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, materials and events consumed, used or attended in connection with the operation of a laboratory or for research purposes, other than those for which specific General Ledger accounts have been established (e.g., General Ledger account 642000 - Experimental Animals; General Ledger account 642500 - Gases; etc.) An example of an event expense is the ticket cost for a performance attended by Theater Studies faculty as part of their research. In order to comply with the cost accounting standards (CAS) for Federally funded sponsored projects, the use of the item is not relevant. The item must be classified according to the type of good or service and by the use that is the traditional/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. These items should then be justified through the use of a Direct Cost Exception form."