Tracking COVID 19 activities in the accounting system (SFS)

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.