A PowerPoint guide to billing codes can be found here: I:\Administrative\Admin Resources\Admin Receipts\Accounts Payable How To's- Credit Cards & Receipts
Different types of receipts require different codes. This assists Accounts Payable with audits and organizing expenses. Below are the types of codes and what each is used for:
ZZ900 – Bid & Proposal
•Bid & Proposal coding is used for expenses incurred when trying to win a project.
•Example: Sending a proposal to a client via FedEx
•Example: Lunch before an interview
•Example: Payment to a municipality to request an RFP
ZZ901 – Admin
•Admin coding is used when the expense is for the office or staff, is not related to a particular project, and is not identified by any other coding.
•Example: Office supplies
•Example: Interoffice mailings
•Example: Refrigerator repairs
ZZ904 – Business Development
•Business development coding is for expenses related to strengthening our brand by cultivating professional relationships. There must be a particular event and reason for the expense.
•Example: Lunch with a possible subcontractor to request they join our team and collaborate on a new project
ZZ907 – Local Conferences (by sponsor)
ZZ908 – National Conferences (by national organization)
Most other codes are project based. Please only use project codes when expenses will be billed back to the client.
•Example: 6050.05_Product Order From Grainger For Spray Chalk For SRTS Training
For information on submitting receipts to Accounts Payable, see the solution titled: Submitting Receipts to Accounts Payable