December 26, 2023
Payment guidelines are NOT applicable to DFCI requisitioners.
Purpose
This document provides department purchasers with guidelines for entering payment information when ordering computer equipment.
Purchasers should confirm specific account numbers with their Director, Manager, or Finance team based on their department’s budget.
Change in Funding: If you need to change the funding numbers after you have placed an order, please open a ticket with Supply Chain Operations. Call 617-726-2142 M-F, 8:30 am -4:30 pm
Payment Information Guidelines
(1) BUSINESS UNIT
Each hospital has a unique 4-digit Business Unit number. A Business Unit is required for all orders. A few examples are:
|
MGH - 1200 |
BWH - 2200 |
MGB - 0100 |
BWFH - 2810 |
SLM -3100 |
NWH - 4100 |
(2) ACCOUNT, COST CENTER, & PEOPLESOFT PROJECT #
➤ Orders under $5,000:
-
- Account numbers are based on Operating Codes (for orders under $5,000) and Capital Codes (for orders over $5,000). An Account number is required for all orders.
Choose an Account number that fits with the description of the items being purchased:
| Account | Description |
| 919800* | Misc. Supplies (e.g., GoToMyPC license) |
| 930200 | Office Supplies |
| 930480 | Computer Supplies |
| 930700* | Computer-related hardware |
| 930750* | PC’s, laptops, monitors, and peripherals |
| 952200 | Other Outside Service |
| 952300 | Computer - Purchased Service |
| 954200 | Maintenance Contracts - Equipment |
| 954300 | Maintenance Contracts - Software |
| 954500 | Replacement Parts |
| 954700 | Repairs - Equipment |
*Popular selection
-
- A Cost Center is required for all orders. In most cases, it will be your department’s cost center (e.g., PH1234, MG4567), except as noted below.
- If you are charging to a Research Grant or Sundry Fund #, enter it in the PeopleSoft Project # section and use cost center 000000.
➤ Orders exceeding $5,000
For orders over $5,000, follow the guidelines below.
|
Account |
Description |
Cost Center |
PeopleSoft Project # |
|
210200 |
Use for a specific capital project. |
Use your cost center |
Enter a Capital Project number (e.g., 7xxxxxx) |
|
990800 |
Use to charge capital items to Research or Sundry Grants |
Use cost center 000000 |
Enter Research or Sundry Grant number |
(3) PHYSICIAN ID
A Physician ID number is only used by the MGPO or BWPO if needed.
(4) ALLOCATING ITEM(S) TO MULTIPLE COST CENTERS
Orders can be applied to one cost center or split costs across multiple cost centers by percentage.
(5) ITEMS THAT CONTAIN EXTENDED WARRANTY OR SERVICE CONTRACT
Beginning October 3, 2022, order that contain products with warranties (HP printers, scanners, Zebra label printers) will require that separate payment information be entered for the product and the warranty.
- The item can be paid for out of a capital account or operating cost center. The account used is typically 930750.
- The warranty must be paid for using an operating cost center. The account used is typically 954200.
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