Using F&A Excludable Account Codes

The Fiscal Year ending June 30, 2008 (FY08) is a "Base Year" for the Facilities and Administrative (F&A) Cost Rate Proposal.  Certain types of costs, although possibly allowable per UNM policy, must be excluded from the proposed rate calculation, per Office of Management and Budget (OMB) Circular A-21. 

To ensure that these costs are excluded, specific account codes must be used for these “excludable” transactions.  Therefore, when initiating DPEZs, Purchase Requisitions, and other documents for F&A excludable transactions, as always, department personnel should confirm that the correct account code is being used. 

Please note that prior to the implementation of Banner Finance on July 1, 2004, central accounting office were able to change account codes as necessary when an F&A Excludable transaction was submitted.  However, in Banner, the initiator must select the correct account code on the document being processed.  If a change to an account code is needed, the document will need to be disapproved in order for the correction to be made.

Some typical F&A Excludable expenses incurred by UNM departments are as follows.  This is NOT an all-inclusive list of F&A Excludable transactions. 

• Alcoholic beverages
• Commencement and convocation costs
• Entertainment costs
• Lobbying costs
• Costs of membership in civic, community, or social organizations
• Color advertisements for employment recruitment
• Student activity costs

 

Following is a list of F&A Excludable account codes available for use, with common UNM usages:

Acct	Description	Common Usage
31B0	Food F&A Excludable Gen	Alcohol; Food for entertaining, fund raising, alumni activities, marketing, lobbying; Office refreshments not consumed primarily by guests of UNM or at business meetings.
37Y0	Supply Costs F&A Excludable	Commencement supplies; Student activity costs; Alumni activities; Fundraising
39Y0	Travel F&A Excludable	Travel associated with entertaining; Lobbying; Cost of air travel that exceeds cost of lowest commercial discount airfare.
62Y0	Telephone Charges F&A Excludable
6350	Promotional Exp F&A Excludable Gen	Advertising
69Y0	Professional Service F&A Excludable
75Y0	Repairs Maintenance F&A Excludable
80A0	F&A Excludable Gen	Membership in civic, community, or social organizations

Please consult the appropriate central accounting office with questions regarding whether your particular transaction is F&A Excludable, and if clarification is needed regarding which account code to use:

Contract and Grant Accounting:  277-4721
General Accounting:  277-2018
HSC Financial Services:  272-6264