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To assist you in determining the proper expenditure sub code to assign to an item entered in your procurement card (p-card) transactions and to eliminate the more common coding errors, the valid expenditure sub codes are listed below with a brief description and examples of items that should be assigned a particular code. The Departmental Code Manager should always complete the p-card transaction notes field in addition to assigning the proper expenditure code in order for the transaction auditor to be able to verify the proper expenditure code has been assigned.

Parent Object Code: 4700 Contractual Services

4725 Contractual Services Not Elsewhere Classified - Services including labor as well as all replacement parts where labor is performed in-house or by an external vendor (example: refill/remanufactured toner cartridges); includes registration fees for a conference or workshop, subscriptions, advertisements in publications, student travel, equipment repair and computer software. Does not include services related to telecommunication equipment, expenditure code 5375.

Parent Object Code: 4300 Travel - EMPLOYEES ONLY

4386 Out-of-State Travel - payments to a vendor for airline tickets, lodging, rental car, shuttle, taxi and parking for trips outside the state of Illinois. Meals may not be charged on the p-card. (Description should include "who", "what", "when", "where" and "why".)

4346 In-State Travel - payments to a vendor for airline tickets, lodging, rental car, shuttle, taxi and parking for trips within the state of Illinois. Meals may not be charged on the p-card. (Description should include "who", "what", "when", "where" and "why".)

Parent Object Code: 4500 Commodities

4627 Chemicals - Chemical purchases no matter their usage, i.e. lab, household, grounds, etc.

4536 Commodities Not Elsewhere Classified - Consumable supplies. (New toner cartridges costing over $100 are coded "commodities"). Not for use with purchase of telecommunications supplies.

4542 Equipment Under $100 Not Elsewhere Classified - Non-consumable supplies, including individual equipment items costing less than $100. Not for use with purchase of telecommunications supplies.

Parent Object Code: 4400 Equipment

4423 Equipment Not Elsewhere Classified - Limited to individual equipment items costing at least $100 but less than $3500. Items exceeding $3500 require a purchase requisition. Memory upgrades (for specific equipment) would also be coded as equipment. Not used to code purchase of telecommunication equipment; see 5375 (below). Equipment transaction custom field must be filled in in PaymentNet.

Parent Object Code: 5300 Telecommunications

5377 Telecommunications - Telecommunication Equipment All communications related equipment. Examples include a fax machine, a modem, and pagers to be used specifically in communication applications.

5379 Telecommunications - Telecommunication Parts and Supplies
All communications related consumable supplies. Examples include toner cartridges, and the purchase of consumable supplies to be used specifically in communication applications.

5375 Telecommunications - Telecommunication Services - Not Elsewhere Classified.
All communications related services. Examples include repair of a fax machine, toner cartridges, installation of a modem, and rental of pagers to be used specifically in communication applications.

Parent Object Code: 6700 Auxiliary Merchandise for Resale

6715 Resale - Commodities Not Elsewhere Classified - Consumable supplies for resale.

6730 Resale - Equipment Under $100 Not Elsewhere Classified - Non-consumable supplies for resale, including individual equipment items costing less than $100.

6727 Resale - Equipment Not Elsewhere Classified - Limited to individual equipment items costing at least $100 but less than $1000. Items exceeding $1000 require a purchase requisition. Memory upgrades (for specific equipment) would also be coded as equipment.

Parent Object Code: 5100 Operation of Automobile (for use by Transportation ONLY)

5123 Repair & Maintenance, Auto Equipment (for use by Transportation ONLY)

5120 Auto Expenses, NEC (for use by Transportation ONLY)

Any questions related to the assignment of the proper expenditure code to a p-card transaction may be directed to either:
#1) Candice Stoverink in Administrative Accounting by phone at extension 5018 or by email at cstover@siue.edu;
#2) Kathryn Holden in Purchasing at extension 3912 or by email at kholden@siue.edu; or
#3) Starla Nixon, Credit Card Administrator (in Purchasing) by phone at extension 3257 or by email at snixon@siue.edu.

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