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Expense Accounting Codes Reference Guide

A helpful chart of accounting codes to determine the best code for program-related expenses.

Program Expense Codes

Use these specific codes when submitting expense reports or requesting reimbursements. 

  • When in doubt, contact the finance team before submitting expenses.
  • For expenses that don't fit any available code, use 79900 (Other Program Expenses) and include detailed notes.

Code Account Name Types of Expenses
52110 Accounting, Bookkeeping & Tax Prep Financial services contractors
52130 Grantwriting & Development Consultants Fundraising and grant consultants
52150 Legal Fees Attorney and legal services
52160 Marketing Consultants & Graphic Design Marketing and design services
52190 Other Admin Contractors Other administrative contractors
52210 Awards & Honoraria Speaker fees, awards, recognition payments
52290 Other Program Contractors Program-specific contractor services
61001 Fiscal Sponsorship Shared Admin Cost Shared administrative costs
61005 Bank & Merchant Fees Banking and payment processing fees
61006 Melio Services Fee Melio payment service fees
61015 Dues & Memberships Professional memberships, subscriptions
61020 Hospitality & Meetings Meeting costs, refreshments
61030 Insurance General liability, property insurance
61043 Rent & Lease Office space rental costs
61047 Utilities, Telephone & Internet Communication and utility bills
61050 Office Supplies & Equipment Office materials and equipment
61055 Postage, Delivery & Printing Mailing and printing costs
61060 Professional Development & Conferences Staff training, conference registration fees
61065 Software, Online Services & Technology Technology subscriptions and services
61070 Staff Travel & Lodging Administrative travel expenses
61075 Taxes, Fees & Licenses Business taxes, permits, licenses
61090 Other Admin Expenses Miscellaneous administrative costs
610401 Interest Paid Loan and credit interest payments
63100 Advertising Paid advertising campaigns
63300 Email & Social Media Marketing Digital marketing tools and services
63500 Hosting & Website Costs Website hosting and maintenance
63600 Marketing Postage, Delivery & Printing Marketing material production/distribution
63900 Other Marketing Expenses Miscellaneous marketing costs
71300 Event Expenses Event planning and execution costs
71400 Grants and Other Assistance Direct financial assistance to beneficiaries
71500 Program Catering, Hospitality & Food Food and refreshments for programs
71600 Program Supplies & Materials Materials needed for program delivery
71601 Car & Truck Vehicle expenses for programs
71602 Vehicle Insurance Insurance for program vehicles
71700 Program Travel Travel costs for program activities
71710 Airfare Flight costs for program travel
71740 Ground Travel & Transport Local transportation for programs
71750 Uniforms Staff uniforms for programs
71760 Lodging, Meals & Per Diem Accommodation and meal costs
71800 Venue & Space Rental Rental costs for program spaces
79900 Other Program Expenses Miscellaneous program costs
81000 Fundraising Catering & Hospitality Food and entertainment for fundraising
83000 Fundraising Event Expenses Costs for fundraising events
86000 Fundraising Postage, Delivery & Printing Materials and mailings for fundraising
89000 Other Fundraising Expenses Miscellaneous fundraising costs

 

Finance/Admin Use Only - Restricted Codes

These codes are reserved for payroll and certain financial operations

Personnel & Payroll (Finance Only)

Code Account Name Types of Expenses
51001 Payroll Reserve Allocation Allocated payroll reserves
51100 Wages Employee wages and salaries
51101 Wage Garnishments Court-ordered wage deductions
51200 Payroll Taxes Employer payroll tax obligations
51220 Disability & Life Insurance Employee insurance benefits
51221 Disability Disability insurance premiums
51222 Life Insurance Life insurance premiums
51230 Health Benefits Medical, dental, vision insurance
51270 Retirement Benefits 401k, pension contributions
51900 Other Payroll Costs Miscellaneous payroll expenses
51940 HR Costs Human resources expenses
51950 Employee Benefits General employee benefit costs
51960 Payroll Service Fees Third-party payroll processing fees
51980 Workers Comp Workers' compensation insurance

 

Special Categories (Finance Only)

Code Account Name Types of Expenses
99910 Bad Debt Uncollectible receivables