SMALL ORDER PROCEDURES
2-1
_________________________________________________________________________________
KLAHOMA STATE UNIVERSITY
DISBURSEMENT TRANSACTION PROCEDURES
TABLE OF CONTENTS
SMALL ORDER PROCEDURES
Section One
General Information
2-2
Section Two
Processing Steps, Examples
2-4
Section Three
Questions and Answers
2-8
Section Four (For Accounting Use Only)
Accounting Review and Processing
Auditing
1099 Expenditure Codes
2-11
APPENDIX
OSU Account Numbers and Associated State
Funding Numbers
2-14
__________________________________________________________________________________________________
OKLAHOMA STATE UNIVERSITY
REVISED 09/13/01
SMALL ORDER PROCEDURES
2-2
_________________________________________________________________________________
GENERAL INFORMATION
The Small Order System is designed for payments to vendors and other claimants for purchases made within certain limits
and restrictions.
1. The Small Order System may be used for purchases of $500, or less, from vendors who do not accept the MasterCard
as a form of payment. The signature on the Small Order invoice will be accepted as verification that the vendor does not
accept the MasterCard credit card when the invoice is sent to Accounting for payment. The Small Order System may also be
used to pay registrations up to $1,000 to vendors who do not accept the MasterCard as a form of payment. Multiple
registrations may be processed on the same Small Order number as long as the per-person price is less than, or equal to,
$1,000. All purchases over this amount must be processed as a requisition (see the Requisition Procedures in this manual).
2. Current University policy does not allow payment for certain types of expenditures. Several examples of non-allowable
or restricted expenditures are listed below:
a. Prepayment of expenses cannot be made through the small order system. The only exceptions to this are
payments for magazine subscriptions and Pike Pass deposits. (Magazine subscription renewals can only be paid up
to 6 weeks prior to the expiration of the subscription.) All other prepayments must be requested through OSU
Purchasing on a requisition form.
b. A department cannot pay for flowers or decorations for state employees, offices or any
personal use. A department may pay, through the Small Order System, for flowers or decorations for use at
student banquets, receptions, and convocations. However, documentation that the event took place will be required.
c. Awards to state employees for job performance, incentives, or longevity cannot be paid through the Small Order
System. The purchase of non-monetary awards shall be processed on a Requisition regardless of amount.
Monetary awards must be processed through the University Payroll System.
d. The purchase of food and food supplies for the instructional, educational, and extension
University are allowable. All food purchases from departments will be
reviewed, including restaurant tickets, grocery store receipts and wholesale outlet invoices.
Certain departments are authorized to purchase food for resale.
purpose of the
e. Travel reimbursement may not be processed through the small order system.
f. Purchases may not be made from the Internet unless the vendor will accept a small order or purchase order
number and provide an invoice meeting University requirements. It may be necessary to fax a small order form for
it to be accepted.
g. Purchases may not be charged to credit cards issued in the name of any University
card has been secured and registered by the Purchasing Department.
Department unless that
h. The state will only pay for institutional memberships; as opposed to individual memberships.
__________________________________________________________________________________________________
OKLAHOMA STATE UNIVERSITY
REVISED 09/13/01
SMALL ORDER PROCEDURES
2-3
_________________________________________________________________________________
3. Each invoice must be submitted individually (even credit memos). Each invoice must meet all the requirements detailed
in these procedures. Invoices attached to other invoices without account information will be returned to the department for
correction. University Accounting cannot assume the information to be the same for a group of invoices; the information
must be written on each invoice.
4. Only original invoices may be processed except under certain circumstances. Copies of invoices will be allowed for
processing only with prior permission from University Accounting or at the request of University Accounting. Copies of
invoices submitted without the original, or past due statements, may be returned to the department. Fax copies of invoices
are permissible only if the necessary information is legible. Invoices should be itemized.
5. Altered invoices are not acceptable. If the invoice provided by vendor is incorrect, it is the vendor’s responsibility to
supply a correct invoice. An exception to this would be for refusal or shortage of merchandise received in a shipment. This
may be noted on the invoice to reflect the reason for an adjusted quantity and/or extended charge. Otherwise, the vendor
should provide a credit memo/invoice. If the vendor does not provide credit memos/invoices but authorizes a credit to an
invoice a notation on the invoice may be made to include: name of person (at vendor) authorizing credit, date authorized, and
amount of credit to be taken.
6. It is each department's responsibility to assure there is accurate information on the invoices submitted for payment. If an
invoice is not prepared properly and accurately, the time spent to correct that invoice delays the processing of all invoices.
Therefore, an invoice submitted with missing or inaccurate information, or that cannot be read by the person auditing the
invoice, may be returned to the department.
__________________________________________________________________________________________________
OKLAHOMA STATE UNIVERSITY
REVISED 09/13/01
SMALL ORDER PROCEDURES
2-4
_________________________________________________________________________________
PROCESSING STEPS
To process an invoice through the small order system, please follow the steps listed below. Certain exceptions and
oddities exist within these procedures; these will be discussed as necessary. All of the information below is required before
an invoice will be processed for payment.
Step 1
Write the intended use of the items purchased on the face of the invoice, especially for invoices containing scientific or
hardware products. It is very difficult for University Accounting to properly classify an expenditure if we cannot tell if an
item is used for maintaining existing equipment, building new equipment, or processing a laboratory experiment. Knowing
the use of the product will also help you assign expenditure codes properly.
Step 2
Assign the invoice a small order number from your list. Small order numbers are assigned by the OSU Purchasing
Department. This may be done either prior to or after the purchase, depending on the circumstances. Be sure the small order
number is written on your records exactly as written on the invoice.
Step 3
Assign the departmental account number you wish the expenditure to be charged against. More than one account number
may be used to pay an invoice; however, if you split accounts be certain to clearly indicate the amount to be paid from each
different account. It is also helpful to indicate which items are to be charged to which account. Be certain the amounts
assigned to all accounts equal the total amount of the invoice. An example of a properly completed invoice with split
accounts is given in Appendix 3.
Step 4
Assign the appropriate expenditure subcode and object code to the account number. Listings of expenditure subcodes and
object codes are attached to this document as Appendix 1. More than one subcode or object code may be (and commonly
are) appropriate for the numerous items on an invoice. If codes are split, be sure to clearly indicate which amounts equal the
total amount of the invoice. More discussion on expenditure codes may be found in the "question" section of this manual.
An example of an invoice with split expenditure codes is shown in Appendix 3.
Step 5
Assign the state funding code that corresponds with your departmental account number. If an invoice is split between two
accounts, assign the appropriate state funding code to each account number. A listing of current state funding codes is
attached to this document as Appendix 2. Be certain that the funding code is correct for your departmental account number.
An invoice with a mis-matched account number and state funding code will be returned to the department for correction,
delaying processing.
Step 6
Be certain the vendor's Federal Identification Number (FEI) is either printed on the invoice by the company or written on by
the department. If the FEI number is not printed on the invoice, the department should contact the vendor to obtain it. More
complete discussion of FEI numbers follows in the "question" section. An invoice submitted without an FEI number will be
returned to your department for correction, delaying processing. Be certain the FEI number is clearly labeled before you
submit the invoice.
*****NOTE:
A Determination of Independent Contractor Status (DICS) form must accompany
each invoice for an individual or Company using a Social Security Number.
__________________________________________________________________________________________________
OKLAHOMA STATE UNIVERSITY
REVISED 09/13/01
SMALL ORDER PROCEDURES
2-5
_________________________________________________________________________________
Step 7
The amount to be paid should be highlighted and legible. This amount should not include any sales tax, finance charge or
late payment fees. Oklahoma State University is a state agency and is exempt from Oklahoma state sales tax. Finance
charges or late payment fees cannot be paid through the small order system. Payments of this type are restricted by the State
Finance Office and must be processed through OSU Purchasing Department for verification and approval.
Step 8
The invoice must be signed by a person who has been given authority to approve payments by the department head. This
signature must be on file in the University Accounting office. Also, the name and phone number of the person processing
the invoice would be helpful if University Accounting needs to make contact concerning problems with the invoice.
Step 9
The following information on the invoice must be highlighted and legible:
a.
vendor name
b.
vendor FEI
c.
remittance address
d.
small order number
e.
departmental account number, expenditure subcode, and object code
f.
appropriate state funding code
g.
invoice date and invoice number, if appropriate
h.
amount to be paid (if the invoice is paid from more than one account or subcode
highlight the amount to be paid from each.
*****NOTE:
THE PROPER ACCOUNT STRUCTURE IS AS FOLLOWS:
XX
X
XXXXX XXXX
XXXX
CAMPUS CODE-LEDGER-ACCOUNT-SUBCODE-OBJECT CODE
Step 10
Make one 8.5 X 11 copy of the invoice and staple it to the original. Be sure the required information is on the copy. Do not
attach more than one original invoice (or credit memo) together; there is a chance one will not be noticed during processing.
Step 11
Double check the accuracy and the completeness of the information listed on the invoice. If you are satisfied the information
is accurate, mail or deliver the invoice(s) to University Accounting, 304 Whitehurst.
__________________________________________________________________________________________________
OKLAHOMA STATE UNIVERSITY
REVISED 09/13/01
SMALL ORDER PROCEDURES
2-6
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SMALL ORDER INVOICE EXAMPLE 1
CHIPS AHOY, INC
123 VOUGHT PLACE
TULSA, OK 74146
(918)844-8899
SOLD TO:
OKLAHOMA STATE UNIVERSITY
DR. JOE WILLIAMS
310 WHITEHURST HALL
STILLWATER, OK 74078
STOCK NO
780921
836122
DESCRIPTION/SERIAL NO.
MM-45 COMPUTER CHIP
MOUSE
INVOICE#:
INVOICE DATE:
QUANTITY
2
1
54321
7/23/99
PRICE
AMOUNT
120.00
240.00
45.00
45.00
SUB TOTAL
SALES TAX
TOTAL AMOUNT
285.00
19.95
304.95
TERMS: DUE IN 10 DAYS: PAST DUE IN 30 DAYS FROM INVOICE DATE
OSU#
ST FD#
AO#
FEI#
REMIT
ADDRESS
DATE
INV#
AMOUNT
SIGNATURE
AA-1-16788-3540-3324
290-010-009916
45572
73-0687777
CHIPS AHOY, INC
123 VOIGHT PLACE
TULSA, OK 74146
7/23/99
54321
45.00
AA-123456-3540-3324
290-010-009915
240.00
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OKLAHOMA STATE UNIVERSITY
REVISED
09/13/01
SMALL ORDER PROCEDURES
2-7
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SMALL ORDER INVOICE EXAMPLE 2
CHIPS AHOY, INC
123 VOUGHT PLACE
TULSA, OK 74146
(918)344-8899
FEI# 73-0687777
PLEASE REMIT TO:
PO BOX 76801
TULSA, OK 74149
SOLD TO:
OKLAHOMA STATE UNIVERSITY
DR. JOE WILLIAMS
310 WHITEHURST HALL
STILLWATER, OK 74078
STOCK NO
780921
836122
DESCRIPTION/SERIAL NO.
MM-45 COMPUTER CHIP
MOUSE
INVOICE#:
INVOICE DATE:
QUANTITY
2
1
54321
7/23/99
PRICE
AMOUNT
120.00
240.00
45.00
45.00
SUB TOTAL
SALES TAX
TOTAL AMOUNT
285.00
19.95
304.95
TERMS: DUE IN 10 DAYS: PAST DUE IN 30 DAYS FROM INVOICE DATE
INFO ON ORIGINAL INVOICE
OSU#
ST FD#
AO#
FEI#
REMIT
ADDRESS
DATE
INV#
AMOUNT
SIGNATURE
AA-1-35400-3540-3324
290-010-009911
45572
73-0687777
CHIPS AHOY, INC
PO BOX 76801
TULSA, OK 74149
7/23/99
54321
45.00
INFO ON COPIED INVOICE
AA-5-12345-3540-3324
430-010-009921
45572
73-0687777
CHIPS AHOY, INC
PO BOX 76801
TULSA, OK 74149
7/23/99
54321
240.00
***SPLIT PAYMENT WITH DIFFERENT FUNDING -- Make copy of invoice and put required information
on each invoice with the proper amount to be paid. Also write that the difference is being submitted
on another invoice.
__________________________________________________________________________________________________
OKLAHOMA STATE UNIVERSITY
REVISED
09/13/01
SMALL ORDER PROCEDURES
2-8
__________________________________________________________________________________
QUESTIONS
Question: What happens to an invoice after I submit it to be processed through the small order
system?
When an invoice is received in the University Accounting office it is stamped by date, then
separated by campus code for processing. The invoice is audited for completeness and accuracy of
information needed by the accounting system. If an invoice does not contain all of the necessary
information, or if it has incorrect information, it will be returned to the department for further processing.
If the invoice does contain complete, accurate information, it is then batched with similar invoices for data
entry. The information on the invoice is entered into the OSU computerized accounting system. An
electronic feed is created and sent to State Finance Offices for processing.
The invoices are paid by what the state calls a warrant. When the warrants are printed, they are
returned to University Accounting. The warrant is then verified against the claim, and processed for
mailing. A minimum of 7 days after receipt of the invoice in University Accounting should be allowed for
payments processed through the Office of State Finance. New vendors will take more time due to
processing time to add them to Purchasing and the State’s CORE database. No payment can be processed
until the vendor is added to these databases.
If, at any verification stage throughout the process, an error is found in the information on the
invoice, the invoice is resubmitted to the beginning processing stage. This is the reason for delays in
payment caused by incorrect or incomplete information.
Invoices submitted by some departments also must be processed by the fiscal department of their
college. All invoices on ledger 5 accounts must also be approved by Grants and Contracts before they may
be processed by accounting, these include any food or equipment purchases.
Question: Why is the FEI number so important?
In the University and state accounting systems, the FEI number is required. The FEI number is
obtained by the vendor from the Internal Revenue Service. All invoices with the same FEI are grouped
together into one payment by the university. A correct FEI number is necessary for the processing of
1099’s. Incorrect FEI number per vendor name will cause penalties to the University. An incorrect FEI
number will cause a payment to be sent to the wrong address or even the wrong company if not caught in
one of the audit procedures in the Accounting department.
Question: How do I find a company's FEI number?
A majority of larger companies have the FEI number printed on their invoice; in this case, all you
need to do is highlight the number. If the FEI number is not printed on the invoice, they usually have a
telephone number on the invoice where you can call. If you have to call a company for an FEI number, be
sure to file it in your permanent records for future reference.
Many small companies and sole proprietors will tell you they do not have an FEI number. For
these types of businesses, the FEI number is the owner's Social Security number.
Most agencies of the State of Oklahoma will all have the same FEI number, which is the same as
OSU's tax exempt number. Most federal agencies have separate FEI numbers. Foreign companies doing
business in the United State must have an FEI number . If you have questions regarding a company’s FEI
number and cannot find it any other way, OSU Purchasing Department may have it on file.
The best method of being sure you have a company's FEI number is to ask them when the order is
placed. Keep a file in your office of FEI numbers for vendors you buy merchandise from.
Question: While checking payments against my FBM's, I've noticed that Accounting has changed
several subcodes. Why?
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OKLAHOMA STATE UNIVERSITY
REVISED
09/13/01
SMALL ORDER PROCEDURES
2-9
__________________________________________________________________________________
The expenditure subcode assigned by the department is set up to categorize an expenditure.
University Accounting assigns an additional expenditure code that is more restrictive. The code assigned
by the accounting department must match the subcode assigned by the department. There are times when
the type of expense does not support the subcode assigned by the department therefore; the subcode is
changed by Accounting to match the more restrictive code assigned by us. One of the most common
mistakes is made by classifying services rendered as supplies. Many times, an invoice contains both
supplies and services. The department must separate these expenses by splitting subcodes or code it all as
services. Other common examples are classifying freight as postage (Federal Express), classifying
equipment as supplies and classifying a duplicating expense as a supplies expense. Each financial assistant
needs to be familiar with the various subcodes. Please contact University Accounting and we will assist
you in making the determination of an appropriate subcode.
Question: Why are we required to make one copy of each invoice?
One copy is required because the claims produced by OSU have two parts. One part is is filed in
the University Accounting office and one must be available to send with the remittance to the vendor.
University Accounting attaches the original invoice to its part of the claim and the copy of the invoice to
the vendor's part of the claim. Also, on small invoices such as Consumers IGA, AAA Office Supply, and
Federal Express, attaching the invoice to a full size paper helps prevent them from being overlooked in the
volume of invoices received. These smaller invoices are easily overlooked in envelopes, or they become
attached to the back of another invoice. Attaching a small invoice to an 8.5 X 11 paper before copying also
gives you the room to neatly add the information required for the invoice to be processed. Examples are
attached as Appendix 3.
Question: A company will not ship goods until payment is received. How can we order from them?
According to Article 10, Section 5 of the Oklahoma Constitution, neither the state nor its agencies
may prepay expenses. Most companies dealing with OSU will accept a purchase order in lieu of payment
before shipping.
Question: How do I determine the fiscal budget year?
The accounting department must process all payments using the accrual basis of accounting.
Payment must be paid in the year of the purchase. Also, Accounting will hold all invoices starting a fiscal
year till the fiscal start for the same reason. For example, if a department purchases a desk in June of 2005
(FY05) but submits the invoice in July 2005 (FY06), the purchase of the desk is still a FY05 expenditure
and will come from that year's budget. There is no legal way to "get around" this part of the accounting
system. Holding invoices to try to get them paid from another year's budget only delays processing of the
payment. It will not change the fiscal year budget the expense is paid from.
Question: I received a past-due notice/statement from a vendor. What should I do?
If a vendor has called you, do not forward the call to University Accounting. The vendor usually
will not have all of the necessary information for us to help track a payment.
First, check your records. Was the original invoice processed by your department? If your
records show the invoice has been processed, retrieve your copy of the invoice from you file. Call
University Accounting only if you are prepared to give the following information form the invoice:
small order number, vendor name and FEI number, the account number the invoice is to be paid from, the
invoice number and date, and the amount of the invoice.
If our records show the invoice has not been paid, you will be asked to submit a copy of the
invoice prepared under normal procedures. Use the same information as used on the original document.
REMEMBER, STATEMENTS OR PAST DUE INVOICES CANNOT BE PROCESSED
THROUGH THE SMALL ORDER SYSTEM!
__________________________________________________________________________________________________
OKLAHOMA STATE UNIVERSITY
REVISED
09/13/01
SMALL ORDER PROCEDURES
2 - 10
__________________________________________________________________________________
ACCOUNTING REVIEW AND PROCESSING
AUDIT OF SMALL ORDER INVOICES
Step 1
Invoices should be separated by campus code, and alphabetized before you receive them. Keep them in
this order.
Step 2
Be certain the following items are highlighted and legible:
-Vendor name
-Remittance address
-Vendor/Federal Employer ID # (or social security number)
-Invoice date
-Invoice number
-Small Order number (must be in form AXXXXXX)
-OSU account number
-State funding code
-Amount to be paid
OSU Account Number format
XX
X
XXXXX XXXX
XXXX
(Campus Code) (Ledger) (Account) (Subcode) (Object code)
State Funding Code format
XXX
XXX
00XXXX
(Fund)
(Agency) (Account #)
If any of the above information is missing, you have several options as to action available to you. First,
you may return the invoice. Second, you may contact the person who prepared the invoice and ask for the
additional information. Third, you may correct the information yourself.
Note: The most common error is a missing Federal Employer Identification number.
Step 3
Determine what has been purchased (office supplies, magazine, etc.).
Step 4
Determine if the object code assigned matches the description of purchase as provided on the list of
expenditure subcodes and state expenditure codes found in the Appendix of this manual.
Also, make certain the object code chosen can be paired with the chosen expenditure code.
Step 5
If the object code is not appropriate or missing, assign the correct code. You may change the object code
of any invoice unless it is charged to a ledger 5 account. Note: Changing object codes without advising the
department may cause problems for the department when they are trying to reconcile their monthly reports.
Be sensitive to this fact.
Step 6
__________________________________________________________________________________________________
OKLAHOMA STATE UNIVERSITY
REVISED
09/13/01
SMALL ORDER PROCEDURES
2 - 11
__________________________________________________________________________________
Be certain the state funding code is appropriate for the OSU account number provided. The Appendix of
this manual provides a listing of account numbers and associated state funding numbers.
Step 7
Under no circumstances may an invoice over $500.00 be processed as a small order for ledgers 1, 4, and 5.
These invoices should be returned to the department.
Step 8
Specific items charged to ledger 5 accounts must be pre-approved by Grants and Contracts. They are:
-All equipment purchases
-Food
-Memberships
-Tuition/fees
-Subcontracts
If you receive an invoice that has not been reviewed by Grants and Contracts, place the invoice in the
Grants and Contracts distribution box at the front of the University Accounting office.
Step 9
Invoices for certain ledger 2 and 3 accounts must be reviewed by Accounting Services prior to being
processed by University Accounting. Accounting Services periodically provides a "List of Current
Accounts". Any invoice with an account number found on this list must be forwarded to Accounting
Services. The most current list can be found at the end of this section.
Step 10
Batch the invoices for data entry.
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OKLAHOMA STATE UNIVERSITY
REVISED
09/13/01
SMALL ORDER PROCEDURES
2 - 12
__________________________________________________________________________________
Expenditure Codes for 1099 Reporting
Always “1099 Reportable”:
Codes
1501
1570
3729
5316
5317
Professional Services – Legal Services
Professional Services - Medical
Lab Testing
Legal Settlements
Royalties (OU and OSU)
“1099 Reportable” Subject to Incorporation Status:
Codes
15XX
3115
3116
3117
3119
3211
3212
3213
3214
3215
3216
3217
3219
3311
3312
3313
3314
3315
4511
4711
4712
4721
5214
Professional Services
Printing & Binding Contracts
Advertising
Information Service (Excluding Subscriptions)
Exhibitions, Shows and Special Events
Rent of Office Space
Rent of Land
Rent of Other Building Space
Rent of Equipment
Rent of Telecommuncations Equipment
Rent of Electronic Data Processing Equipment
Rent of Data Processing Software
Other Rents – P.O.Box, Books, Films, Etc.
Maintenance & Repair – Buildings & Grounds
Maintenance & Repair – Equipment
Maintenance & Repair – Telecommunications Equipment
Maintenance & Repair – Data Processing Equipment
Maintenance & Repair – Data Processing Software
Land Improvements (Land Commission)
Highway & Bridge Construction – Contractual
Maintenance & Repair – Highways & Bridges
Major Maintenance & Renovation – Bridges
Incentive Awards
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OKLAHOMA STATE UNIVERSITY
REVISED
09/13/01
SMALL ORDER PROCEDURES
2 - 13
__________________________________________________________________________________
ACCOUNT NUMBERS AND ASSOCIATED STATE FUNDING NUMBERS
CAMPUS CODE AA
(OSU-MAIN CAMPUS)
OSU ACCOUNT NUMBER
STATE FUNDING
NUMBER
ACTIVITY CATEGORY
CAMPUS CODE
FUND
AGENCY
ACCOUNT
Institutional Support
AA
00FY16
Student Services
AA
00FY15
Institutional Support
AA
00FY16
Fellowships/Scholarships
AA
00FY18
Institutional Support
AA
00FY16
Instruction
AA
00FY11
Academic Support
AA
00FY14
Research
AA
00FY12
Public Service
AA
00FY13
Academic Support
AA
00FY14
Overhead and Maintenance
AA
00FY17
Stores and Services
AA
00FY10
Agency Special
AA
00FY10
Sponsored Programs
AA
00FY21
Agency Special
AA
00FY10
University Organizations
AA
00FY10
LEDGER
DEPT
1
1XXXX
290
010
1
20XXX-23XXX
290
010
1
24XXX-28XXX
290
010
1
29000-29799
290
010
1
298XX-299XX
290
010
1
3XXXX
290
010
1
4XXXX
290
010
1
5XXXX
290
010
1
6XXXX
290
010
1
7XXXX
290
010
1
8XXXX
290
010
2
XXXXX
701
010
3
XXXXX
701
010
5
XXXXX
430
010
6
XXXXX
701
010
9
XXXXX
701
010
CAMPUS CODE AB
(AG EXPERIMENTAL STATION)
OSU ACCOUNT NUMBER
STATE FUNDING
NUMBER
ACTIVITY CATEGORY
CAMPUS CODE
FUND
AGENCY
ACCOUNT
Research
AB
00FY12
Stores and Services
AB
00FY10
Agency Special
AB
00FY10
Federal Appropriations &
AB
00FY21
Station Sales
Sponsored Programs
AB
00FY21
Agency Special
AB
00FY10
LEDGER
DEPT
1
XXXXX
290
011
2
XXXXX
701
010
3
XXXXX
701
010
4
XXXXX
430
011
5
XXXXX
430
011
6
XXXXX
701
010
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OKLAHOMA STATE UNIVERSITY
REVISED
09/13/01
SMALL ORDER PROCEDURES
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__________________________________________________________________________________
University Organizations
00FY10
AB
9
XXXXX
FY =Last two digits of the fiscal year (Example:
701
010
2005 = 05)
__________________________________________________________________________________________________
OKLAHOMA STATE UNIVERSITY
REVISED
09/13/01
SMALL ORDER PROCEDURES
2 - 15
__________________________________________________________________________________
ACCOUNT NUMBERS AND ASSOCIATED STATE FUNDING NUMBERS
CAMPUS CODE AC
(AG COOP EXTENSION DIV. )
OSU ACCOUNT NUMBER
STATE FUNDING
NUMBER
ACTIVITY CATEGORY
CAMPUS CODE
FUND
AGENCY
ACCOUNT
Public Service
AC
00FY13
Stores and Services
AC
00FY10
Agency Special
AC
00FY10
Federal Appropriations
AC
00FY21
Sponsored Programs
AC
00FY21
Agency Special
AC
00FY10
University Organizations
AC
00FY10
LEDGER
DEPT
1
XXXXX
290
012
2
XXXXX
701
010
3
XXXXX
701
010
4
XXXXX
430
012
5
XXXXX
430
012
6
XXXXX
701
010
9
XXXXX
701
010
CAMPUS CODE AD
(OSU-OKMULGEE )
OSU ACCOUNT NUMBER
STATE FUNDING
NUMBER
ACTIVITY CATEGORY
CAMPUS CODE
FUND
AGENCY
ACCOUNT
Institutional Support
AD
00FY16
Student Services
AD
00FY15
Institutional Support
AD
00FY16
Fellowships/Scholarships
AD
00FY18
Institutional Support
AD
00FY16
Instruction
AD
00FY11
Academic Support
AD
00FY14
Academic Support
AD
00FY14
Overhead and Maintenance
AD
00FY17
Stores and Services
AD
00FY10
Agency Special
AD
00FY10
Sponsored Programs
AD
00FY21
Agency Special
AD
00FY10
University Organizations
AD
00FY10
LEDGER
DEPT
1
1XXXX
290
013
1
20XXX-23XXX
290
013
1
24XXX-28XXX
290
013
1
29000-29799
290
013
1
298XX-299XX
290
013
1
3XXXX
290
013
1
4XXXX
290
013
1
7XXXX
290
013
1
8XXXX
290
013
2
XXXXX
701
010
3
XXXXX
701
010
5
XXXXX
430
013
6
XXXXX
701
010
9
XXXXX
701
010
FY =Last two digits of the fiscal year (Example:
2005 = 05)
__________________________________________________________________________________________________
OKLAHOMA STATE UNIVERSITY
REVISED
09/13/01
SMALL ORDER PROCEDURES
2 - 16
__________________________________________________________________________________
ACCOUNT NUMBERS AND ASSOCIATED STATE FUNDING NUMBERS
CAMPUS CODE AE
(OSU-VET MED)
OSU ACCOUNT NUMBER
STATE
FUNDING NUMBER
ACTIVITY CATEGORY
CAMPUS CODE
ACCOUNT
Institutional Support
AE
00FY16
Student Services
AE
00FY15
Institutional Support
AE
00FY16
Instruction
AE
00FY11
Academic Support
AE
00FY14
Research
AE
00FY12
Public Service
AE
00FY13
Academic Support
AE
00FY14
Overhead and Maintenance
AE
00FY17
Stores and Services
AE
00FY10
Agency Special
AE
00FY10
Sponsored Programs
AE
00FY21
Agency Special
AE
00FY10
University Organizations
AE
00FY10
LEDGER
DEPT
FUND AGENCY
1
1XXXX
290
014
1
20XXX-23XXX
290
014
1
24XXX-29XXX
290
014
1
3XXXX
290
014
1
4XXXX
290
014
1
5XXXX
290
014
1
6XXXX
290
014
1
7XXXX
290
014
1
8XXXX
290
014
2
XXXXX
701
010
3
XXXXX
701
010
5
XXXXX
430
014
6
XXXXX
701
010
9
XXXXX
701
010
CAMPUS CODE AF
(OSU-OKC)
OSU ACCOUNT NUMBER
STATE FUNDING NUMBER
ACTIVITY CATEGORY
CAMPUS CODE
FUND
AGENCY
ACCOUNT
Institutional Support
AF
00FY16
Student Services
AF
00FY15
Institutional Support
AF
00FY16
Instruction
AF
00FY11
Academic Support
AF
00FY14
Academic Support
AF
00FY14
Overhead and Maintenance
AF
00FY17
Stores and Services
AF
00FY10
LEDGER
DEPT
1
1XXXX
290
015
1
20XXX-23XXX
290
015
1
24XXX-29XXX
290
015
1
3XXXX
290
015
1
4XXXX
290
015
1
7XXXX
290
015
1
8XXXX
290
015
2
XXXXX
701
010
__________________________________________________________________________________________________
OKLAHOMA STATE UNIVERSITY
REVISED
09/13/01
SMALL ORDER PROCEDURES
2 - 17
__________________________________________________________________________________
Agency Special
00FY10
Sponsored Programs
00FY21
Agency Special
00FY10
University Organizations
00FY10
AF
3
XXXXX
701
010
AF
5
XXXXX
430
015
AF
6
XXXXX
701
010
AF
9
XXXXX
701
010
FY =Last two digits of the fiscal year (Example:
2005 = 05)
__________________________________________________________________________________________________
OKLAHOMA STATE UNIVERSITY
REVISED
09/13/01
SMALL ORDER PROCEDURES
2 - 18
__________________________________________________________________________________
ACCOUNT NUMBERS AND ASSOCIATED STATE FUNDING NUMBERS
CAMPUS CODE AG
(OSU-COM)
OSU ACCOUNT NUMBER
STATE
FUNDING NUMBER
ACTIVITY CATEGORY
FUND
AGENCY
Institutional Support
00FY16
Student Services
00FY15
Institutional Support
00FY16
Fellowships/Scholarships
00FY18
Institutional Support
00FY16
Instruction
00FY11
Academic Support
00FY14
Research
00FY12
Public Service
00FY13
Academic Support
00FY14
Overhead and Maintenance
00FY17
Stores and Services
00FY10
Agency Special
00FY10
Sponsored Programs
00FY21
Agency Special
00FY10
University Organizations
00FY10
CAMPUS CODE
ACCOUNT
AG
1
LEDGER
DEPT
1XXXX-19XXX
290
773
AG
1
20XXX-23XXX
290
773
AG
1
24XXX-28XXX
290
773
AG
1
29000-29799
290
773
AG
1
298XX-299XX
290
773
AG
1
3XXXX
290
773
AG
1
4XXXX
290
773
AG
1
5XXXX
290
773
AG
1
6XXXX
290
773
AG
1
7XXXX
290
773
AG
1
8XXXX
290
773
AG
2
XXXXX
701
010
AG
3
XXXXX
701
010
AG
5
XXXXX
430
773
AG
6
XXXXX
701
010
AG
9
XXXXX
701
010
CAMPUS CODE AJ
(OSU-TULSA)
OSU ACCOUNT NUMBER
STATE FUNDING
NUMBER
ACTIVITY CATEGORY
CAMPUS CODE
ACCOUNT
Institutional Support
AJ
00FY16
Student Services
AJ
00FY15
Institutional Support
AJ
00FY16
Instruction
AJ
00FY11
Public Service
AJ
00FY13
Academic Support
AJ
00FY14
LEDGER
DEPT
FUND AGENCY
1
1XXXX
290
016
1
20XXX-23XXX
290
016
1
24XXX-28XXX
290
016
1
3XXXX
290
016
1
6XXXX
290
016
1
7XXXX
290
016
__________________________________________________________________________________________________
OKLAHOMA STATE UNIVERSITY
REVISED
09/13/01
SMALL ORDER PROCEDURES
2 - 19
__________________________________________________________________________________
Overhead and Maintenance
00FY17
Stores and Services
00FY10
Agency Special
00FY10
Sponsored Programs
00FY21
AJ
1
8XXXX
290
016
AJ
2
XXXXX
701
010
AJ
3
XXXXX
701
010
AJ
5
XXXXX
430
016
FY = Last two digits of the fiscal year (Example: 2005 = 05)
__________________________________________________________________________________________________
OKLAHOMA STATE UNIVERSITY
REVISED
09/13/01