of 6

6 72180 Travel-Student Recruiting (include Lodging & Meals) All travel costs incurred by Admissions staff while traveling for the purpose of recruiting students to Eckerd College. Page 6 of 6