News and Updates
Business Office: News and Updates
New Finance Information for Hamilton Employees
from Heather Martinez
Associate Vice President for Finance and Controller
January 9, 2026:
Updated Expense Items/Spend Categories
To sort alphanumerically by a column, simply select that column header, then reselect to change order.
| Original | Update | Notes |
|---|---|---|
| 4504SC Candidate Recruitment | 250004 Candidate Recruitment Initiative | Track using initiative 250004; use appropriate spend category or expense item. |
| 4506SC Student Travel Excursions | 4503SC Field Trips or 4510SC Student Travel | Use 4503SC Field Trips or 4510SC Student Travel. |
| 4508SC Meals Language Table | 4635SC Catering (renamed to Refreshments & Catering Non-Travel) | Use 4635SC Catering, renamed to Refreshments & Catering (Non-Travel), to better reflect its full scope. |
| 4509SC Meals & Lodging | 4501SC Travel | 4509SC is discontinued for Employee Reimbursements. Use 4501SC Meals-Travel for meals or 4501SC Lodging - Domestic Travel. 4509SC is only for non-Hamilton payees on supplier invoices. |
| 4511SC Faculty Travel | 4501SC Travel or 4507SC Foreign Travel | Use 4501SC Domestic Travel or 4507SC Foreign Travel. |
| 4512SC Departmental Lecturers | Removed as Expense Item | Use 4681SC on supplier invoices for departmental lecturers. |
| 4513SC Senior Projects | 300013 Senior Projects Initiative | Track using initiative 300013; confirm budget reporting; use appropriate spend category or expense item. |
| 4514SC Senior Presentations | 300013 Senior Projects Initiative | Track using initiative 300013; confirm budget reporting; use appropriate spend category or expense item. |
| 4515SC Faculty Committees | Use 4635SC for Refreshments & Catering (Non-Travel) | Use 4635SC for Refreshments & Catering (Non-Travel)for faculty committee expenses. |
| 4516SC Senior Fellowship Travel & Sup | 4510SC Student Travel | Use 4510SC Student Travel. |
| 4517SC Graduate School Advising | 4510SC Student Travel | Use 4510SC Student Travel. |
| 4519SC FWC/ALANA | 300019 FWC / ALANA Initiative | Track using initiative 300019; use appropriate spend category or expense item. |
| 4520SC Lecture & Conference Support | 4040SC Employee Professional Development or 4501SC Domestic Travel | Use 4040SC for conference expenses, 4501SC for domestic travel related to lectures or conferences. |
| 4521SC Departmental Review | Expense Item Removed | Use 4681SC for Expenses. 4521SC Departmental Review can be used to pay Suppliers. |
| 4522SC Sigma XI | 300022 Sigma Xi Initiative | Track using initiative 300022; use appropriate spend category or expense item. |
| 4523SC Curricular Development | 4101SC Supplies or 4635SC Catering (renamed) | Use 4101SC Office Supplies or 4635SC Catering (renamed to Refreshments & Catering Non-Travel). |
| 4525SC Faculty Development Seminar | 300025 Faculty Support and Development Initiative | Use initiative 300025; use appropriate spend category or expense item. |
| 4526SC Faculty Support | 300025 Faculty Support and Development Initiative | Use initiative 300025; use appropriate spend category or expense item. |
| 4527SC Phi Sigma Iota | 4630SC Membership Dues & Fees | Use 4630SC Membership Dues & Fees. |
| 4528SC Director's Lodging | Spend Category Only | Lease expenses must flow through procurement for Archstone Master Property Holdings, LLC. |
| 4529SC Jitney Serv.-Mileage | Inactive | Discontinued. Please select an alternative spend category or expense item. |
| 4530SC Maintenance | Inactive | Discontinued. Please select an alternative spend category or expense item. |
| 4531SC Men's Talent Assessment | 361031 Men's Talent Assessment Initiative | Coordinate with Athletics; use initiative 361031 and appropriate spend category or expense item. |
| 4532SC Women's Talent Assessment | 361032 Women's Talent Assessment Initiative | Coordinate with Athletics; use initiative 361031 and appropriate spend category or expense item. |
| 4533SC Eta Sigma Phi | 4630 Membership Dues & Fees | Use 4630SC Membership Dues & Fees. |
| 4550SC CNY Humanities Corridor | Inactive | Discontinued. |
| 4556SC Employee Recognition | 4907SC /4908SC /4918SC | Retain for HR use only. |
| 4558SC Bristol Scholars | Inactive | Discontinued. |
| 4561SC Adirondack Program Meals | Inactive | Discontinued. |
To sort alphanumerically by a column, simply select that column header, then reselect to change order.
| Original | Update | Notes |
|---|---|---|
| 4101SC Office Supplies | Renamed | 4101SC Supplies can be used for general supplies when no other supply category is appropriate. |
| 4102SC Materials | Inactive | Use 4101SC Supplies |
| 4107SC Photographic Supplies | Inactive | Use 4101SC Supplies |
| 4108SC Supplies | Inactive | Use 4101SC Supplies |
| 4111SC Machine Supplies | Inactive | Use 4101SC Supplies |
| 4113SC A-V Materials | Inactive | Use the appropriate Supplies spend category. |
| 4114SC Hardware & Supplies | Renamed | 4114SC Hardware |
| 4115SC Athletic Equipment | Renamed | 4115SC Athletic Supplies |
| 4120SC Copier Supplies | Inactive | Use 4101SC Supplies |
| 4121SC Elec Music Supplies | Inactive | Use 4101SC Supplies |
| 4126SC Summer Research Supplies | Inactive | Use 4101SC Supplies |
| 4130SC Music Purchases & Supplies | Renamed | 4130SC Music Purchases |
| 4131SC Registration Expenses | Inactive | Use 4040SC Employee Professional Development for optional training or 4056SC Employee Training/Development for mandatory training. |
| 4132SC Facility Rental Supplies | Expense Item Removed | Spend Category usage only in Purchasing. |
| 4145SC HEOP Supplies & Materials | Inactive | Use 4101SC Supplies |
| 4151SC Other Research Expenses | Renamed | 4151SC Faculty Research Supplies |
To sort alphanumerically by a column, simply select that column header, then reselect to change order.
| Original | Update | Notes |
|---|---|---|
| 4902SC Sister Girl | Inactive | Use appropriate spend categories or expense items for expenses. |
| 4904SC Alternative Break Funding | Track using initiative ; confirm budget reporting; use appropriate spend category or expense item. | |
| 4915SC SEAS | Inactive | Use appropriate spend categories or expense items. Use the Memo field to label Emergency |
| 4940SC On Campus Orientation | Inactive | Use appropriate spend categories or expense items. |
| 4943SC Class & Charter Day | Only used for Student Ad Hoc Payments by the Business Office. | |
| 4949SC All Trips | Inactive | Use apropriate Travel expense items under 4501SC Domestic Travel or 4507SC Foreign Travel. |
| 4965SC RA Staff Training & Development | Track expenses using initiative ; confirm budget reporting; use appropriate spend category or expense item. | |
| 4972SC Jewish Community | 404005init Jewish Community | Track using initiative 404005init ; confirm budget reporting; use appropriate spend category or expense item. |
| 4974SC Music | Inactive | Use 4606SC Consultant/Subcontractor Fees |
| 4982SC Diversity Recruitment | Inactive | Discontinued. |
| 4984SC On Campus Recruiting | 500004init On Campus Recruiting/Events | Track using initiative 500004init On Campus Recruiting/Events; use appropriate spend category or expense item. |
| 4985SC Off Campus Recruiting | 500002init Off-Campus Recruitment | Track using initiative 500002init Off-Campus Recruitment ; confirm budget reporting; use appropriate spend category or expense item. |
| 4986SC Student Search Services | 500008init Student Search Services | Track using initiative 500008init Student Search Services; confirm budget reporting; use appropriate spend category or expense item. |
| 4988SC Spring Open House | Inactive | Use appropriate spend categories or expense items. |
| 4996SC Hamtrek | 361521init Hamtrek | Track using initiative 361521init Hamtrek; confirm budget reporting; use appropriate spend category or expense item. |
| 4997SC Wellness Programs | 361522init Wellness Programs | Track using initiative 361522init Wellness Programs ; confirm budget reporting; use appropriate spend category or expense item. |
Notes & FAQs
It may have been discontinued or renamed. Use the chart above or contact the Business Office for help.
No. Please use the updated expense item/spend category, or contact the Business Office for assistance.
Entertainment
Use this expense item when the purpose of the meal or event is to host non-Hamilton community members, such as guest speakers, prospective donors, external colleagues, or visitors. This may happen while traveling or at celebratory functions with Hamilton employees that include non-Hamilton guests.
Example: A donor dinner off-campus with a Major Gift Officer.
Refreshments & Catering (Non-Travel)
Use this expense item (formerly 4635 Catering) for any food or beverage purchases for Hamilton employees, whether served on or off campus. This covers catering services for internal departmental meetings, staff retreats, or other gatherings involving only Hamilton employees.
Example: Lunch ordered for an on-campus departmental planning retreat.
Choose the category that best matches the nature of the expense. If you’re not sure, reach out to the Business Office for guidance.
You may be asked to correct or resubmit the expense to ensure proper tracking. Using the right category at the start helps avoid delays.
No. Past expenses remain as they are. These updates apply only to new transactions moving forward.
It depends on the Spend Category. The chart notes whether each change affects Procurement (supplier invoices and supplier invoice requests), Expenses (employee reimbursements and card transactions), or both. Please review the chart carefully before selecting a category.
Employee Professional Development (4040)
Use this expense item for optional activities that support an employee’s professional growth, skill-building, or advancement beyond their current role requirements. Attendance is not required by the College. This includes workshops, seminars, or courses that enhance professional knowledge.
Example: Enrolling in a professional association course to broaden subject-matter expertise.
Employee Training (4056)
Use this expense item for required training that employees must complete to perform their current role. This includes compliance trainings, role-specific skill refreshers, or mandated sessions.
Example: Required compliance training session.
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