IT Account Codes

IT Account Codes

IT Account Code Aid

diagram

Software

20202 Software Perpetual User License (Under $100,000)
Expenditures for perpetual software license under the capitalization threshold of $100,000.  Software name/title is required in invoice document text. Off the shelf software purchased or downloaded which can be used in perpetuity.  Operating systems, applications, and mobile applications.  For fixed period software subscriptions, custom developed software or software that includes a service, use account 24103 Software Subscription.  For employee reimbursements use account 28994. 

24203 Software Subscriptions/Lic, Svcs Fixed Period
Software subscriptions 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 (Over $100,000)
Software over $100,000.  Software name/title is required in invoice document text. For purchases from proprietary funds see A8221 Software over $100,000 Proprietary.

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  (Under $5,000/unit)
Expenditures for computers and perpherals under $5,000/unit. Includes desktop PCs, monitors, keyboards, laptops, tablets, displays.  For smart phones use Telephone 22001.  For video equipment, cameras, projectors, etc. use 20115 Audio/Video Equipment and Supplies.

20203 Printers/Parts/Toner (Under $5,000/unit)
Expenditures for printers, printer parts toner and other printer supplies (Under $5,000).

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

20204 IT Related Parts and Supplies
Expenditures for Information Technology related parts and supplies (Under $5,000 per unit). Includes hard drives, video cards, memory, cables, and portable media (USB drives) etc.  For non-IT electronic supplies see 20112 Electronic Supplies (non-computer).

40106 IT Hardware/Equipment (Over $5,000/unit)
Expenditures for IT hardware over $5,000/unit.  Includes servers and network equipment, etc.  For purchases from proprietary funds see A8016 - IT Equipment.

A8016 IT Hardware/Equipment (Over $5,000/unit)
Expenditures for IT hardware over $5,000/unit.  Includes servers and network equipment, etc.  For purchases from non-proprietary funds see 40106 IT Hardware/Equipment.

Services (Tax Reportable)

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 peresonnel, 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.

23504 IT Equip Maint/Repair
Expenditures 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
Expenditures for operating leases of all IT equipment.

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

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.