Expense Codes

Expense Codes for Use on Cool
Expense Code	Name	Description
690	Airline Expense	Flights
602	Annual Dues	Annual dues paid from organization
603	Audio-Visual Expense	Audio-visual expenses
697	Awards/Prizes - Non-Purdue Student Employee	Must have approved APF. Monetary award or prize for event activity. Gift not allowed. Check payout.
613	Change Fund - Expense	To have cash on-hand for specific event-must be redeposited at end of event
612	Check Advance - Expense	Payment by check to vendor in advance - receipt and any funds not spent must be returned ($50 minimum)
617	Computer Equipment	Laptops, iPads, monitors, software, etc.
620	Computer Supplies	Cables, mice, batteries, computer bags, etc.
624	Donation-General	Charity donation
626	Dues Refund Expense	E-commerce- use if dues refunded
629	Equipment $4999 or Less	Furniture, tools, sports and game equipment, uniforms (when kept by organization)
628	Equipment $5000 or more	Capital equipment
672	Event Expenses	Registration and entry fees (not travel related), decorations, swag, other event related expenses
631	Fine or Penalty Fee	Club assessed a fine or late fee
633	Food and Drink Expense	Food and drink expenses
635	Gift Expense	Purchasing gifts for speakers, senior gifts, etc. Must be less than $100
646	Lodging Expense	Hotels, motels, airbnb, etc.
648	Merchandise Expense	Clothing, jewelry, literature, paddles, books, buttons, etc.
651	National Dues Expense	Pay national dues
656	Physical Facilties Services	Work order expense
659	Postage Expense	Fedex, UPS, USPS purchases, shipping/handling
660	Printing And Copy Expense	Printing and copy expenses
663	Refunds	E-commerce refunds, previously collected funds being refunded, damage deposit returns
693	Rental Expense	Facility rental, equipment rental, etc.
667	Repair/Maintenance of Equip	Repairs and/or maintenance
685	Service Contract Payment	Service contract SSN/Fed #
673	Stores/Lounge Expense	Organizations with student lounges- inventory expenses
674	Subscription Expense	Web applications fees-Wix, Google, Square, etc.
654	Supplies	Consumables, general supplies, photo, grand prix, hardware, office supplies, nametags, build supplies, car supplies
605	Tangible Awards/Prizes equal or less than $100	Awards, prizes, trophies for Purdue students, non-students, employees (ex: Awards Unlimited)
657	Tangible Awards/Prizes > $100	Purdue student, non-student, non-employee prizes or awards
664	Travel Registration Expense	Travel registration/conference fees
678	Trip/Travel Expense	All travel expenses (except lodging, travel registration and flights) -fuel, parking, rental cars
679	Utility Expense	Utility bills

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