💰 Account Allocation
The account (also referred to as a cost object) is the account you are looking to charge. This often varies based on the department, the item purchased, and other things.
Add an account
- Click
New Account
- Type in the account that will be charged. Click into any field, and the account’s detail will auto-fill:
Adding the general ledger and amount
The G/L is used to broadly categorize the transaction and is necessary to allow MIT to properly review spending areas and manage the budget. See Commonly used GLs and Commonly confused GLs for lists to reference.
If you find you’re chosen GL falls on the list of things that shouldn’t be charged to a p-card, it’s technically already too late to make any changes as the purchase has already happened. If you see this, simply submit the documentation as normal, try to avoid it the next time, and don’t be too surprised if you get an email from us!
If you are purchasing on a research account, keep in mind that there are several specific, additional G/Ls that are unallowable for them, as well.
Most transactions will have only one line item, so you will only need to enter this information once.
However, if you’re transaction is split across multiple accounts or multiple GLs, you will need to repeat these steps until the total amount of all lines is equal to the Debit Amount listed in the Transaction Information section above:
Making edits and deletions
If you need to make edits, click on the pencil icon beside each line:
To delete a line item, select the checkbox and click Delete.
Using g/ls related to meetings and food (421000, 421200, and 421205)
All fields must be completed!
If 421000 or 421205 is used, the following fields will appear:
- Business Meeting Purpose
- Location
- Cost of Alcoholic Beverages
- Name of Attendees
- Number of Attendees
- Time
If the 421200 is used, the following field will appear after you click the reload button
- Cost of Alcoholic Beverages
If there was alcohol, include a line in the Account Info section specifically for the sum total of all alcohol charges that uses the alcohol GL 42105.
Charging sponsored research accounts with g/ls related to meetings and food (421000, 421200, and 421205)
For expenses for a meeting (including food and beverages) to be allowable on a federal award, the meetings primary purpose must be dissemination of technical information beyond MIT, and it must be necessary for successful performance of the award. Events like group dinners, for example, are not allowed on research and should be charged on a discretionary account.
MIT’s policy on this can be found on the Research Administration Services’ website.