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6.1 Account Numbers
6.2 Ordering
6.3 Receiving
6.4 Reimbursement
6.1 Account Numbers
Expenditures of departmental funds for instructional purposes must be made from one of the following accounts (effective in 2009-2010). Building renovation and repairs and purchases of major pieces of equipment are funded from capital equipment accounts.
6.1.a General Accounts
495 4971000 4000 Faculty Salaries
495 4971000 4098 Other Faculty Misc, Comp.
495 4971000 4100 Admin. Salaries (Exempt)
495 4971000 4198 Other Admin. Misc. Comp.
495 4971000 4220 Clerical Wages
495 4971000 4300 Student Wages
495 4971000 4400 Outside Empl. Services
495 4971000 4493 Sal./Wages Paid to Scripps
495 4971000 4494 Sal./Wages Paid to CMC
495 4971000 4495 Sal./Wages Paid to HMC
495 4971000 4599 Fringe Benefit Dist.
495 4971000 5010 Postage
495 4971000 5021 Telephone Tolls
495 4971000 5022 Telephone Equip. Exp.
495 4971000 5210 Travel
495 4971000 5212 Auto Expense
495 4971000 5213 Professional Development
495 4971000 5220 Employee Moving Exp.
495 4971000 5230 Entertainment
495 4971000 5350 Consulting
495 4971000 5450 Equipment Maintenance Service
495 4971000 5700 Rental/Lease Expense
495 4971000 5910 Computing/Data Proc. Serv.
495 4971000 6000 Supplies (stockroom)
495 4971000 6110 Office Supplies
495 4971001 5240 Employment Recruiting
6.1.b Biology
610 6101601 5130 Printing & Duplicating
610 6101601 5200 Travel
610 6101601 5211 Field Trips
610 6101601 5350 Consulting
610 6101601 6120 Instructional Supplies
610 6101601 6130 Computer Supplies & Software
610 6101601 6610 Non-cap Exp.-Equip.
6.1.c Chemistry
610 6101602 5130 Printing & Duplicating
610 6101602 5200 Travel
610 6101602 6120 Instructional Supplies
610 6101602 6130 Computer Supplies & Software
610 6101602 6610 Non-cap Exp.-Equip.
6.1.d Natural Science
610 6101603 5200 Travel
610 6101603 5211 Field Trips
610 6101603 6120 Instructional Supplies
610 6101603 6130 Computer Supplies & Software
610 6101603 6610 Non-cap Exp.-Equip.
6.1.e Physics
610 6101604 5130 Printing & Duplicating
610 6101604 6120 Instructional Supplies
610 6101604 6130 Computer Supplies & Software
610 6101604 6610 Non-cap Exp.-Equip.
6.2 Ordering
All orders for equipment and supplies should be placed through the Departmental Coordinator who will purchase the items for you and have them shipped to your attention, unless you specify otherwise. You must provide all pertinent information (e.g. item, vendor, catalog number, unit cost, budget to which it should be charged, and any delivery instructions). In the Coordinator’s absence, contact either the Assistant to the Dean/Program Administrator or the Keck Science Dean.
6.3 Receiving
All items will be delivered to you by the Departmental Coordinator. Be sure to save all packing slips and invoices and give them to the Departmental Coordinator. Also, note any defects in the content or condition of the shipment and report those to the Departmental Coordinator.
The department’s shipping address is:
Attn: [Your Name or Departmental Coordinator ]
The Claremont Colleges
W. M. Keck Science Center
925 N. Mills Avenue
Claremont, CA 91711
6.4 Reimbursement
Reimbursements for expenses that total $25.00 or less are made from petty cash. Submit receipts to the office staff. To request a check in reimbursement for expenses totaling more than $25.00 for supplies or equipment related to teaching, provide the office staff with all original receipts as well as brief descriptions of each item and the course in which it will be used. Personal expenses for research are not reimbursed unless you have received a grant or the items were purchased to support a Senior Thesis research project. Reimbursements for meals or other recruiting expenses are handled by the office staff.
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