Transaction Codes

Transaction and VAT codes are vital to correctly create products and other documents like purchase orders etc.

This page provides the comprehensive list of all the codes that you will potentially need use:

Income Codes

Code

Name

Example

VAT or Non-VAT?

430

Donations

Sponsoring but the person does not expect anything in return

Non-VAT

450

Goods and Services

Anything you provide ie, tickets for events you are producing yourselves

VAT

520

Sales general

Selling club merch, clothing, sport equipment etc.

VAT

550

Sponsorship

External is sponsoring your CSP

VAT

580

Ticket Income

Tickets you are buying for an event you are attending. Such as a West End show.

VAT

590

Travel

Income for transport and accommodation ONLY, when you go on a tour/trip

VAT (ST)

Expenditure Codes

Code

Name

Example

VAT or Non-VAT ?

605

Affiliation Fees

Affiliation to an external.

VAT

650

Cultural Activities

Celebrate cultural events.

VAT

655

Decorations

Decoration for an event.

VAT

680

Entrance Fee Competition

Entrance fee to a sport competition.

Non-VAT

675

Entrance Fee Conference

Entrance fee a conference.

VAT

685

Equipment Purchase

Buying items to fulfil CSP aims. Such as USBs, cups, kettle etc…

VAT

690

Equipment Hire

Hiring equipment for your CSP.

VAT

705

Goods for Resale

Selling old equipment.

VAT

710

Ground Hire

Hiring venues. This includes boat parties.

VAT

730

Hospitality

Food and drink.

VAT (must have receipt to prove VAT)

735

Instructors

Coaching.

Non-VAT

820

Printing Costs

Flyers and printing merchandise.

VAT (depends on supplier)

825

Publicity

Facebook ads

VAT (depends on the supplier)

860

Stationery

Pens, paper, staples etc.

VAT

870

Subscriptions

Yearly

VAT (PL)

895

Travel Expenditure

Personal transport to places such as taxis

VAT (must have receipt to prove VAT)

VAT Codes - Income

Code

Name

Example

S1

Standard rated

 Mostly use this
if we pay VAT to supplier, charge VAT to general sales

S0

Zero rated

Food, books

SE

Exempt

Training and coaches. Some sport related goods and services. Much be approved by DPCS & DPFS

SN

Outside Scope

Any services not happening in the UK

VAT Codes - Expenditure

Code

Name

Example

P1

Standard rated

Mostly used. Must show VAT receipts

P0

Zero rated

Food books

PE

Exempt

Training, coaches and sports related fees

PN

Outside Scope

Anything without VAT on the receipt, not address to us and outside of the UK

Event Codes

Code

Name

Description

00

General

Day-to-Day Transactions

21

Winter Tour

A tour during the Christmas holidays or Spring Term

22

Spring Tour

A tour during the Easter Holidays or Summer Term

23

Summer Tour

A tour during the Summer Holidays or Autumn Term

51-69

Event

For example, Freshers Ball, Annual Dinner

Funding Codes

Code

Name

Description

0

Grant

Union Money Allocated by your Management Group

1

Self Generated

Your Own Money Generated Through your Activities

2

Harlington

Money from the Harlington Grants Committee

3

IC Trust

Money from the IC Trust

4

College Grant

Money from a Faculty or Department for a Specific Purpose

Concolidation Codes

Code

Name

Description

0

External

Outside College and the Union

1

College

Outside the Union, within College

 

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