Expense Code Definitions

4253

COST OF GOODS SOLD - Cost of items purchased for resale (i.e., sweatshirts, tapes, CD’s)

4321

FUNDRAISING EVENT EXPENSES - An event put on solely to raise money for the University  (e.g. Golf Tournament, Dinner for which people pay to attend etc.)

5000

ADVERTISING - Newspaper, radio or TV ads for a program or University related event. Does not include job recruitment ads.

5050

SCHOLARSHIP / FELLOWSHIP AWARDS (payable to individual) - Any financial aid given directly to a student. (Most institutions require payment directly to the institution – if in doubt Please verify in advance)

5053

STUDENT AWARDS (payable to individual) – cost of awards given directly to student in recognition of a particular achievement

5054

TRANSFER - SCHOLARSHIP / FELLOWSHIP (payable to USM institution) - Transferring money from your USM Foundation account to a State for payment of a Scholarship/Fellowship.

5057

DIRECT ASSISTANCE - Charitable assistance to individuals (other than scholarship, fellowships, awards, and travel grants)

5150

BUILDING REPAIR & RENOVATION / MAINTENANCE – costs of building repair and maintenance expenses and cost of building/grounds maintenance contracts. Capitalized costs, if applicable, will be transferred to the appropriate fixed asset account by the USM Foundation staff.

5200

U.S. CONFERENCE / SEMINAR - registration fee for attending a conference / seminar within the U.S.

5201

NON-U.S. CONFERENCE / SEMINAR - registration fee for attending a conference / seminar in a foreign country

5300

POSTAGE - Stamps, Federal Express, overnight mail, etc.

5400

DUES / MEMBERSHIPS - Payments to join outside organizations.

5454

CAMPUS SPONSORED CONFERENCE / SEMINAR – Expenses for putting on a conference by the University - either at the University or another location.

5455

CAMPUS SPONSORED CONFERENCE / SEMINAR TRAVEL EXPENSE - Travel expenses for anyone who attended as an invited guest or speaker.

5458

GRANTS TO RELATED ORGANIZATIONS - Grants to other related non-profit 501 (c)(3) organizations

5459

LAB SERVICES / SUPPLIES - Supplies or services used only in a Lab

5464

EDUCATIONAL SUPPLIES - Books & other such resource materials used for classroom activities or research.

5555

 

EQUIPMENT RENTAL – costs for equipment rental including rental contracts

5560

EQUIPMENT PURCHASE – costs of all equipment purchases. Capitalized purchases will be transferred to the appropriate fixed asset account by the USM Foundation staff.

5561

EQUIPMENT REPAIRS & MAINTENANCE - costs of all equipment repairs and maintenance including maintenance contracts. Capitalized costs, if applicable, will be transferred to the appropriate fixed asset account by the USM Foundation staff.

5570

SOFTWARE – PURCHASE / LEASE / MAINTENANCE – costs for the purchase, lease, or maintenance of computer software including on-going maintenance and lease contracts. Capitalized purchases will be transferred to the appropriate fixed asset account by the USM Foundation staff

5700

LEGAL FEES - Payments to attorneys.

5750

OFFICE SUPPLIES – self explanatory

5765

VISITOR PARKING PERMIT – cost for a guest's parking on campus or an off-site location. This is for visitors only. Parking reimbursements for faculty and staff should be charged to travel.

5800

ROOM / SPACE / OFFICE RENTAL - Payment for use of off-site facilities NOT related to a conference/seminar, meetings, or fundraising events.

5900

PRINTING / REPRODUCTION – All costs related to a printed piece including expenses related to editorial content and design services. Also expenses related to reproduction: i.e., copies of photos, news articles, copies of videos, etc.

5910

BOOKS / PRINTED MATERIAL / SUBSCRIPTIONS - Self-explanatory

5920

MAILING SERVICE - Payment to a company hired to handle large mailing, zip coding, stuffing envelopes, etc.

5930

ROYALTIES – charges for use of trademarked or copyright protected materials not otherwise classified as conference, meeting, research, or fundraising expense

6000

MEETINGS / ENTERTAINING / MEALS - Lunch, dinner etc. with a visitor, guest speaker, potential donor. 

6005

CAMPUS EVENT FOR STAFF - Food for a STAFF meeting (i.e., Donuts, pizza, etc., taking STAFF to lunch).

6010

PUBLIC RELATIONS / GIFTS  - Flowers, T-shirts, Pins, Trophies, Employee-of-the-Month, etc.  or other non-cash tokens of appreciation, condolence, or congratulations to employees, staff, or outside business associates

6020

TICKETS - COMMUNITY EVENTS – costs of COMMUNITY related event (i.e., Art Shows, Musical/Theater Performances, Athletic Contests, Award or Celebratory Dinners or Events, etc.)

6025

LEGISLATIVE LIAISON ACTIVITIES - costs related to lobbying activities

6030

SPONSORSHIPS - Sponsorship of events for public relations/business development purposes.

6050

RECRUITMENT EXPENSE - Taking a job candidate to dinner, lunch, etc. advertising for a job, search firm expenses, etc.

6052

RELOCATION AND LIVING EXPENSES – reimbursement of relocation and temporary living expenses for faculty or staff that are part of a new employment agreement. Do not use for students on fellowships as those should be charged to Fellowship expenses.

6150

HONORARIUM – Payment for speaker or participant at a conference, etc. for one time only.

6160

OUTSIDE CONSULTANT - Payment to an individual or company for a specific or specialized project.

6170

RESEARCH STUDY - Payment to an individual company or organization for performing a contracted study.

6180

TEMPORARY EMPLOYMENT SERVICES (to Agencies) - Payments to an outside agency for temporary employee

6190

PERFORMANCE AWARDS - NON-STUDENT – awards given to faculty or staff

6200

 

OUTSIDE SERVICES - Payment for contracted services not otherwise classified.

6250

TELEPHONE - Telephone, mobile phone, Fax, teleconferencing charges

6300

USM TRANSFER – OPERATING EXPENSES  (NOT Sponsored Program) - Transfer of funds from the USM Foundation account to a State account for operating expenses.

6310

USM TRANSFER – SALARY  (NOT Sponsored Program) - Transfer of funds from the USM Foundation account to a State account to pay a salary.

6320

USM TRANSFER – BENEFITS  (NOT Sponsored Program) - Transfer of funds from the USM Foundation account to the State account to pay a benefit.

6350

U.S. TRAVEL EXPENSES - Travel expenses within the U.S. including mileage reimbursements, meals, lodging, transportation, etc.

6355

NON-U.S. TRAVEL EXPENSES - Travel expenses outside the U.S. including mileage reimbursements, meals, lodging, transportation, etc.

Our Vision

Our vision is to attract broad resources that transform the USM and its institutions, create a network of advocates to embrace the USM’s role as an educator and economic engine, and to grow a long-term, sustainable culture of philanthropy across the University System of Maryland.

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