Proposed Changes to IT Related Account Codes in Banner FIS

[Business Affairs Office News]

A team from BAO, IS, and PCS evaluated our IT account codes and propose changes that will:

1. Simplify accounting classification and improve accuracy.  Consolidate and delete accounts no longer relevant or needed.  Rename accounts to reflect current purchasing practices and technology.  Update account descriptions in the UO Fiscal Policy Manual to clarify their use.


2. Distinguish IT expenditures.  Hardware purchases over $5,000 are currently classified as equipment and cannot be distinguished from other expenditures.  Add a new IT Hardware/Equipment expense account.  Add new IT asset accounts for use by service centers and auxiliaries.


3. Improve federal tax reporting for software services and rentals.  Change Electronic Resources 20109, Network access 22016, and Video and Teleconference Fees to tax reportable.


4. Distinguish software license expense (20202) from annual maintenance and support (23513).  Train accounting staff to separate license cost from annual maintenance on invoice.


5. Identify software titles.  Train accounting staff to include software title/name in the invoice document text.  Add this requirement to the account description for 20202, 24203, and 40812.


6..Consolidate IT Related Services  into one account 24527.

7. Clarify what account code to use for hardware (never 20200 minor equipment),
a)  20201 Computer and IT Peripherals (Under $5,000/unit) for PCs, monitors, keyboards, laptops, tablets, hard drives, memory, portable media etc.
b) 20203 for printers,
c) 20215 for IT Network Equipment for servers, routers, switches, WAPs etc. or
d) 40106 IT Hardware/Equipment (Over $5,000/unit) which becomes a tangible asset.

8. Clarify what account to use for software,
a) 20202 Software Perpetual User License (under $100,000) for mobile apps and other off the shelf software that permits perpetual use,
b) 24203 Software Subscriptions/Lic, Svcs Fixed Period for cloud services, other fixed term subscriptions and custom software purchases, or
c) 40812 Software (Over $100,000) which becomes an intangible asset.


The proposed changes are attached.

We would like to implement the changes July 1st effective next fiscal year.

Please share any suggestions with Mark McCulloch 6-6249, mmccullo at uoregon.edu<mailto:mmccullo at uoregon.edu> at your earliest convenience.

Thanks in advance.


Mark McCulloch
Director BAO Info Systems
University of Oregon
541 346-6249

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