Account Definitions
This is a list of accounts commonly used by departments for non-salary expenses. If you need to use an account that is not listed in the Preferences section of Financial Transaction Services, please contact Finance Support at financeconnect@sjsu.edu or 408-924-1558.
| Account | Description | Type | Comments |
|---|---|---|---|
| 604001 | Telephone Usage | Communications | Usage charges for SJSU telephones. |
| 604002 | Computer Networks | Communications | Network connection charges for SJSU telephones. |
| 604090 | Other Communications | Communications | Charges for purchasing, moving, or changing SJSU telephones. |
| 605001 | Electricity | Utilities | |
| 605002 | Gas | Utilities | |
| 605003 | Oil | Utilities | |
| 605004 | Water | Utilities | |
| 605005 | Sewage | Utilities | |
| 605006 | Hazardous Waste | Utilities | |
| 605090 | Other Utilities | ||
| 606001 | Travel in State | Travel | All expenses related to travel (plane ticket, rental car, conference registration fees, food, hotel, etc.) for trips within California, where the main purpose of the meeting or activity is communication or gathering information. See account 660009 for training costs. |
| 606002 | Travel Out of State | Travel | Same as 606001, but for trips outside California. |
| 606800 | Travel International | Travel | Same as 606001 but for trips outside the United States. |
| 606804 | Food and Store | Supplies | To record expenses associated with food purchased from a supermarket or general store. |
| 607022 | Design Fee Pre-Constrtn (FD&O) | Construction | |
| 607031 | Cap Constructn Contract (FD&O) | Construction | |
| 607032 | Constructn Management (FD&O) | Construction | |
| 607033 | Cap Construction Other (FD&O) | Construction | |
| 607034 | Design Fee Constrtn Ph (FD&O) | Construction | |
| 607041 | Contingency (FD&O) | Construction | |
| 608001 | Books (Library only) |
Library Material | To record the cost of books purchased specifically for the campus library. |
| 608002 | Book Binding (Library only) | Library Material | To record the cost of book binding services rendered by vendors for texts to be placed in the campus library, including student theses. |
| 608003 | Serials (Library only) |
Library Material | To record the cost of publications issued in successive parts, generally annually and purchased specifically for the campus library. |
| 608004 | Periodicals (Library only) | Library material | To record the cost of publications issued daily, weekly, monthly or quarterly, purchased specifically for the campus library. |
| 608005 | Subscriptions (Library only) | Library Material | To record the cost of license fees to access reference materials electronically and other electronic databases with scholarly content for the campus library. |
| 609001 | SEOP Grant Program Financial Aid | Financial Aid | |
| 609002 | State University Grant | Financial Aid | |
| 609003 | State Grants - Other | Financial Aid | |
| 609005 | Othr Std Scholarships/Grant | Financial Aid | |
| 609809 | State Fin Aid Grant - PY | Financial Aid | |
| 610001 | Federal Financial Aid | Financial Aid | |
| 610002 | Fed Fin Aid Loan Disbursement | Financial Aid | |
| 612001 | State Pro Rata Charges | State Charges | |
| 613001 | Contractual Services | Contractual Services | All services including independent contractors, consultants (except IT consultants - see account 616800), service agreements and maintenance contracts. |
| 613800 | Medical Services | Health | Medical care provided by the Student Wellness Center. |
| 613801 | UPD Security | Security | Security provided by the University Police Department for special events. |
| 613802 | FD&O Services | Facilities | Services provided by Facilities Development & Operations. |
| 613803 | Housing Rental Charges | Rent | Rent for rooms provided by University Housing Services. |
| 613804 | UPD Fingerprinting | Fingerprinting | Fingerprinting (Live Scan) provided by the University Police Department. |
| 613805 | Disability Services | Interpreter | Interpreter services provided by the Accessible Education Center. |
| 613806 | Traffic and Parking Services | Parking | Shuttle services provided by Parking Services. |
| 613809 | Equip Contracts Maint & Repair | Repairs and Maintenance | To record equipment maintenance and repair that is governed by an agreement. |
| 616002 | IT Hardware | Information Technology | All computer equipment and peripherals. Includes maintenance contracts and hardware repairs. Does not include supplies related to computing, such as paper or toner. |
| 616003 | IT Software | Information Technology | All computer software, including upgrade and support costs. |
| 616004 | IT Infrastructure | Information Technology | Underlying framework, such as wiring between buildings, that supports computers and is long-lived. |
| 616005 | Misc. IT Costs | Information Technology | Includes misc. IT services, such as data processing and imaging. |
| 616800 | IT Consultants | Information Technology | |
| 616801 | IT Training | Information Technology Same as 660009, but for IT-related training. | |
| 616802 | IT Services | Information Technology | |
| 616803 | IT Hardware Maint & Repair | Information Technology | To record all IT hardware maintenance and repair. |
| 616804 | IT Software Maint | Information Technology | To record all IT software maintenance. |
| 619001 | Equipment - Non Instructional | Equipment | All non-computer equipment, regardless of cost. |
| 619002 | Equipment - Instructional | Equipment | All non-computer equipment regardless of cost, related to instruction. |
| 619800 | Furniture/Fixture | Furniture/Fixture | |
| 660001 | Postage and Freight | Postage | Postage charges, in most cases charged by Distribution Services. |
| 660002 | Printing | Printing | All printing and duplicating costs, whether charged by an SJSU service center or an outside company. Includes design charges associated with publications. |
| 660003 | Supplies & Services | Supplies | Consumable supplies such as office supplies and books. Services are ones that are simple in nature and short in duration. |
| 660006 | Interest on Bonds and Notes | Debt | |
| 660007 | Principal on Bonds and Notes | Debt | |
| 660008 | Interest Charges - Other | Interest Expense | All interest expenses other than interest on bonds and notes - see 660006. |
| 660009 | Training & Professional Development | Training | Training costs and all related expenses, including travel (except IT-related training - see account 616801), where the main purpose of the meeting or activity is developing the skills and abilities of the employee. See 606001 for travel costs not related to training. |
| 660010 | Insurance Expense | Risk | Claims paid by SJSU and charged back to departments. |
| 660017 | Advertising | Advertising | Advertising in media. See 660002 for promotional publications. See 660042 for job ads. |
| 660019 | Litigation Cost | Legal Expense | |
| 660020 | Interest Penalty | Interest Expense | Internal interest charge due to negative cash balance in the fund. |
| 660041 | Space Rental | Space Rental | |
| 660042 | Recruitment and Employee Relocation | Recruitment | All costs that are primarily for recruitment, including job ads, travel and relocation.
Note: Program Chartfield values 104, 105 and 106 can also be used to identify faculty, administrative and student recruitment, respectively. |
| 660043 | Accreditation Expense | Accreditation | All costs that are primarily for accreditation, including travel, printing and contractual services. |
| 660045 | Student Union Return Surplus | Budget Allocation | |
| 660061 | R&M - BLDG Maintenance (FD&O) | Repairs and Maintenance | |
| 660062 | R&M - Custodial Service (FD&O) | Repairs and Maintenance | |
| 660063 | R&M - Utilities (Co-Gen only) | Repairs and Maintenance | |
| 660064 | R&M - Landscape | Repairs and Maintenance&Ground (FD&O) | |
| 660800 | Membership Due | Membership Fees | |
| 660803/660808 Copier Program Copiers | Costs of maintaining and replacing copiers furnished by Contracts & Procurement Services. | ||
| 660807 | Workers Compensation Premiums | Workers Comp | |
| 660867 | Default Loan Princ-Assigned | Loan | |
| 660897 | Adm Allow-High Educ | Admin Allowance | |
| 660898 | BUS & FIN Services | Admin Fee | Administration Services fee. |
| 660901 | UPD Security Fee | UPD | |
| 660903 | Parking Permit Charges | Parking | Permits for parking on campus. |
| 660904 | Food Catering Services | Catering Services | All food catering services, regardless of vendors. |
| 660905 | Merchant's Credit Card Fee | Credit Card Charges | |
| 660961 | Other Maint & Repair | Repairs and Maintenance | For all other maintenance and repair expense. |
| 660962 | Books | Supplies | To record the cost of books purchased for departments (not for the campus library). |
| 660963 | Subscriptions | Supplies | To record the cost of licenses purchased for departments (not for the campus library). |
| 660990 | Guest Speaker | Services | To record the cost of having an individual (a non-CSU employee) speak about their profession or demonstrate their art at an event. |
| 690003 | GF Payroll Allocat/Expenditure | Payroll |
