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Budget information coding is required on all MassArt forms that result in the expenditures of funds. These forms include Purchase Requisition Forms, Service Requisition Forms, Payment Request Forms, Travel Authorization Forms and Travel Expense Vouchers.
The budget information is actually a general ledger (GL) number in the College's accounting system.
An example of this Budget Information is 21-CST-1000-5-EEE01
In this example, the Budget Information components represent the following:
| 21 |
Fund - 21 is operating budget, 26 is SGA, 31is PCE. |
| CST |
Account - CST is operating budget, SGA is Student Govt., PCE is Continuing Ed. |
| 1000 |
Department - 1000 is President's Office, 2000 is Student Dev., 3000 is Academic Affairs. |
| 5 |
GL Class - The only one you need to know is 5 is expenditures. |
| EEE01 |
Expense Code - EEE01 is office supplies, see expenditure reference guide. |
Attached is The Guide to Most Commonly Used Expense Codes
This Budget Information is required on all forms that result in the expenditure of funds to ensure that the proper budgets are charged and the information in MassArt's accounting system is accurate.