Lodging for Students must be coded accordingly in order to better track student lodging for reporting and other purposes tied to the Clery Act. The change will be live and account codes available within the coming days.
Please note: On expense reports for students with lodging expenses, the new expense type “Student Lodging” should be selected, which will map to the appropriate Account Code.
Account Codes for Student Lodging – to be used with all payment mechanisms {e.g., purchasing card, expense reimbursements, direct payments, requisitions):
- 2853 – Student Lodging In State
- 2854 – Student Lodging Out of State
- 2855 – Student Lodging Foreign
- New Expense Type (for e-Reimbursement) of “Student Lodging” will automatically map to new account codes
- Users will need to provide the physical address of the lodging facility with payment mechanism supporting documentation:
- ShopUW+: Add to Comment field.
- e-Reimbursement: Add to Description field on the expense line.
- Purchasing Card: Add to Business Purpose field.
- Self-reporting still required for student lodging not paid with UW funding. See https://uwmadison.col.qualtrics.com/jfe/form/SV bfNlhCpP9Rn2Pzv.
- Users can use new account codes immediately.