Account Codes For Rental/Lease Expenditures

*Prior to processing these transactions refer to the narrative and the flow chart in Exhibit B and Exhibit C.

DEFINITION:

To determine if the agreement is to be coded as a Rent expenditure or a Lease expenditure the following criteria must be met:

  1. Rental expenditure codes should be used when the payments of the agreement are $5,000 or less, OR when the term of the agreement is one year or less. The terms specified in the underlying agreement are to be used when making this determination.
    All payments to agencies within state government and UW departments are considered rentals.
  2. Lease expenditure codes should be used when payments of the agreement exceed $5,000 AND the terms of the agreement exceed one year. The terms specified on the agreement are to be used when making this determination.
    No payments to agencies within state government or UW departments are considered lease expenditures.

SFS

Description

2300

RENTAL OF LAND

Charges for the use of privately owned land when the minimum rental payments over the term of the rental agreement are $5,000 or less, or when the term of the agreement is one year or less. All charges for the use of state-owned land regardless of the cost or length of time must be considered a rental. Social security number must be provided for individuals and sole proprietors, and employer identification number must be provided for partnerships.

2305

LEASE OF LAND

Charges for the use of privately owned land when the minimum lease payments over the term of the lease agreement exceed $5,000 and the term of the agreement exceeds one year. Social security number must be provided for payments to individuals and sole proprietors, and employer identification number must be provided for partnerships.

DO NOT CHARGE: Payments for use of state-owned land; payments under a lease agreement, which is a financing arrangement for the purchase of land.

2310

RENTAL OF SPACE - UW/STATE 0WNED

Charges for use of work space, conference rooms, parking permits, etc., at UW or state-owned facilities.

2320

RENTAL OF SPACE - PRIVATELY OWNED BY OTHER THAN A CORPORATION
(Reportable)

Charges for rental of work space, conference rooms, parking space, etc. Payments over the term of the agreement are $5,000 or less, or when the term of the agreement is one year or less. The social security number must be provided for individuals and sole proprietors, or the employer identification number for partnerships.

DO NOT CHARGE: Corporations; agreements over $5,000 and longer than one year.

2320

RENTAL OF SPACE - OWNED BY A CORPORATION

Payments to a corporation for work space, conference rooms, parking space, etc., at privately owned facilities when the payments over the term of the agreement are $5,000 or less, or when the term of the agreement is one year or less. Also include the cost of janitorial services, property taxes and snow removal paid in lieu of rent.

2325

LEASE OF SPACE - OWNED BY OTHER THAN A CORPORATION (Reportable)

Payments for work space, conference rooms, parking space, etc. Payments over the term of the agreement is over $5,000 and the term of the agreement is over one year. The social security number must be provided for individuals and sole proprietor, or the employer identification number for partnerships.

DO NOT CHARGE: Corporations; agreements under $5,000 or less than one year.

2325

LEASE OF SPACE - OWNED BY A CORPORATION

Payments to a corporation for work space, conference rooms, parking space, etc., when the payments over the term of the agreement exceed $5,000 and the term of the agreement exceeds one year.

DO NOT CHARGE: Individuals, sole proprietors, partnerships.

2330

RENTAL OF DATA COMMUNICATION/DATA PROCESSING EQUIPMENT

Charges for the types of equipment identified in code 2335 when the payments over the term of the agreement are $5,000 or less or the term of the agreement is one year or less.

2335

LEASE OF DATA COMMUNICATION/DATA PROCESSING EQUIPMENT

Charges for lease of the following types of equipment when the payments over the term of the lease agreement exceed $5,000 and when the term of the agreement exceeds one year. Include such items as data processors including peripherals, printers, tape drives, disk drives, modems, system network equipment such as control units, terminals, teletype equipment, front?end processors, software obtained under an arrangement when there is no intent or ability to take ownership.

2340

RENTAL OF VEHICLES FROM DEALERSHIPS

Charges for rental of vehicles when the payments over the term of the agreement are $5,000 or less, or when the term of the agreement is one year or less. Include rentals such as a specifically equipped passenger vehicles such as trucks, tractors, boats, etc. not available through fleet.

2345

LEASE OF VEHICLES FROM DEALERSHIPS

Charges for the lease of vehicles when the payments over the term of the agreement exceed $5,000 and the term of the agreement exceeds one year.

2350

RENTAL OF AIRCRAFT

Charges for the rental of aircraft when the payments over the term of the agreement are $5,000 or less, or when the term of the agreement is one year or less.

2355

LEASE OF AIRCRAFT

Charges for the lease of non-fleet aircraft when the payments over the term of the agreement exceed $5,000 and the term of the agreement exceeds one year.

2360

RENTAL OF EQUIPMENT FROM INDIVIDUAL, SOLE PROPRIETORSHIP OR
PARTNERSHIP (Reportable)

Payments for rental of equipment when the payments over the term of the agreement equal $5,000 or less, or the term of the agreement is one year or less. The social security number must be provided for individuals and sole proprietors, or the employer identification number for partnerships.

DO NOT CHARGE: Data and word processing equipment, aircraft, vehicles, rentals from corporations.

2360

RENTAL OF OTHER EQUIPMENT - FROM A CORPORATION or a UW-DEPARTMENT

Payments for rental of equipment from a corporation or a UW department when the payments over the term of the agreement are $5,000 or less, or when the term of the agreement is one year or less. This would include rentals of office equipment, copy machines, postage machines, typewriters, calculators, facsimile machines, furniture, etc.; print shop equipment to include presses, cameras, duplicators, collators, cutters, stitchers, etc.; and all other equipment not specifically classified.

DO NOT CHARGE: Data and word processing equipment, aircraft, vehicles; rentals from individuals, sole proprietors, and partnerships.

2370

LEASE OF EQUIPMENT FROM INDIVIDUAL, SOLE PROPRIETORSHIP OR
PARTNERSHIP (Reportable)

Charges for the lease of all types of equipment when the payments over the term of the agreement exceed $5,000 and the term of the agreement exceeds one year. The social security number must be provided for individuals and sole proprietors, or the employer identification number for partnerships.

DO NOT CHARGE: Data and word processing equipment, aircraft, vehicles, leases from corporations.

2370

LEASE OF OTHER EQUIPMENT FROM A CORPORATION

Payments for the lease of equipment other than data/word processing equipment, aircraft and vehicles from a corporation when the payments over the term of the agreement exceed $5,000, and the term of the agreement exceeds one year. This would include the same types of equipment identified under code 2360.

DO NOT CHARGE: Data/word processing equipment, aircraft, vehicles, leases from individuals, sole proprietorships or partnerships.

2410

LEASEHOLD REPAIRS, MAINTENANCE AND IMPROVEMENTS

Repairs, maintenance or improvements to leased buildings, equipment and land, including fencing and highway signs.

3810

INTEREST EXPENSE - OTHER THAN PROMPT PAY

Any other interest payments such as payments to the federal government, appeal deposits, unclaimed property and capital purchases when not added as a cost of the item. Interest paid under the prompt payment law should be charged to code 3169. Interest payments on general obligation bonds/notes should be charged to code 5820.