66xxxx: Plant and Equipment Acquisitions to be Capitalized

Search G/L Accts:

I. GENERAL

Plant and equipment refers to tangible property that has an estimated life of at least two years. If the cost of an item is $5,000 or more, it is capital property and should be charged to this series of G/L accounts.

If the item has an estimated life of at least two years, but costs less than $5,000, charge a G/L account in the 67xxxx, Plant and Equipment - Minor Acquisitions series.

For further information on Duke's capitalization policy, refer to GAP 200.050, Plant & Equipment Capitalization. Any further questions should be directed to the Director of Plant Accounting.

II. G/L ACCOUNT DEFINITIONS

660100 Land (Valid For: DUHS, Univ)
This G/L account SHOULD be charged with:
  • the purchase price of land, including any buildings acquired with the land that is not intended for use.
  • expenditures for demolishing any buildings which were acquired with land to make the land available for new construction or other use. Any salvage value resulting from the sale of such buildings and related building facilities should be credited to this G/L account.
  • the cost of perpetual easements or rights of way.
  • fees for surveys, title searches, geological opinions, contamination testing, legal, and other expert services incidental to the acquisition of land which is purchased on the basis of such data or services.
  • expenditures for the initial clearing and grading of land (see exclusions listed below).

This G/L account SHOULD NOT be charged with:

  • expenditures relating to the disposal of refuse (charge appropriate expense G/L account).
  • fees for surveys, title searches, etc., applicable to land which was NOT purchased (charge appropriate expense G/L account).
  • the cost of easements or rights of way which are limited as to time (charge appropriate G/L account for deferred charges).
  • expenditures for initial landscaping, including initial seeding and top soil, initial sodding, trees and shrubs, and artificial lakes and dams (charge G/L account 660200).
  • expenditures (net of any salvage value received) for demolishing a building or structure because it is a nuisance or to remove the facility from the property tax roll (charge appropriate expense G/L account).
660200 Land Improvements (Valid For: DUHS, Univ)
This G/L account SHOULD be charged with the first cost of the following:
  • roads, sidewalks, bridges, tunnels, trestles, parking lots, guard railings, etc. intended for pedestrian, vehicle or storage use; also, the first cost of metal standards, poles, brackets, fixtures and wiring for outside lighting of these facilities.
  • fences, including lighting fixtures and wiring which are an integral part thereof.
  • applicable architectural engineering, drafting and other expert services; and the cost of clearing, excavating, filling and grading applicable to the construction of facilities charged to this G/L account.
  • expenditures for initial landscaping - including initial seeding and top soil; initial sodding, trees and shrubs; and artificial lakes, dams, dikes and retaining walls.
This G/L account SHOULD NOT be charged with the following:
  • expenditures for reseeding or resodding (charge G/L account 680200).
  • expenditures for repairing or repaving roads, sidewalks, etc. (charge G/L account 680200).
  • bridges, tunnels, trestles and ducts used exclusively in connection with outside piping and wiring system (charge G/L account 662400).
  • expenditures for parking apparatus such as ticket gates (charge G/L account 662100).
  • expenditures under $5,000 (charge G/L account 670200).

BUILDINGS

The expenditures for these G/L accounts must meet the capital criteria for fixed assets as outlined in GAP 200.050, Plant & Equipment Capitalization. These accounts should be charged with the first cost of basic building structures including: building foundations, outside walls (or siding), sub-flooring, rough ceilings, interior walls of a load-bearing character, roofs (excluding coverings), elevator shafts, stairs and railings, and other such integral or structural components. These G/L accounts should also be charged with applicable cost of building permits, architectural engineering, drafting and other expert services attributable to the construction of the building; the cost of clearing, excavating, demolishing previously utilized buildings (net of any salvage value received), filling and grading attributable to the construction; and extraordinary costs which are an inherent construction risk, such as rock blasting, piling, etc.

661000 Building Shell (Valid For: DUHS, Univ)
Includes the following Category Types of building construction:

CATEGORY I

Construction in which bearing walls, column beams, floor and roof deck are of non-combustible material and are protected so as to have a fire resistance not less than Type I construction as specified by the N.C. State Building Code. Exterior walls are a minimum of 12" thick and are of solid stone material. See Note A below.

CATEGORY II

This type construction is the same as Type I except exterior walls are precast stucco panels with metal studs and gypsum wallboard back up. See Note A below.

CATEGORY III

Construction in which the exterior bearing and non-bearing walls and partitions, floors, and roofs and their supports are wholly or partly of wood. The exterior finish of the outside walls is brick veneer. See Note A below.

CATEGORY IV

This type of construction is the same as CATEGORY III except the exterior finish of the outside wall is wood or metal. See Note A below.

CATEGORY V

Greenhouses, tool sheds, fuel storage facilities, etc. See Note A below.

CATEGORY VI

This type construction is the same as Category I except exterior walls are a minimum of 12" thick of solid brick, brick and concrete masonry units or precast concrete panels with either metal stud and gypsum wallboard back up or concrete masonry units back-up. See Note A below.

CATEGORY VII

Construction in which the exterior bearing and non-bearing walls and bearing partition of interior walls are of non-combustible material and have fire resistance not less than Type V construction as specified by the N.C. State Building Code. Floor, roof and criteria framing are wholly or partly of wood. See Note A below.

NOTE A: The Building G/L accounts above SHOULD NOT be charged with the following:

  1. extraordinary cost incidental to the erection of a building, such as those due to strike, flood, fire or other casualty (charge appropriate expense G/L account).
  2. cost of incomplete construction that is subsequently abandoned, including cost of demolition of such partially completed construction and related clean up.
  3. expenditures for demolishing a building or structure or removing the facility from the property tax roll (charge appropriate G/L account).
661200 Reinforced Concrete and Brick, Fireproof (Valid For: Closed)
661300 Reinforced Concrete and Brick, Non-Fireproof (Valid For: Closed)
661400 Frame (Valid For: Closed)
661600 Masonry Fire Proof (Valid For: Closed)
662100 Building Service Machinery & Equipment (Valid For: DUHS, Univ)
This G/L account should be charged with the first cost of building service machinery and equipment (including foundations and installation) required for general building occupancy, including the cost of related architectural engineering, drafting, and other expert services. Items charged to this G/L account include:
  • elevators, including functionally related equipment which is essential to their operation.
  • heating, ventilating and air conditioning equipment, including peripheral equipment.
  • electrical machinery and equipment used for the generation, conversion, transmission and distribution of electrical energy.
  • parking apparatus.
662200 Other Building Facilities (Valid For: DUHS, Univ)
This G/L account SHOULD be charged with the first cost of general building appurtenances. This account should also be charged with the related cost of architectural engineering, drafting, and other expert services. Items charged to this G/L account include:
  • finish ceiling, including soundproofing.
  • finish flooring, including tile, composition, etc.
  • finish roofing (excluding bare roof chargeable to the 661000 G/L account).
  • interior doors (exterior doors use G/L account 661000).
  • partitioning (other than load bearing which is chargeable to the 661000 G/L account).
  • rain spouts and gutters.
  • platforms and docks.
  • built-in cabinets, shelves, furniture, etc.
G/L account 662200 SHOULD NOT be charged with extraordinary costs attributable to floods, fire or other casualty, or to abandoned construction (charge appropriate expense G/L account).
662300 Inside Piping and Wiring (Valid For: DUHS, Univ)
This G/L account SHOULD be charged with the first cost of all piping, radio and electrical wiring systems from normal connection at point of entry into a building, including the related cost of architectural engineering and drafting and other expert services. These items include:
  • wiring, conduit, lighting fixtures, video cable, data lines, telephone lines, transformers, panel boards,
  • control and safety devices, and other portions of electrical distribution systems from points of entry into
  • building, to and including, main service lines and to point of terminal outlet.
  • piping systems (water, hydraulic, steam, air, gas, oil, etc.) from points of entry into building, to and including, main service lines to point of terminal outlet. Also includes related pumps, valves, control devices, etc.
  • plumbing and toilet facilities, including all piping, hot water tanks, heat exchangers.
  • sprinkler and fire protection systems within buildings, including pumps, control devices, hose, water storage tanks located on top of buildings, piping for outside hose connections, etc.
  • waste and drain piping including pumps, control devices, etc. within a building to the point of exit.
  • wiring for fire alarms, radio and public address systems.
G/L account 662300 SHOULD NOT be charged with the following:
  • telephone systems (charge appropriate Tele/Video G/L account).
  • main distribution lines (gas, steam, electricity, etc.) which merely pass through buildings to provide service to other buildings (charge G/L account 662400).
662400 Outside Piping and Wiring (Valid For: DUHS, Univ)
This G/L account SHOULD be charged with the first cost of permanent main or truck line piping, radio and electrical distribution systems from point of distribution (such as city main lines, power house, substation, waste disposal plant) to connections with buildings, including cost of components which form an integral part of the system. These items include:
  • water, steam, air, gas, drainage and waste piping; fittings, pumps, control devices, catch basins, hydrants, manholes, etc.
  • electrical distribution systems, including steel substation poles, towers, pole transformers, control and safety device brackets, insulators, wires, cables, etc.
  • bridges, tunnels, trestles, and ducts used for outside piping and wiring.
  • outside storage tanks, towers, sprinkler loops, etc.
  • sewage and waste disposal facilities.
G/L account 662400 SHOULD NOT be charged with the following:
  • telephone trunk lines (charge the appropriate Tele/Video G/L account).
  • poles, fixtures or wiring for outside lighting of roads, etc. (charge G/L account 660200).
662500 Parking Apparatus (Valid For: Closed)
662700 Permanent Interior Furnishings (Valid For: DUHS, Univ)
This G/L account should be charged with the first cost of carpeting and drapery. The capitalization criteria are applied to each building based on the amount of each purchase. (Includes carpets and draperies.) For expenditures under $5,000, charge G/L account 672700.
663900 Capital Lease Principal Payments (Valid For: DUHS, Univ)
This G/L account should be charged with the principal portion of monthly payments on lease/purchases and installment purchases of capital equipment. For more information, refer to GAP 200.070, Plant & Equipment Lease Agreements.
664000 Ships and Vessels (Valid For: DUHS, Univ)
This G/L account SHOULD be charged with the first cost of ships, including all related equipment and accessories. The Ships and Vessels G/L account SHOULD NOT be charged with the following:
  • spare parts purchased with or subsequent to the acquisition of the ships and vessels and intended for replacement or repair purposes (charge G/L account 684000).
  • expenditures under $5,000 (charge G/L account 674000).
664300 High Value Assets (Valid For: Closed)
664400 Low Value Assets (Valid For: Closed)
664600 Agency Owned Real Property (Valid For: DUHS, Univ)
This G/L account should be charged with the cost Real property (i.e., land or buildings) that is owned by a Private Agency or an Agency cost center (8******) of Duke.
664700 Government Owned Property (Valid For: DUHS, Univ)
This G/L account should be charged with the cost of machinery, equipment or other property when the ownership is vested in the Federal Government either indefinitely or for a specific period of time.
664800 Agency Owned Personal Property (Valid For: DUHS, Univ)
This G/L account should be charged with the cost of machinery, equipment or other personal property that is owned by a Private Agency or an Agency cost center (8******) of Duke.
665000 Machinery and Equipment (Valid For: DUHS, Univ)
This G/L account should be charged with the cost of capital machinery and equipment (including computer printers and any combination copy/printer/fax machine) that has not been specifically described in other G/L accounts in the 66**** series. For expenditures under $5,000, charge G/L account 675700.
665100 Vehicles (Valid For: DUHS, Univ)
This G/L account SHOULD be charged with the first cost of passenger cars and station wagons, trucks, buses, tow tractors, material handling fork-lift equipment, road scrapers, etc. The Vehicles G/L account SHOULD NOT be charged with the following:
  • The cost of license and registration fees, batteries, tires, or other repair/replacement parts purchased other than as an initial part of the vehicle (charge appropriate expense G/L account).
  • Any capital expenditures made after the initial purchase of the vehicle such as toolboxes, large racks, etc. (charge G/L account 665000 or 675700).

LIBRARY BOOKS AND FINE ART

For Library books and Fine Art, all items with a first cost of $1.00 and up are capitalized.

666100 Newspapers and Periodicals (Valid For: DUHS, Univ)
666200 Major Sets (Valid For: DUHS, Univ)
666300 Monographs (Valid For: DUHS, Univ)
666400 Binding Charges (Valid For: DUHS, Univ)
666500 Duke Press and Library Exchange (Valid For: DUHS, Univ)
These G/L accounts SHOULD be charged with the first cost of books, newspapers, periodicals and continuations acquired by Duke's libraries intended for reference or general circulation purposes which are generally replaceable at costs approximately equal to their acquisition value.
These G/L accounts SHOULD NOT be charged with:
  • Items with an inherent intrinsic value that is not expected to decline with the passage of time (charge G/L account 666800).
  • Books or reference works acquired by University departments which are not intended to be made available to Duke as a whole (charge G/L account 646100).
666600 Monographic Series/Sets (Valid For: DUHS, Univ)
This G/L account should be charged with the first cost of monographic series and monographic sets.
666700 Non-Book Materials (Valid For: DUHS, Univ)
This G/L account should be charged with the cost of those materials purchased for the permanent collections of the libraries, which are not original manuscripts, nor in traditional printed codex form. Examples: microforms, motion picture films, unbound printed pictures, video and audio tape recordings, phonograph records, wire recordings, computer-mediated recordings of data intended as part of permanent library collections, and musical scores (unless in manuscript form).
666800 Rare Books (Valid For: DUHS, Univ)
This G/L account should be charged for items with an inherent intrinsic value that is not expected to decline over time.
666900 Fine Art (Valid For: DUHS, Univ)
This G/L account should be charged for all rare works of art and historical treasures intended for general display in protected environments.
667100 Furniture and Furnishings (Valid For: DUHS, Univ)
This G/L account should be charged for furniture and furnishings (including installation) for offices, classrooms, dormitories, conference rooms, cafeterias, etc. Examples: Desks, Chairs, Bookcases, Beds, Lockers, Sofas, Tables, Prints... Do not charge carpets or drapes here - if $5,000 or more, charge 662700; if under $5,000, charge 672700. For furniture and furnishings under $5,000 charge G/L account 677100.
667200 Office Machines and Equipment (Valid For: DUHS, Univ)
This G/L account should be charged for business machines and equipment, including the cost of attachments, accessories, foundations and installation. Examples: Adding Machines, Dictating Equipment, Microfilm Equipment, Cellular Telephones, Scanners,Fax Machines, Typewriters, Copying Machines, Pagers... For office machines and equipment under $5,000, charge G/L account 677200.
667300 Midrange and Mainframe Computers (Valid For: DUHS, Univ)
This G/L account SHOULD be charged with the first cost of midrange and mainframe computers including the freight and installation, operating manuals, attachments, accessories, and operating software obtained at time of purchase and necessary to the operation of the computer. The G/L account SHOULD NOT include printers, terminals, or other accessories for expansion obtained subsequent to the purchase of the computer which are not necessary for basic operation of the computer (charge G/L account 665000 if $5,000 or more).
667400 Personal Computers (PCs) (Valid For: DUHS, Univ)
This G/L account SHOULD be charged with the first cost of personal computers (including Palm Pilots/Handhelds). A personal computer usually consists of a monitor, a central processing unit with keyboard, operating software and original configuration software with related manuals, extra memory boards acquired at time of purchase, internal disk drives, and various connecting cables. Freight and installation cost should also be included in the original capital cost. If the cost is less than $5,000, charge G/L account 677400. This G/L account SHOULD NOT include printers (charge 665000 if $5,000 or more, 675700 if less than $5,000).
667500 Construction/Renovation Minor Capital Acquisitions (Valid For: Plant Accounting Use Only)
This G/L account should be charged with the initial complement of items with a cost of less than $5,000 that are purchased when a new building is constructed or major renovations are made. This includes items such as trashcans, furniture and furnishings for the new building. This account is for use by Plant Accounting only.
667600 Computer Software (Valid For: DUHS, Univ)
This G/L account should be charged with software packages purchased with a cost of $5,000 or more, including instruction manuals, freight, and related installation. This does not include original configuration software purchased with the computer. Original configuration software is considered integral to the computer and is therefore included in 667400 or 677400 whichever is applicable. Software with a life of only one-year and/or software costing less than $5,000 (per copy) should be charged to G/L account 677600.
667700 Major Computer Software (Valid For: DUHS, Univ)
This G/L account should be charged with certain internal and external cost for the Application Development Stage of computer software developed or obtained for internal use. This G/L account should also be charged with certain internal and external cost for the Web Site Application and Infrastructure Development Stage of Web Site design. This G/L account is charged only when the software or web design project has an estimated or actual expenses exceeding $2 million. (Refer to GAP 200.075, Computer Software and Websites Developed or Obtained for Internal Use.)
667701 Major Computer Software - Internal Labor (Valid For: All)
Used to account for capitalized salaries asssociated with the development of of major compute software.
667900 Health System Restriced Capital Assets (Valid For: DUHS)
To record the release of restricted funds spent for the purchase of fixed assets.The debit would be to the restricted WBS element and credit to the unrestricted WBS element to show funding for capital purchases from outside sources.The net total of the entry on this G/L account would be zero.
668100 Asset Under Construction: Buildings (Valid For: DUHS, Univ)
This G/L account should be used to accumulate expenditures for construction of fixed assets and buildings that are not complete. The minimum dollar criteria for fixed assets is not applicable to work in progress. Work in progress should also include fiscal year-end accruals for (1) unbilled construction work (materials received or work performed which has not been paid for) and (2) purchases of building machinery in transit at the fiscal year-end, for which title has been acquired. When the construction or installation is complete, accumulated costs are transferred from this account to one of the fixed capital G/L accounts.
668101 Contingency (Valid For: Budget Use Only)
668102 Consultant Services (Valid For: DUHS, Univ)
668103 Consultant Reimbursables (Valid For: DUHS, Univ)
668104 Project Office Fees (Valid For: DUHS, Univ)
668105 Project Office Reimbursables (Valid For: DUHS, Univ)
668106 Fund Raising/Development (Valid For: DUHS, Univ)
668110 Hazardous Materials (Valid For: DUHS, Univ)
668111 Demolition (Valid For: DUHS, Univ)
668112 General Construction (Valid For: DUHS, Univ)
668113 Mechanical (Valid For: DUHS, Univ)
668114 Plumbing (Valid For: DUHS, Univ)
668115 Electrical (Valid For: DUHS, Univ)
668116 Fixed Equipment (Valid For: DUHS, Univ)
668120 Site Work/Storm Water Management (Valid For: DUHS, Univ)
668121 Landscapes/Hardscapes (Valid For: DUHS, Univ)
668122 Permits (Valid For: DUHS, Univ)
668123 Utilities (Valid For: DUHS, Univ)
668124 Site/Material Testing (Valid For: DUHS, Univ)
668125 Site Surveys (Valid For: DUHS, Univ)
668126 Duke Shops (Facilities Management Department & Earth & Ocean Sciences) (Valid For: DUHS, Univ)
668127 OIT/Occupational & Environmental Safety Office (OESO)/Duke Card (Valid For: DUHS, Univ)
668128 Signage (Exterior) (Valid For: DUHS, Univ)
668129 Builders Risk Insurance (Valid For: DUHS, Univ)
668140 Telephones (Valid For: DUHS, Univ)
668141 Furniture/Furnishings (Valid For: DUHS, Univ)
668142 Moveable Equipment (Valid For: DUHS, Univ)
668143 Moving/Storage (Valid For: DUHS, Univ)
668150 Capitalized Interest (Valid For: DUHS, Univ)
To record capitalized interest on project funds. To keep segregated as financing costs.
668168 Non-Capital Budget (Valid For: DUHS)
To appropriately capture operation expenses associated with Capital Projects.
668169 Capital Project Accruals (Valid For: DUHS, Univ)
For year end accruals on capital projects to recognize expenses.
668181 E&O/FMD (Valid For: Central Use Only)
668300 Asset Under Construction: Equipment (Valid For: DUHS, Univ)
This G/L account should be used to accumulate expenditures for incomplete equipment construction or the lengthy installation of equipment. When the equipment becomes useable, the expenditures should be transferred to one of the movable capital G/L accounts.
668400 Capital Property Losses: Insurance Recovery (Valid For: DUHS, Univ)
Represents insurance funds recovered for losses on capitalized property. This G/L account should be used ONLY with plant WBS elements (7******); use G/L account 694700 with expense cost objects. The insurance office should make all entries using this G/L account.
668600 Telephone and Network Systems Apparatus (Valid For: Univ, DUHS)
This GL Account should be charged with the first cost on both telephone and data-network apparatus, which would include: telephones, data sets, recording devices, modems, gateways, routers, switches, bridges, hubs, repeaters, multiplexers and other related equipment. For expenditures under $5,000, charge GL Account 678600.
668650 Copper and Fiber Optic Cable (Valid For: Univ, DUHS)
This GL Account should be charged when the first cost of copper and/or fiber-optic cable (labor and material) when cabling from the distribution network to the service areas exceeds $5,000. For expenditures under $5,000, charge GL Account 678650.
668700 Telephone System Station Connections (Valid For: Closed)
This GL Account should be charged with the first cost of installing telephone equipment described in GL Account 668600. Charges to this asset category will include labor, fringe benefits, and overhead on installers' wages, as well as miscellaneous electronic parts charged on E-prefixed issued tickets from the Tele/Video stockroom or issues from other inventory points. CLOSED IN ALL COMPANY CODES AS OF 11-22-2013
668800 Central Office Switcher (Valid For: Closed)
This G/L account should be charged with the first cost of central office equipment including common control equipment and software, trunking circuitry, crossbar switch assemblies, operators' consoles, paging transmitters, toll-ticketing equipment, and other electronic gear located in the telephone system central office switchroom. CLOSED IN ALL COMPANY CODES AS OF 11-22-2013
668900 Large Private Branch Exchanges (Valid For: Closed)
This G/L account should be charged with the first cost of background equipment purchased to operate large private branch exchanges installed in departmental areas to improve service and relieve traffic on the central switching assembly. CLOSED IN ALL COMPANY CODES AS OF 11-22-2013
669000 Underground Cable (Valid For: Closed)
This G/L Account should be charged with the first cost of telephone and fiber optic cable (labor and material) from the Tele/Video building to service areas. Charges to this asset category will be for cable network that is enclosed in the underground conduit that is described in G/L Account 669500.
669100 Buried Cable (Valid For: Closed)
This G/L account should be charged with the first cost of telephone cable that is "trenched in" underground and is NOT enclosed in the underground conduit that is described in G/L account 669500. CLOSED IN ALL COMPANY CODES AS OF 11-22-2013
669200 FI-CO Reconciliation-Expense to be Capitalized (Valid For: Central Use Only)
This account represents reconciliation ledger postings for expenses to be capitalized.
669400 Cablevision Apparatus (Valid For: DUHS, Univ)
This G/L account should be charged with the first cost of CATV equipment and wiring built and installed by OIT.
669500 Underground Conduit and Manholes (Valid For: DUHS, Univ)
This G/L account should be charged with the first cost of plastic duct encased in concrete to house underground telephone cable described in G/L account 669000.
669600 Microwave Equipment (Valid For: DUHS, Univ)
This G/L account should be charged with the first cost of microwave data transmission equipment including electronic components located in the telephone system central office, and at the points of signal transmission and reception either at Duke or in the Research Triangle Park.
669700 Microwave Tower (Valid For: DUHS, Univ)
This G/L account should be charged with the first cost of erecting the tower that holds the microwave receiving equipment in the Research Triangle Park.