Disbursement Request Activity Code Definitions:
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5010 – Postage – This code is used for the reimbursement or payment of postage or overnight and express delivery. It is also used for the rental of a Post Office Box.
5011 – Printing – Printing includes publications, pamphlets, and brochures that are used only in connection with program supported activites. If the printing is related to a fund raiser, please use 7010 (see fund raising codes).
5016 – Program Related Supplies – Covers purchases for non office supplies directly related to the mission of the program not found under another specific code. Examples include clothing for homeless, feed for horses, etc.
5018 – Construction Related Costs – Costs associated with construction related expenses. Examples are wood for skate ramps, roofing for repairs to hurricane ravaged homes, etc. Please notifiy CDP before any construction activities take place.
5030 – Rent and Occupancy – CDP can pay 100% for office space used for the program or a percentage of a home office dedicated to the program’s use. A rental agreement must be on file with CDP to pay for a monthly rent expense. Utilies such as gas or electric are included in the code. Please see our Policy for Office-Related Expenses for further clarification.
5035 – Rent with a 1099 – For the payment of rent to a landlord that is not incorporated. They will receive a 1099 at the end of the year for tax purposes.
5040 – Conferences and Meetings – For expenses related to renting a space for a conference or meeting held by the program. The code also includes attendence of a conference if the participant is a speaker or presenter, or if the meeting is exclusively relevant to the program’s mission. A Travel Approval Form must be completed before the conference to make this determination.
5070 – Telephone Expenses – To reimburse or pay for the portion of the telephone/fax/internet bill that is 100% program use. No account can be in the program’s name; they must only be listed as personal accounts. Please see our Policy for Office-Related Expenses for further clarification.
5071 – Telephone Expense with a 1099 - For the payment of a telephone bill that is not 100% foundation use. The payee will receive a 1099 at the end of the year for tax purposes.
5080 – Travel Expense – All travel (with a few exceptions) must be pre-approved by CDP. The Travel Approval Forms can be found on our website under the ‘Applications and Forms’ tab. Use this code for mileage (currently reimbursable @ 50.5 cents per mile), transportation, hotels, and meals for travel related expenses. Travel for fund raisers should use code 7080.
5085 - Meals and Entertainment (Non-Travel) – For all meals associated with the program’s charitable purpose that are not related to travel or fund raising. Examples include local dinners, volunteer lunches, etc.
5100 – Donation – Any donation to another US IRS recognized 501(c)3 public charity. Donations can also be made to churches and government entities (fire departments, public schools, etc.) but not service organizations or membership associations. Please provide the EIN of the organization you wish to donate to on the request form.
5105 – Overseas Donation – Used to grant funds to an overseas organization or ministry that has been approved by CDP. To approve an overseas organization, CDP must have a legal document issued from the country;s government declaring the organization a charity. Please include the organization’s name, address, contact person, and how the funds are intended to be used. Please see our Foreign Donation Guidelines on our website under the ‘Applications and Forms’ tab for further details
5110 – Accounting and Legal – Lawyer and accounting payments made to an uncorporated company fall under this code. Please also provide a signed W-9 for our records.
5111 – Accounting and Legal to an Incorporated Company – For a payment to an Incorporated legal or accounting company. The company will not receive a 1099.
5115 - Software Maintanence and Support – For the purchase and maintance of software used for the program’s purpose and mission. Examples include educational softeware, training software, etc.
5120 - Equipment Rent and Repair – For the rental of equipment or repair of program owned equipment. We cannot pay or reimburse for the repairs of a car or computer not owned by CDP. For equipment rental for a fundraiser, please use code 7120.
5125 - Equipment Purchase Under $2,500 – Any purchase of equipmnet under $2,500.00. Examples include office furniture, computers, printers, and monitors. For a computer purchase, please see our Policy for Office-Related Expenses for further clarification.
5140 - Life Insurance Premiums – For the payment of life insurance premiums for full time employees of CDP. Employment papers must be filed with CDP to make this payment.
5150 – Health Insurance Premiums – For the payment of health insurance premiums for full time employees of CDP. Employment papers must be filed with CDP to make this payment.
5155 – Other Insurance – All insurance payments other than life and health insurance. CDP will pay for the insurance premium only for a program owned car. Liabilty insurance for an event is also covered by this code. For fund raiser event liabilty insurance, please use code 7140.
5170 – Media, Website, and Programming Expense – A broad category which includes all computer related expenses such as web design and hosting, but not computer purchases (code 5125) or software expenses (code 5115). If the web designer and/or company is not incorporated, please use code 5200.
5190 – Office Expense – Supplies related to office set up and ongoing administration. Examples include copy paper, pens, and paper clips.
5200 – Consulting Fee For An Independent Contractor – A payment under this code is considered taxable income for services rendered. For all code 5200 payments, we must have a signed W-9 from the company or individual on file. If this payment occurs more than once, we need an employment agreement for an independent contractor on file. Examples include payment of a consulting fee to a web designer, photographer, etc. Please see our policy on employees and independent contractors for further clarification.
5201 – Consulting Fee to an Incoporated Company – If the company to be paid is incorporated, use this code instead of 5200.
5230 – Grant/Scholarship – This code requires pre-approval by CDP by either a grant approval form or scholarship approval form. Once approved, use this code for disbursements related to the care, treatement, tuition, or other services related to the grant or scholarship. Car use is reimbursed at the current mileage rate determined by the IRS. CDP does not fund the maintenace and repairs of a vehicle unless it is owned by the program.
5240 – Publications – Use this code for program related purchases of books, magazines, videos, DVDs, CDs, etc. Please use code 5115 for software.
5270 Licenses, Fees, and Taxes – This code includes the payment of licenses, fees, and taxes for CDP owned property or program use. Examples include property taxes, fishing licenses, city fees.
5272 Dues and Subscriptions – Membership or professional dues, magazines, or subscriptions related directly to the program and its purpose.
Fund Raising Codes
CDP must pre-approve all fund raising events. Once the event has been approved, then use these codes for payment or reimbursement. The Fund Raising Event Approval form can be found on our website under the ‘Applications and Forms’ tab.
7010 - Fund Raising Printing – Printing includes publications, pamphlets, and brochures that are used in connection with approved fund raising activites.
7020 – Fund Raising Postage – Postage and mailing expenses related to an approved fund raising activity.
7030 – Fund Raising Rent and Occupancy – For rent and utility expenses related to an approved fund raising activity. Rental of a golf course, fellowship hall, conference hall, and other venues for a fund raiser is covered by this code.
7040 – Fund Raising Events, Conferences, and Meetings – For expenses related to renting a space for a conference or meeting held by the program for an approved fund raising activity.
7050 – Fund Raising Promotional Items – For the purchase of items to give away as promotional items for the program at an approved fund raiser. Examples include t-shirts, baseball caps, promotional bags, etc.
7060 – Fund Raising Administrative Expenses – Any administrative expense directly related to an approved fund raiser. Please use 7200 to pay an individual contractor.
7080 – Fund Rasing Travel – Covers all travel for an approved fund raiser. Examples include gas, transportation, hotel rooms, and meals while traveling. Travel details must be included on the Fund Raising Event Approval Form.
7120 – Fund Raising Equipment – To purchase or rent equipment needed to hold an approved fund raiser.
7140 – Fund Raising Event Insurance – For the payment of liability or other insurance needed for an approved fund raising event.
7170 – Fund Raising Ads, Media, and Website – A broad category which includes all computer related expenses such as web design and hosting, but not computer purchases for an approved fund raiser. If the web designer and/or company is not incorporated, please use code 7200.
7200 – Fund Raising Consulting Fee – A payment under this code is considered taxable income for services rendered for an approved fund raiser. For all code 7200 payments, we must have a signed W-9 on file. If this payment occurs more than once, we need an employmnet agreement for an independent contractor on file. Please see our policy on employees and independent contractors for further clarification.
7201 – Fund Raising Consulting Fee to an Incoporated Company - If the compnay to be paid for an approved fund raiser is incorporated, please use this code instead of 7200.