Accounting for Software

This page identifies when costs for software must be capitalized at the university. 

Software assets include computer programming or coding language that provide the necessary instructions for the computer hardware to perform a desired task or series of tasks. Software assets include purchased “off the shelf” software, including all necessary modifications, software specifically developed by an outside contractor, and software developed internally by university personnel, or acquired through any combination of the above.


Procedures

1. Understanding how the software was acquired

  • Internally developed
  • Purchased
  • Licensed

2. Understanding the three stages associated with the internal development of software

Computer software is considered internally-generated if it is developed in-house by University employees or by a third-party contractor on behalf of the university. The activities involved in developing and installing internally-generated computer software can be grouped into the following stages:

Preliminary Project

Application Development

Post-Impl/Operation

ExpenseCapitalizeExpense
  • Conceptual formulation
  • Evaluation of alternatives
  • Determination of the existence of needed technology
  • Final selection of alternatives
  • Design of the chosen path, including software configuration and software interfaces
  • Coding
  • Installation to hardware
  • Testing, including the parallel processing phase.
  • Application training
  • Software maintenance
  • Upgrades that do not contribute to additional functionality

     

* Refer to Examples of Accounting for Internally-Developed Software (PDF) for transactions examples and suggested accounting treatment.

Stage three begins when substantial testing is complete and the software is ready for its intended purpose.  Costs incurred after substantial testing is complete and the software is ready for its intended purpose but before a “go-live” date should be expensed. In addition, after a project goes live, there is typically a “stabilization period,” during which costs should also be expensed, unless the costs result in additional functionality.   Additional costs incurred before or after these three stages for business process re-engineering and information technology transformation are generally expensed. 

The types of costs discussed under each of the three development stages may occur throughout the project. For example, coding and testing often occur simultaneously, and some training may occur during the application development stage. Regardless, for costs incurred after the preliminary project stage, apply the Guidance to the nature of the costs incurred, not their timing. 

3. Understanding the thresholds for software purchases

  • Cost per copy

The university will expense purchased computer software costs and associated external costs (e.g., external consultants, installation costs) required to make the software operational that are less than $5k per copy.

Category

Account

POET Expenditure Type (PPM)

81163000 Software - delivered on physical media534101 - Computer Software534101 - Computer Software
81164000 Software (P1/P2)* - delivered electronically534101 - Computer Software534101 - Computer Software
81164001 Software (P3/P4)* - delivered electronically534101 - Computer Software534101 - Computer Software

*P1-P4 classification

As such, consolidated software purchases will not be capitalized where the cost per copy is less than $5K. While an invoice may contain multiple billing components associated with the same asset, all costs associated with placing the asset into its intended location (freight) and condition (software cost) should be assessed together (inventorial asset).

  • Software projects

System or series of modules developed as an integrated application designed to deliver a comprehensive application or product suite and whose development costs cannot be separated by component.  

Software projects over $5M

Type

Definition

Category

Account

POET Expenditure Type (PPM)

External Costs (see cost per copy)Necessary to make the software operational43230CAP - Capitalized software, term 7yrs or more526000 - Capital Software Greater than 5M526000 - Capital Software Greater than 5M
Internal costsNot within application development stageCAP00014 - PPM Capital Project - Large Software526000 - Capital Software Greater than 5M526512 - Capital Software Greater than 5M

Software projects under $5M

Type

Definition

Category

Account

POET Expenditure Type (PPM)

External Costs (see cost per copy)Necessary to make the software operational81112200 - Capitalized software, term 3yrs or more526100 - Capital Software Less than 5M526100 - Capital Software Less than 5M
Internal costsWithin application development stageCAP00015 - PPM Capital Project - Small Software526100 - Capital Software Less than 5M526511 - Capital Software Less than 5M

4.     Understanding years required for software licenses
 

# of years issued

Category

Account

POET Expenditure Type (PPM)

Less than 3 years81163000 Software - delivered on physical media534101 - Computer Software534101 - Computer Software
 81164000 Software (P1/P2) - delivered electronically534101 - Computer Software534101 - Computer Software
 81164001 Software (P3/P4) - delivered electronically534101 - Computer Software534101 - Computer Software

Between 3-7 years 

Or Perpetual or less than $5M

81112200 - Capitalized software, $5K - $5M, term 3yrs or more526100 - Capital Software Less than 5M526100 - Capital Software Less than 5M
Greater than 7 years or more than $5M43230CAP - Capitalized software, greater than $5M, term 7yrs or more526000 - Capital Software Greater than 5M526000 - Capital Software Greater than 5M

 

5. Subscription-Based Information Technology Arrangements (GASB 96)

Beginning July 1, 2022, the University implemented Government Accounting Standard Board (GASB) Statement No. 96, Subscription-Based Information Technology Arrangements. GASB 96 defines how subscription-based information technology arrangements (SBITAs) are accounted for and reported in financial statements. The university needs to recognize a subscription asset and a corresponding subscription liability when entering into a SBITA contract, rather than expensing payments as they are made. The threshold determined by UCOP for SBITA leases is $500,000 or over. If your department is entering into a subscription based software contract at this threshold, please reach out to CAA to ensure it is reported properly in Aggie Enterprise.

Category

Account

POET Expenditure Type (PPM)

GASB9601-GASB96 - Software - Fixed534010 - SBITA expense fixed and variable if included in PV calc534010 - SBITA expense fixed and variable if included in PV calc
GASB9602-GASB96 - Software - Variable534030 - SBITA expense variable not included in PV534030 - SBITA expense variable not included in PV

 

6. Understanding how to treat software modifications

To be considered for capitalization it must result in any of the following:

  • An increase in the functionality of the computer software, that is, the computer software is able to perform tasks that it was previously incapable of performing.
  • An increase in the efficiency of the computer software, that is, an increase in the level of service provided by the computer software.
  • An extension of the estimated useful life of the software greater than one year.

If the modification does not result in any of the above outcome then the modification should be considered maintenance and the cost should be expensed as incurred.


Reporting

Capital Asset Accounting (CAA) will create a new software CAAN for each software type for each fiscal year during December. A CAAN will be established based on the guidance described above and on NICA funding source (campus, ANR, medical center) and size of software (below $5M or above $5M).

CAA will be contacting you about the status of the software as of December and June of each fiscal year to note if the asset is being used or remains under construction. Assets in use will be capitalized and added to the software CAAN value. While assets that remain in progress will be classified as construction in progress until placed into service.

Computer software is categorized into two classes and capitalized as capital assets. Software greater than $5 million is capitalized and amortized over seven years. Software equal or less than $5 million is capitalized and amortized over three years. Similar to other capital assets, software is amortized using a mid-year convention on a calendar year basis and recorded on a fiscal basis. After the useful life, the cost, along with the accumulated depreciation, will be written-off on the local ledger.