IT Account Codes

IT Account Codes

IT Account Code Aid

diagram

Software

20202 Software Perpetual User License <$100,000
Expenses for perpetual (no end date) software license (under $100,000/unit). Software name/title is required in invoice document text. Includes off the shelf software purchased or downloaded which can be used in perpetuity. Also includes operating systems, applications, and mobile applications. For fixed period software subscriptions, custom developed software, or software that includes a service, use account 24203 Software Subscr/Lic,Svcs-Fixed Term. For employee reimbursements use account 28994. 

24203 Software Subscriptions/Lic, Svcs Fixed Period
Software subscriptions and licenses that allow use for a limited duration. Custom developed software. Software that includes the provision of a service, for example cloud services and domain name registration. Software name/title is required in invoice document text.

40812 Software >$100,000
Software over $100,000. Software name/title is required in invoice document text. For purchases from proprietary funds see A8221 Computer Software.

A8221 Software (Over $100,000) Proprietary
Software over $100,000. Software name/title is required in invoice document text. For purchases from non-proprietary funds see 40812 Software (Over $100,000).

Hardware

20201 Computer and IT Peripherals <$5,000
Expenses for computers and peripherals (under $5,000/unit). Includes desktop PCs, keyboards, laptops, tablets, monitors and displays. For smart phones use 22001 Telephone. For video equipment, cameras, projectors, etc. use 20115 Audio/Video Equipment and Supplies.  For IT related parts and supplies use account code 20204.

20203 Printers/Copiers<5K ea/Parts/Toner
Expenses for printers, copiers and MFD's (multi-function devices), including printer parts, toner, and other printer supplies (under $5,000/unit). 

20215 IT Network Equipment <$5,000
Expenses for network equipment; servers, routers, switches etc. (under $5,000/unit).

20204 IT Related Parts and Supplies
Expenses for information technology (IT) related parts and supplies (under $5,000/unit). Includes hard drives, video cards, memory, cables, portable media (USB drives), etc. For non-IT electronic supplies see 20112 Electronic Supplies (Non-Computer).  

20115 Audio/Video Equipment and Supplies
Expenses for cameras, video recorders, sound systems, video displays, projectors, etc. (under $5,000/unit).

40106 IT Hardware/Equipment >$5,000
Expenses for IT hardware over $5,000/unit.  Includes IT related hardware such as servers, network equipment, printers, copiers and MFD's (multi-function devices), and classroom technology, such as projectors etc.  For purchases from proprietary funds see A8016 - IT Hardware/Equipment Over $5000/ea.

A8016 IT Hardware/Equipment >$5,000 Proprietary
Expenses for IT hardware over $5,000/unit.  Includes IT related hardware such as servers, network equipment, printers, copiers and MFD's (multi-function devices), and classroom technology, such as projectors etc.  For purchases from non-proprietary funds see 40106 IT Hardware/Equipment Over $5000/ea.

Services (Tax Reportable)

24527 IT Related Services
Expenditures for Information Technology related personnel services provided on a contractual basis by a commercial firm (not university employees).

23504 IT Equip Maint/Repair
Expenses for repair and servicing of IT equipment including computers and printers. For purchase of parts, use account 20204 IT Related Parts and Supplies.

24102 IT Equipment Rentals
Expenditures for use/rental of all IT equipment and accessories.

24202 IT Equipment Leases
Expenses for operating leases of all IT equipment, including printers, copiers and MFD's (multi-function devices).

22016 Communications Network Access Chg
Data networks, internet access, and related computer communications charges. This code differs from 22010, which is for telephone circuit, or line, charges. For employee reimbursements use account 28994 Reimb S&S Exp To Employee.

22030 Video and Teleconference Fees
Costs directly associated with conducting teleconferences via telephone or video communications.

23513 IT Software Maintenance and Support Services
Payments to a vendor for software maintenance and support services. Software name/title is required in invoice document text.

23514 IT Hardware Maintenance Contracts
Expenditures for Information Technology hardware maintenance covered by maintenance contracts. Contract services are generally performed by non-institutional personnel, either as individuals or as a representative of a commercial firm.This code covers expenditures for maintenance contract materials and outside labor billed on the same invoice.