Which GL should I use?
Below is a list of the most commonly used GLs for each method of purchase. For example, if you’re buying things through Buy2Pay, it’s likely going to be for a similar gamut of items corresponding to these GLs. Not a complete list!
Transactions are reviewed by the department after documentation is submitted and corrected for errors, but choosing the correct one at the outset makes it easier for us to respond to your inquiries, and ensuring all accounting is done as smoothly as possible. So please take the time to try to choose the right one!
That said, we will reach out if we see the same mistake being made repeatedly.
Do not leave GLs blank. Submissions (requisitions, p-card forms, etc) with blank or unspecified g/ls will be returned for your completion.
None of these fit! Or too many of them fit!
No problem! More resources to fill the gap:
- GL Master List: a complete list of g/ls with their descriptions (VPF links may need to be accessed twice to load the correct page. Please make sure you are signed in). A quick way to navigate this list is to use
CTRL + F(orCMD + Fon a Mac) and type in a keyword, such as award, or entertainment. You can then sort through a list of results that will likely be close to what you’re looking for.
- 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!
- How do I complete a travel expense report? — Provides a little more detail on the difference between a “local trip,” and one including airfare and hotels, and which GLs to use for travel RFPs (the few times travel RFPs are relevant).
- Commonly confused GLs — It can be a guessing game to figure out the difference between 2 or more similar GLs. Here are a handful of the most confusing ones and when to use them! For all methods of purchase.
- What kinds of things can’t I charge to a p-card? — Exactly what it sounds like on the tin.
Commonly used p-card g/ls
G/L | NAME | USE | ADDITIONAL NOTES |
420258 | Office supplies, including file folders, paper clips, stationary, and other office related purchases that are not food. | Can 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. |
421000 | Meetings - Food & Beverages | Use for the purchase of all food and/or beverages associated with a meeting. To be considered a meeting, it must include a non-MIT participant and have an agenda. | Not allowed on federally sponsored projects unless allowed by the specific award. |
421200 | Food | Purchases of all food and beverages for MIT activities & events that are not meetings. Used for groups of all MIT affiliates, or meals without any academic agenda. Also used for coffee deliveries, water subscriptions. | |
421010 | Meetings - Materials & Supplies | Use for materials and supplies purchased for meetings. | Allowed on federal awards unless not allowed by the specific award terms. |
420214 | Lab supplies | Includes glassware. | |
421900 | Computer supplies & peripherals | Use for computer supplies and computer equipment with costs less than $1,000 | Costs over $1000 but under $4999 should use 421827, Equip/Furniture-Minor and are not allowed on the p-card. |
421920 | On-Line/Cloud Services | Use for online subscriptions or third-party internet or other on-line services. Examples: Evernote, Dropbox | |
421925 | Software | Expenditures for purchased computer software including operating systems and applications. Examples: Adobe Photoshop, 3D modeling software | The original operating system purchased with a computer is part of the computer purchase. |
420920 | Postage Mailing and Shipping | Used for the costs of postage, mailing, and shipping. Can be for US
Mail or another carrier (UPS, DHL, et cetera). | Not for use for destinations outside of the US. |
420921 | International Mail | Postage or related fees for items addressed to countries outside
the U.S. | |
421753 | Non-IS Telephone & Network Charges | Used for payments made directly to phone vendors, or for reimbursement of MIT staff who maintain a phone line at home for MIT purposes. | |
420140 | Conference Expenses
| Fees paid for attendance by MIT employees at conferences held outside of MIT. | Do not use for expenses related to the cost of conferences offered by MIT; instead use one of the two below, as appropriate. |
420344 | Seminar/Workshop/Conference Costs | Costs of seminars, workshops, and other special event programming offered by MIT. | |
420131 | Prof Development/Training | Expenditures for professional development, including conference fees, training classes (MIT or non-MIT), seminars. |
Commonly used Buy2Pay G/Ls
For services purchased through Buy2Pay, keep in mind that Service Contracts is defined as "Maintenance contracts on office, lab, scientific, and shop equipment," while Contract Services is more generally defined as "Purchased services (not including temporary services, professional services, legal services).”
The Service Contracts g/l will be correct in a majority of cases.
G/L | NAME | USE | ADDITIONAL NOTES |
420258 | Office supplies, including file folders, paper clips, stationary, and other office related purchases that are not food. | Can 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. |
420214 | Lab supplies | Includes glassware | |
420128 | Chemicals | ||
420232 | Mechanical Components | Expenditures for equipment or other research or teaching applications | |
420160 | Electrical Components | Expenditures for electrical for equipment or in other research or teaching applications | |
421818 | Equip/Furniture Major | Capitalizable equipment and furnishings with an acquisition cost of $5,000 or more | |
421827 | Equip/Furniture Minor | Equipment and furnishings between $1,000 and $4,999 | |
421900 | Computer supplies & peripherals | Use for computer supplies and computer equipment with costs less than $1,000 | Costs over $1000 but under $4999 should use 421827, Equip/Furniture-Minor |
421925 | Software | Expenditures for purchased computer software including operating systems and applications |
Commonly used RFP G/Ls*
RFP G/Ls commonly include all of the G/Ls above in addition to those in the following table
G/L | NAME | USE | ADDITIONAL NOTES |
421600 | Trucking and Automotive | For cabs, taxis, and ride sharing services, such as Uber or Lyft | |
421318 | Fees - Government | ||
420137 | Honoraria/Speaker Fees | ||
420166 | Entertainment | For costs of various forms of entertainment (for example, tickets
to shows or sports events, meals, lodging, rentals, transportation,
and gratuities). Also for indoor floral arrangements, regardless of
the purpose of the function. | An unallowable GL account -- may
not be charged to federally sponsored
projects. |
420318 | Recreation Related Expenses
| Used for expenses relating to employee morale, such as holiday parties, flowers for sickness or bereavement, equipment or supplies for office sporting or picnic events, and similar items. | Limited by MIT policy to $15 per employee per year from general funds. This is an unallowable GL account -- may not be used on federally sponsored cost object |
420319 | Prizes & Awards-Other | For prizes and awards subject to income tax, use 400800, "Prizes & Awards Compensation". This is an unallowable GL on research | |
420321 | Rewards & Recognition | For costs of non-taxable rewards & recognition for support, research, and administrative staff | Do not use for prizes and awards for faculty and students, use 420319. For taxable rewards & recognition, use 400800. |
420323 | Rewards & Recognition-Food |
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