Each update reflects the latest guidance as of that date and time stamp. Links provided direct to the latest information available. Note that printed information may be out of date, and always defer to communications with the most recent time and date stamp.
Updated July 1, 2021
With regard to any coronavirus-related expenses that your respective divisions may incur, please instruct your departments to continue covering these expenses with existing available funds, while also ensuring that these costs are being properly tracked and documented. Prior to fiscal year-end, these charges will be reviewed and qualified expenses may be transferred over to a central emergency management fund. Questions about this may be directed to the Budget Office staff, which can be contacted here.
Account Codes
The Controller's Office has established the following account codes to track purchases related to State emergencies:
- 729902 - Supplies and Materials ST EMRG
- 786704 - Emergency Services ST EMRG
- 755931 - Other Equipment ST EMRG
- 755952 - Other Equipment - FAS ST EMRG (Capital Asset)
Departments should use these accounts based upon instructions provided by supervisors or Emergency Management staff. Please be aware that if we are ultimately in a position to centrally reimburse the divisions for expenses charged to these accounts, a comprehensive review of these expenses will be performed. Should departments fail to charge any coronavirus-related expenses to the appropriate emergency account(s), the expense may not be considered for reimbursement.
Cleaning/Sanitary Supply Expenses
The university's Facilities Operations and Emergency Management teams have placed hand sanitizing stations in campus facilities, and have prioritized the cleaning of residence halls, classrooms, laboratory spaces, offices, public spaces and other frequently used facilities and equipment. Departments must place work orders via the AiM Work Order Request System for cleaning/sanitizing services in high-traffic areas, as well as computer labs, testing/writing centers, etc. but not for personal or office use.
Further, departments should also continue to procure all cleaning/sanitary supplies (e.g. cleaning wipes, hand sanitizer, etc.) via the AiM Work Order Request System. The purchase of these items is allowable if they are communal in nature and can be shared in common areas as opposed to purchasing these items for specific employees. There are no restrictions prohibiting the use of discretionary Foundation funds to purchase these items if needed.
No special flexibility at this time allows state funds to be used to purchase those sanitary items which the state has previously considered to be "personal use" items (e.g. hand sanitizer, tissues, wipes, etc.).
Should faculty/staff feel that surfaces in their classrooms or work spaces are in need of attention, departments are encouraged to contact Facilities Operations or the Environmental Services employee(s) assigned to their building to request additional cleaning services as necessary.
The Budget Office will continue provide updates on any further coronavirus-related budget guidance or flexibility.
Updated March 11, 2020
With regard to any coronavirus-related expenses that your respective divisions may incur, please instruct your departments to continue covering these expenses with existing available funds, while also ensuring that these costs are being properly tracked and documented. Prior to fiscal year-end, these charges will be reviewed and qualified expenses may be transferred over to a central emergency management fund. Questions about this may be directed to the Budget Office staff, which can be contacted here.
Account Codes
The Controller's Office has established the following account codes to track purchases related to State emergencies:
- 729902 - Supplies and Materials ST EMRG
- 786704 - Emergency Services ST EMRG
- 755931 - Other Equipment ST EMRG
- 755952 - Other Equipment - FAS ST EMRG (Capital Asset)
Departments should use these accounts based upon instructions provided by supervisors or Emergency Management staff. Please be aware that if we are ultimately in a position to centrally reimburse the divisions for expenses charged to these accounts, a comprehensive review of these expenses will be performed.
Cleaning/Sanitary Supply Expenses
The university's Facilities Operations and Emergency Management teams are placing hand sanitizing stations in campus facilities, and prioritizing cleaning residence halls, classrooms, laboratory spaces, offices, public spaces and other frequently used facilities and equipment. Departments may place work orders via Environmental Services for cleaning/sanitizing services in high-traffic areas, as well as computer labs, testing/writing centers, etc. but not for personal or office use.
The purchase of these items is allowable if they are communal in nature and can be shared in common areas as opposed to purchasing these items for specific employees. There are no restrictions prohibiting the use of discretionary Foundation funds to purchase these items if needed.
No special flexibility at this time allows state funds to be used to purchase those sanitary items which the state has previously considered to be "personal use" items (e.g. hand sanitizer, tissues, wipes, etc.).
Should faculty/staff feel that surfaces in their classrooms or work spaces are in need of attention, departments are encouraged to contact Facilities Operations or their respective housekeeper(s) to request additional cleaning services as necessary.
The Budget Office will continue provide updates on any further coronavirus-related budget guidance or flexibility.