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Business and Finance Office

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General FAQs


What account code should we use for computer software?

If the software purchased requires technical assistance (service) either to install or modify or if upgrades are issued automatically, then account code 766100 should be used.

If the software purchased is over-the-counter software that does not require technical assistance to install, and in order to modify or upgrade, you would need to buy a modification or a new version, then account code 731100 should be used.


What if I have a question regarding a transaction posted to my fund?

Transaction backup documentation can be obtained by submitting a "Request for Supporting Documentation" form to Financial Information Processing. Routing these forms through your fiscal monitor is not necessary.


What is the difference between Account Code 754xxx and 744xxx?

Account Code 754xxx should be used when a service was required (often parts, labor and tax are included on the invoice) by the Vendor. Account Code 744xxx should be used when repair and maintenance parts are being purchased by the department with the intent of performing the repairs themselves.

 


I received a check and I am not sure what it is for, what should I do with it?

Checks received as payment for restricted grants or contracts should be delivered as soon as received to Sponsored Projects Accounting with all correspondence that was received with the check (i.e. account # reference, contract # reference, letter, etc.) Checks received related to a gift or an endowment account should be delivered to the Advancement Services Office in Dove Hall as soon as received. If the check is for an unrestricted purpose a deposit slip should be completed by you or your department office and delivered to the cashiers in the Education Services Building for deposit as soon as possible after receipt. If you are unsure where the check should be deposited and have done some research as to what it is for, you can contact your Fiscal Monitor for guidance on how to deposit.


Where do I get New Account Request Forms or Journal Voucher Forms and is there a charge?

They are available from the Business and Finance Home Page. There is no charge.


Where is your office located and what are your hours of operation?

Accounting and Financial Reporting is in Room 18 Hadley Hall which is located downstairs on the south side of the building. Our hours of operation are 8:00 a.m. to 12:00 p.m. and 1:00 p.m. to 5:00 p.m. Our main office number is (505) 646-1514. Our fax number is (505) 646-3900.


Still Have Questions?

We welcome any suggestions or questions you feel would be important to include in one of our updates.




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Operating Hours: M-F 8:00am-5:00pm — Phone: (505) 646-1514
Mail to:
MSC AFR PO Box 30001— Las Cruces, NM 88003-8001— fax (505) 646-3900

Administrative Offices of Vice President Located at: Hadley Hall, NMSU Campus
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