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  1. Home
  2. Financial Information Management
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  4. Tracking COVID 19 activities in the accounting system (SFS)

Tracking COVID 19 activities in the accounting system (SFS)

Posted on April 1, 2020

Madison Advisory Council and Financial Managers:

This communication is intended to outline how UW-Madison is tracking both expenses and refunds related to COVID-19 activities in SFS (Shared Financial System).

COVID Account Codes

UW-Madison has been working with UWSA to identify activities directly related to COVID-19 that could be easily tracked with an account code. This is the current list of accounts that will be set up and available on 4.1.20. If you feel you have a need for an additional account code, please contact Lea Erickson, Interim Director of Financial Information Management lea.erickson@wisc.edu.

Code Type Short Description Long Description
2615 Expense Services – COVID Services-COVID. Payments of fees and incidental charges for services provided for COVID-19 related activities. This includes, but not limited to, services to administer COVID-19 tests and contact tracers.
3112 Expense Testing Supplies – COVID Testing Supplies -COVID. Supplies for administering COVID testing, including kits, consumables, reagents and QA control.
3113 Expense Testing Equipment – COVID Testing Equipment – COVID.  Equipment purchased to carry out COVID testing.  Examples include fridges, freezers, cabinets and machinery.
3114 Expense Contact Tracing – COVID Contact Tracing – COVID. Supplies purchased for contact tracers. Examples include cell phones, chromebooks, HER access, headsets and scanners.
3115 Expense Other Expenses – COVID OTHER EXPENSES – COVID. COVID-19 expenses not identified by specific expense type. Examples include research equipment (under $5,000), DoIT bandwidth software purchases, online learning costs, lab testing equipment (under $5,000), food for essential employees.
3116 Expense Housing – Quarantine and Isolation Costs – COVID HOUSING – QUARANTINE AND ISOLATION COSTS – COVID. COVID-19 costs of operating facilities housing isolated residents, including food costs, cleaning supplies, and purchases of new mattresses.
3117 Expense Cleaning/Sanitation Costs – COVID CLEANING/SANITATION COSTS – COVID. Cleaning and sanitation costs specifically related to COVID.
3118 Expense Telecommuting Costs – COVID TELECOMMUTING COSTS – COVID. COVID-19 telecommuting costs, including laptops and accessories, purchased specifically and only for COVID-19 related activities.
3119 Expense PPE & Safety Supplies – COVID PPE & SAFETY SUPPLIES – COVID. COVID-19 personal protective equipment and safety supplies (under $5,000). Examples: masks, face shields, gowns, and gloves.
3121 Expense Vaccinations Supplies – COVID Supplies for administering COVID vaccinations, including consumables and QA control.
4606 Expense Equipment – COVID Equipment that has a unit cost of $5,000 or more and a useful life of more than one year purchased specifically and only for COVID-19 related activities.
5717 Expense Income Continuation – Scholarship – COVID INCOME CONTINUATION – SCHOLARSHIP – COVID. COVID-19 income continuation payments posted to student accounts as a scholarship.
9055 Sales Credit Internal Sales Credit Refunds – COVID INTERNAL SALES CREDIT REFUNDS – COVID. Used to record internal refunds for cancelled conferences, and/or events or services due to COVID-19.
9211 Revenue Housing Refunds – COVID HOUSING REFUNDS – COVID. Used to record housing room refunds due to COVID-19.
9212 Revenue Meal Plan Refunds – COVID MEAL PLAN REFUNDS – COVID. Used to record meal plan refunds due to COVID-19.
9213 Revenue Conference & Event Refunds – COVID CONFERENCE & EVENT REFUNDS – COVID. Used to record refunds for conferences and other events, such as weddings and career fairs, that will not be held due to COVID-19.
9214 Revenue Parking Fee Refunds – COVID PARKING FEE REFUNDS – COVID. Used to record refunds of parking fees due to COVID-19.
9215 Revenue Program Fee Refunds – COVID PROGRAM FEE REFUNDS – COVID. Used to record refunds from programs canceled due to COVID-19. Examples include study abroad fees and short course fees.
9216 Revenue Other Refunds – COVID OTHER REFUNDS – COVID. Used to record refunds of campus card balances, continuing ed refunds and retail/merchandise refund.
9217 Revenue Service Fee Refunds – COVID Used to record refunds of service fees due to COVID-19.
Posted in Codes, COVID - 19 FRAS, COVID-19, Financial Reporting and AnalysisTagged COVID account codes

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