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Food and Travel Account Codes

(revised 2/23/09)

This is intended to provide information on the account codes available for food purchases, and for travel.  Please see the Account Code definitions list located on this website under Forms, for a complete listing of operating ledger (revenue and expense) account codes, and their intended usage.

Food Account Codes:

31A0    Business Food-Local

            Food consumed primarily by guests of the University, or at a business meeting, where food is incidental to the meeting. Food recorded in this account code is not associated with travel.

31B0    Food F&A Excludable

            Food allowed on restricted indices (may require prior approval of sponsor); all payments for alcoholic beverages provided that they meet all other University requirements; food expenditures incurred while entertaining; fundraising; alumni activities and marketing; student activity costs incurred by student groups or other student activities unless specifically provided for in the sponsored agreement (see 40C0).

31M0   Recruitment Expense

           Includes costs associated with On-Campus interview process such as advertising "help wanted", employment agency, communication expenses, meals for search committee incurred during candidates campus visits, (Athlete, Faculty etc…) UBPP 4040

31M1   Staff Recruitment Expense

           Includes costs associated with On-Campus interview process such as advertising "help wanted", employment agency, communication expenses, meals for search committee incurred during candidates campus visits, (Staff Recruitment). UBPP 4040

3860    Business Meals and Hospitality

            All business-related food expenses purchased for guests while traveling, excluding meal expense incurred in the recruitment process (see Recruitment Expense). 

40C0   Food Services Gen

            Includes the meal expenses specifically subsidized by funding agency for student participants. (example: restricted funds, athletic grants-in-aid)

4640    Participant Incentives

            May include snacks when appropriate for participants taking part in a study or experiment. The best resource for determining whether food costs are allowable is the University Policies and Procedures Manual, Policy #4000

Travel Account Codes:

3800    In State Travel

            Includes all of the In-State travel expenses incurred by employees while traveling on behalf of UNM. Does NOT include Athletic Department staff travel for scouting, recruiting, or team travel purposes, or employee moving or relocation expenses. Specific allowable expenses include: mileage to/from airport, vehicle rental, public transportation, fares, parking fees, lodging, meals, & other misc. travel expense. UBPP 4030

3820    Out of State Travel

           Includes all of the Out of State travel expenses incurred by employees while traveling on behalf of UNM. Does NOT include Athletic Department staff travel for scouting, recruiting, or team travel purposes, or employee moving or relocation expenses. Specific allowable expenses include: mileage to/from airport, vehicle rental, public transportation, fares,
parking fees, lodging, meals, & other misc. travel expense. UBPP 4030

3840    Foreign Travel

            Includes all of the Foreign travel expenses incurred by employees while traveling on behalf of UNM. Does NOT include Athletic Department staff travel for scouting, recruiting, or team travel purposes, or employee moving or relocation expenses. Specific allowable expenses include: mileage to/from airport, vehicle rental, public transportation, fares, parking fees, lodging, meals, & other misc. travel expense. UBPP 4030

3850    Foreign National Travel

            Travel expenses incurred by a Foreign National (not an employee). Includes student travel. (UBPP 2180.)

38N0   Travel Recruiting

           Transportation, lodging, and meal expenses of candidates for UNM faculty or staff positions, while traveling to UNM campus. May include expenses for spouse if deemed appropriate by Hiring Officer. Also used for recording travel expenses of UNM employees traveling for faculty or staff recruitment purposes. UBPP 4030 & 4040

38N1   Travel Recruiting Student

            Travel, lodging, and meal expenses for student or student-athlete candidates traveling to UNM campus. May include expenses for spouse if deemed appropriate by Hiring Officer. Also used for recording travel expenses of UNM employees traveling for student or student-athlete recruitment purposes. UBPP 4030 & 4040

38P0    Travel Group

             All Athletic team travel expenses, and student/teacher group travel expenses.

39Y0   Travel F&A Excludable

            All travel expenses associated with lobbying, entertainment, or other F&A excludable activities.

39Z1    Travel Non UNM Employee-Non Foreign

           Includes all of the travel expenses incurred by Non UNM employees while traveling on behalf of UNM. Does NOT include Athletic Department staff travel for scouting, recruiting, or team travel purposes, or employee moving or relocation expenses. Specific allowable expenses include: mileage (to/from airport, vehicle rental, public transportation, fares,
parking fees, lodging, meals, & other misc. travel expense. UBPP 4030

4080    Student Travel

            Includes travel expenses specifically subsidized by funding agency. May include travel to a conference site. Does not apply to athletic grant-in-aid.

Please contact the appropriate Financial Services Accounting Office for specific questions on account code usage.