Hospitality and Entertainment-Related Object Codes

http://utsa.edu/financialaffairs/opguidelines/2.6.4.html#object

I. Accounting Object Codes

All expenditures must be coded correctly for reporting purposes. The following object codes are associated with this guideline. It is the account administrator’s responsibility for assuring the accuracy of our corporate reporting by selecting the correct object code when approving VP2 or other purchasing related documents.

Code Description
1327 Business Meetings: Cost of food, beverages and related expenses for business meetings, luncheons and dinners, to include faculty and staff retreats, recruitment functions and similar activities at which university business is conducted.

1323 Official Occasions: Cost of food, beverages, catering charges, room rental and related expenditures associated with official occasions. The event hosted is normally associated with development activities or ceremonies of importance to the campus. This would include employee recognition and morale building events (but not awards or gifts).

1324 Meal, Refreshments, and Expenses for Conferences, Workshops and Seminars: Cost of food, beverages and related expenses associated with conferences, workshops, seminars, etc. This object code should not be used for speaker expenses or participant support fees. Training sessions for university employees should use this code.

1302 Social Club Dues: Cost of President/Provost approved individual social memberships & business related club dues, such as Rotary.

1309 Official Student Occasions: Cost of food, beverages, catering charges, room rental and related expenditures associated with student official occasions.

1329 Flowers Others - Individuals: Cost of flowers not associated with UTSA funded event, e.g. to honor the deceased.

1415 Food for Education & Research must NEVER be used for the above expenditures. This code is used to denote food used in teaching or research as part of an experiment, study or instructional demonstration. In such instances, a BEF is not required.

Travel-Related Object Codes

http://utsa.edu/financialaffairs/opguidelines/0109.html#travelAccounting

3. Object Codes

Travel Destination/Type Code Description
In-State 1201 Public transportation fares

1202 Mileage
1204 Actual Expenses - Overnight travel
1205 Incidental Expenses (taxes, tips, gas, phone/fax calls, shipping charges, postage)
1206 Meals & Lodging not to exceed maximum per diem
Out-of-State 1221 Public Transportation Fares (bus, taxi, subway, car rental, shuttle, etc.)
1222 Mileage
1224 Actual Expenses - Overnight Travel
1225 Incidental Expenses (taxes, tips, gas, phone/fax calls, shipping charges, postage)
1226 Meals & Lodging not to exceed locality-based allowance
1265 Student Non-Employee
1275 Registration Fees-Employee Training
International 1240 All international travel (airfare, meals, lodging, tips, taxes, etc.)
Athletics 1250 Team Travel
1251 General Travel
1252 Recruitment of prospective student athletes.
Non-employee/Non Student/Participant 1260 Non-Employee/Non-Student/Participant (No 1099).
1261 Non-Resident Alien-Non-Employee/Non-Student/Participant
Prospective Undergraduate Student 1523 Recruitment of prospective students, excluding athletic recruitment and graduate student recruitment.
Prospective Employee, Prospective Graduate Student 1270 Recruitment of prospective graduate students and prospective employees.


Bob Miller
Associate Director of Student Affairs Budget
Office of the Vice President for Student Affairs
Bob.Miller@utsa.edu.