In December 2002, the Internal Practices and Procedures (IPaP) Committee recommended that SLAC use general ledger (GL) codes in place of category codes for purchase activities. They also suggested that, as part of this change, the GL codes be reviewed. This change will provide powerful benefits for Divisions by making financial reporting and analysis activities easier by reducing the need to maintain shadow systems.

A new working group – the SLAC Ledger Accounting Process (SLAP) – was formed to conduct an in-depth analysis and update of these GL codes. This was to be accomplished in parallel with implementing the new purchasing card, which is operated by Bank One.

Working group members (clockwise from left): Bob Todaro (PUR), Bob Strohecker (BUD), Skip Ethier (ACC), Frank Rothacker (RD), Keith Reynolds (TD), Charlotte Chang (RD), Marty Sorensen (ACC), Frank Topper, facilitator (BSD) and Stephanie Carlson (SSRL). (Photo by Diana Rogers)

Currently, operators enter one of about 20 ‘category codes’, 5-digit codes that begin with a ‘2’ and represent a category, or family, of items. More choices are available using GL codes, also 5-digits, but beginning with a ‘5’. For example, using GL code 53107 for office supplies and 53109 for furnishings provides a much more useful accounting history. As a result of the working group’s effort, several GL codes have been added to the purchasing and accounting systems. You will use these new category codes when entering online requisitions and while reconciling your purchase card statements. You can review the codes at the Budget Office Web page: http://www-group.slac.stanford.edu/bu/

SLAC staff that use the purchasing and accounting processes are encouraged to contact any member of the working group for additional information and guidance.