About PTAEO - Expenditure Type
About Expenditure Type
The University's assets, liabilities, revenues, expenses, and fund balances are divided into more specific categories called expenditure types. Examples include: office supplies, tuition, faculty salaries, student receivables and expense accruals. Expenditure types:
- should provide valuable reporting information,
- have regular annual activity, and roll up to the Minor levels which are used for budgeting and reporting purposes, and
- have a unique 6-digit number.
The use of “Miscellaneous” and “Other” expenditure types should be minimized. The Chart of Accounts department can provide additional guidance. Click here to contact us.
Expenditure Type Hierarchy and Numbering
A hierarchy is used to group together similar expenditure types and allow for summary reporting. Below is a table showing the hierarchy levels and some examples.
| Master | Major | Minor | Expend. Type |
|---|---|---|---|
| MS4000 – Income External |
MR4500 – Contributions |
MN4500 – Contributions |
451101 - Contributions |
| MS5000 – Income Internal |
MR5100 – Internally Provided Services |
MN5100 – Internally Provided Services |
510001 – Internal Service Income |
| MS7000 – Salaries & Benefits |
MR7100 – Faculty Compensation |
MN7100 – Faculty Salaries |
711100 – Faculty Salary-Tenured |
| MS8000 – Non Salaries |
MR8200 – Materials & Supplies |
MN8210 – Supplies |
821000 – Supplies-Office |
| MS8000 – Non Salaries |
MR8700 – Travel & Business Expenses |
MN8700 – Travel Expenses |
871020 – Domestic Travel-Lodging |
| MS9600 – Internal Expense Allocation |
MR9645 – University Assessments |
MN9645 – University Assessments |
964802 – Security Assessment |
| MS0300 – Accounts Receivable |
MR0310 – Sponsored Activities Receivable |
MN0311 – G&C Receivables |
031101 – Fed G&C Receivable |
| MS3500 – Fund Transfers & Other Increases / Decreases |
MR3500 – Interfund Transfers |
MN3500 – Interfund Transfers |
351108 – Closeouts & Deficit Funding |
How do I see the ET Hierarchy? – Use the Expenditure Type Locator, also under “Useful Tools” bar at left.
Numbering of expenditure types is “partially intelligent”. This means that users can tell some things about an expenditure type just by looking at the number. When looking at an expenditure type number, what do I know?
- Master group – 4xxxxxx always means External Income, 7xxxxxx always means Salaries and Benefits
- Number for new ET fits in the Minor group – a new ET for supplies should begin with 821xxx
- Moving an ET – number only changes with a new Master
- ET 411201 (Fees) now in Major “Tuition Room & Board” and Master “Income External”; if move to Major “Fees” – stays in same Master, do not renumber
- ET 833615 (CCMT ISP Services) – now in Master “Non Salaries” - if a new Master is created for 9700 Internal Service Providers – goes to new master, need new ET number
Expenditure Type Attributes
Each expenditure type must have:
- a name assigned by COA. Can have up to 30 alphanumeric characters. The first 6 digits are the expenditure type number.
- a start date.
- an A21 allowability and includability flag that specifies whether the expenditure type is allowable and/or includable for federal indirect cost purposes as defined in OMB Circular A-21.
- a fringe benefit flag that indicates whether a salary or wage expenditure type is subject to fringe benefit assessment.
Please click here for additional tools and links for expenditure types.
Expenditure Form
Last Updated: January 30, 2012 (jp).
