75xxxx: Expense Credits - Specific Accounts

Search G/L Accts:

I. GUIDELINES

Expense credit G/L accounts represent offsets to regular expenses. They are used for:

  • Credit for services rendered by one department to another department at Duke University (excluding service components - see 7xxxxx, Recharges).
  • Credit for transfers or sales of surplus equipment.
  • Credits for indirect cost which record the non-reimbursable or cost-shared portion of the full indirect cost rate as it applies to grants and contracts.

II. G/L ACCOUNT DEFINITIONS

750800 Credit for Third Party Sale of Equipment (Valid For: DUHS, Univ)
This G/L account is for proceeds received from sales of surplus equipment to parties outside of the University. The department must go through Recycle and Surplus Sales to assure the University receives a fair price for the equipment. Recycle and Surplus Sales retains a small percentage of the selling price for processing.
750900 Transfers of Funds Between Departments for the Purchase of Capital Equipment (Valid For: DUHS, Univ)
This G/L account should be both debited and credited when capital equipment is transferred from one department to another. The amount transferred is decided by the departments involved. Do not credit for capital equipment sold outside the University (use G/L account 750800) or charge with the cost of new capital equipment (use the appropriate 66****, Plant and Equipment Acquisitions to be Capitalized G/L account.
751000-752500 Credit for Services Rendered (Valid For: Univ, DUHS)
These G/L accounts should be used by departments of the University (non-service components) which have provided services for another University department. A series of G/L accounts (751000-752500) is provided so a department can credit a different G/L account for each kind of service performed. This allows the department to know how much revenue each type service earned. The department must keep track of which G/L account it is using for which service because all G/L accounts in the series carry the same name on financial statements. Note: Auxiliary Enterprises may record intra-University sales as outside sales (34xxxx object series) because they have only incidental transactions.
Following are examples of when and how to use these G/L accounts:
EXAMPLE A:
Department A allows Department B to use its copier. Department A has incurred several types of expenses including the cost of purchasing the machine, the cost of paper and toner, and maintenance costs; however, Department B has purchased copier services. Because you can not specifically identify the costs going into providing the copier service, you can not transfer those specific expenses. The Journal Voucher prepared should:
Department A's fund: Credit G/L account 751000 (or 751100-752500)
Department B's fund: Debit G/L account 645900, Copying Costs

EXAMPLE B:
Geology Department (A) provides lab services to the NSOE-Marine Lab Department (B), which in turn charges Geo-Research Company for the services. The charge to Geo-Research Company is recorded as revenue for Department B. The Journal Voucher to charge for the lab services provided to Department B by Department A should:
Department A's fund: Credit G/L account 751000 (or 751100-752500)
Department B's fund: Debit G/L account 690100, Interdepartmental Services Expense.

EXAMPLE C:
A department pays its long distance telephone bill (G/L account 698000) which contains toll calls applicable to several grants. In this case, the department is passing along the specific expenses for which it was originally charged and should credit G/L account 698000 on its cost object, and charge 698000 on the various grant cost objects. G/L accounts 751000-752500 would not be used because the service provided can be identified by the specific G/L account that was initially charged.

(751000, 751100, 751200, 751300, 751400, 751500, 751600, 751700, 751800, 751900, 752000, 752100, 752200, 752300, 752400, 752500)
751030 Credit for Services Rendered - House Funds (Valid For: Univ)
752800 Credit for Indirect Costs - Non-Reimbursed Non-Governmental Research (Valid For: Sponsored Programs Only)
This G/L account is to be used ONLY by the Office of Sponsored Programs to record the non-reimbursed portion of the full indirect cost rate for non-governmental research projects.
752900 Credit for Indirect Costs - Non-Reimbursed Non-Governmental Non-Research (Valid For: Sponsored Programs Only)
This G/L account is to be used ONLY by the Office of Sponsored Programs to record the non-reimbursed portion of the full indirect cost rate for non-governmental non-research projects.\r\n
753100 Credit for Indirect Costs - Non-Reimbursed Governmental Research (Valid For: Sponsored Programs Only)
This G/L account is to be used ONLY by the Office of Sponsored Programs to record the non-reimbursed portion of the full indirect cost rate for governmental research projects.
753200 Credit for Indirect Costs - Non-Reimbursed Governmental Non-Research (Valid For: Sponsored Programs Only)
This G/L account is to be used ONLY by the Office of Sponsored Programs to record the non-reimbursed portion of the full indirect cost rate for governmental non-research projects.
753400 Credit for Local Telephone Service (Valid For: DUHS, Univ)
This G/L account is to be used ONLY by the Tele/Video Department to record by journal voucher the credit for local service telephone charges.
753410 Credit for Telcom Services (Valid For: All)
This G/L is used as part of the Telcom Allocation effective July 2010.
753420 Credit for Webex Conference Calls (Valid For: Univ)
This G/L is used as part of the Telcom Allocation effective December 2012.
753450 Revenue Credit for 911 Access Fee (Valid For: Univ)
753500 Credit for Miscellaneous Telephone Services (Valid For: DUHS, Univ)
This G/L account is to be used ONLY by the Tele/Video Department to record by journal voucher the internal sales of their miscellaneous services.
753600 Credit for Long Distance Service (Valid For: DUHS, Univ)
This G/L account is to be used ONLY by the Tele/Video Department to record by journal voucher the internal transfer of long distance toll calls.
753700 Credit for DukeNet (Valid For: DUHS, Univ)
This G/L account is to be used ONLY by the Tele/Video Department to record the revenue generated to support the DukeNet fiber optic backbone.
753800 Credit for Cable TV Services (Valid For: DUHS, Univ)
This G/L account is to be used ONLY by the Tele/Video Department to record by journal voucher the credit for cable TV service provided for the University.
756700 Credit for Indirect Costs - Cost Shared Non-Research (Valid For: Sponsored Programs Only)
This G/L account is to be used ONLY by the Office of Sponsored Programs to record the cost shared portion of the indirect costs for non-research projects.
756800 Credit for Indirect Costs - Cost Shared Research (Valid For: Sponsored Programs Only)
This G/L account is to be used ONLY by the Office of Sponsored Programs to record the cost shared portion of the indirect costs for research projects.