Financial Services – Budget Policies

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.

Personal Services

All expenses for the direct services of persons who are in the employment of Francis Marion University. Examples include salaries, fringes, and student wages.

Travel Classifications

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.