64xxxx: Supplies and Materials
This series of G/L accounts should be charged for all supplies and materials used by departments of Duke, except items purchased for resale. Purchases for resale should be charged to the 65xxxx, Cost of Goods Sold, Transferred or Issued G/L accounts.
Items with an expected life of more than two years are considered "plant and equipment", not supplies and materials, and should use G/L accounts 66xxxx, Plant and Equipment Acquisition to be Capitalized if the cost is $5,000 or more or 67xxxx, Plant and Equipment - Minor Acquisitions. if the cost is less than $5,000.
For additional guidance on the most appropriate G/L account to use for expenses within this range, please review the Recommended G/L Accounts for Common Purchases Matrix.
II. G/L ACCOUNT DEFINITIONS
Represents the cost of supplies and materials used in connection with instructional activities, which are consumable or disposable and have a useful life of less than two years. Examples: dry erase markers, erasers, teaching aids.
Represents the cost of supplies and materials used in connection with the operation of a lab, which are consumable or disposable and have a useful life of less than two years. Some types of lab supplies have specific General Ledger accounts already established which should be used (e.g., General Ledger account 642000 - Experimental Animals; General Ledger account 642500 - Gases; etc.) Supplies must be classified according to the type of good and by the use that is the traditional or typical use of the item. For example, binders should be coded as General Ledger account 646000 Office Supplies, even if used in a laboratory setting.
Represents the cost of supplies and materials typically used in the operation of an office, which are consumable or disposable and have a useful life of less than two years. Examples: paper, pens, pencils, staplers, erasers, file folders, paper clips, rulers, binders, etc. (Custom printing of forms should be charged to General Ledger account 642200 Forms; custom letterhead, envelopes, business cards and stationery should be charged to General Ledger account 647000 Publication Expense.)