While we don’t expect everyone to be an expert on general ledger accounts, knowing the difference between these commonly used G/Ls will help ensure your transactions are approved quickly and efficiently!
Meeting - Food & Beverage (421000) | Food (421200) | Office Supplies (420258)
Meeting - Food & Beverage (421000) must include a non-MIT participant AND have a research, business, or academic agenda.
Examples:
- An MIT PI is taking a non-MIT speaker out to dinner after a presentation.
- An MIT student group is interviewing a non-MIT expert over lunch.
- A group of half MIT and half non-MIT individuals are going out to dinner to discuss research results.
Food (421200), is used for groups of all MIT people or meals of any kind without an academic agenda. Also used for coffee deliveries, water subscriptions, and similar food/drink purchases.
Examples:
- An MIT PI’s research group orders food for a group meeting.
- MIT staff are meeting for their monthly check-in and order salads for everyone.
- A student group with MIT students and a visiting non-MIT student purchases donuts for a movie night.
- A PI purchases coffee for their office.
- A staff member has a subscription to monthly water delivery services.
Office Supplies, including file folders, paper clips, stationary, and other office related purchases that are not food.
Examples:
- Should no longer be used for Ready Refresh water deliveries, coffee restocking, or snacks.
- Should be used for office furnishings and equipment under $1,000.
- Only allowable on research when the justification specifically ties into the statement of work; should not be used for supplies for an office, but for supplies for the project itself.
On-Line/Cloud Services (421920) | Software (421925) | Subscriptions (420890) | Journals (420825)
On-Line/Cloud Services (421920) is used for online subscriptions, third-party internet, or other on-line services.
Examples:
- Online-online services, such as ChatGPT and web hosting services.
- Software with desktop apps that connect to the cloud, such as Dropbox, Evernote, and Asana
Subscriptions (420890) is used for physical publications. Anything purchased on this GL MUST result in a physical piece of media.
Examples:
- Physical magazines and newspaper subscriptions.
Software (421925) is for computer software purchases including operating systems and applications.
- Used for one-time purchases of software only
Note: Purchases of apps and software that connect to the internet and have some form of renewing license fall under On-Line/Cloud Services (421920)
Journals (420825) is used for purchases and subscriptions to scientific and other journals.
Note: The Wall Street Journal is not a journal, but a newspaper.
Conference Expenses (420140) | Seminar/Workshop/Conference Costs (420344) | Prof Development/Training (420131)
Conference Expenses (420140) is for fees paid for attendance by MIT employees at conferences held outside of MIT.
Seminar/Workshop/Conference Costs (420344) is for the costs of seminars, workshops, and other special event programming offered by MIT.
- Usually used for the fees associated with the setup of such programming.
Prof Development/Training (420131) is used for expenditures for professional development, including conference fees, training classes (MIT or non-MIT), and seminars.
- Usually used by attendees of a conference or training workshop.
- Should not be used for students attending a conference.
Postage Mailing and Shipping (420920) | International Mail (420921)
Postage Mailing and Shipping (420920) is used for the costs of postage, mailing, and shipping for US domestic mail.
- Includes all US carriers, as long as the destination is within the US (UPS, DHL, et cetera).
International Mail (420921) is used for postage or related fees for items addressed to countries outside the US.
Service Contracts (420338) | Contract Services (420720)
Service Contracts (420338) is used for maintenance contracts on office, lab, scientific, and workshop equipment.
Examples:
- A blanket PO set up for laundry service for a lab space.
- A cleaning service that vacuums all offices each week.
For services purchased through Buy2Pay, the Service Contracts GL will be correct in a majority of cases.
These are typically ongoing contracts.
Contract Services (420720) is for purchased services (not including temporary services, professional services, legal services).
Examples:
- A one-time fee for sending lab results out for chemical analysis by an external company.
For Buy2Pay purchases, most often this will not be the GL you are looking for.
These are typically one-time contracts.
Not allowable on p-card charges
Further reading
Still not sure what to buy with what and when? Check out these cool guides:
- Commonly used GLs — Not just a GL list! This page also provides an overview of the most commonly purchased items on a p-card, through Buy2Pay, and by RFP. If you need more detail on what goes where, this is your one-stop-shop!
- What kinds of things can’t I charge to a p-card? — Exactly what it sounds like on the tin.
- How do I complete a travel expense report? — In addition to the details below, this page provides a little more detail on the difference between a “local trip,” and one including airfare and hotels.
- Choosing the right purchasing method — A simplified, visual guide for what payment system to use for which item or service you’re trying to get!
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