updated 7/09/08
Cornell University Policy Library -- Policy 3.7
2. Appropriations, Government Agency: 204X-21XX
3. Budget Codes, Miscellaneous: 260X, 265X
4. Credits, Miscellaneous: 110X, 131X-133X, 135X, 139X
5. Loan Fund Codes (Division of Financial Affairs Use Only):
200X-202X
6. Revenue, Enterprise (FND 461, 462 only): 150X-155X, 157X, 160X-163X, 165X-168X
7. Revenue, Gift: 180X-188X
8. Revenue, Government Grant and Contract: 220X-225X
9. Revenue, Grant and Contract: 17XX
10. Revenue, Investment Income (Division of Financial Affairs and Investment Office Use Only): 103X, 130X, 134X, 137X, 190X-195X
11. Revenue, Miscellaneous Earnings and Transactions: 111X-116X, 120X- 126X, 128X, 129X
12. Revenue, Tuition and Fees: 140X-144X, 146X-149X
13. Transfers, Credit: 230X, 231X, 233X-236X, 238X-245X, 249X, 252X, 259X
Serial and alphabetical lists of object codes appear elsewhere in the "Appendix" Section of this document.
Caution: Generally, only the first three digits of the object code are used for annual financial reporting. Departments may use any number in the fourth digit unless the university has defined a specific meaning for the fourth digit.
In this section most object codes are listed with an X in the fourth digit. See the "Appendix" Section of this document for the serial listing of object codes before assigning a fourth digit to any credit object code, to be certain it has not already been specifically defined by the university.
Transactions using allocation object codes must be processed on a budget journal. The use of an allocation object code on a budget journal generates an automatic accounting entry in the same amount.
Allocation of funds within a department, between two designated accounts:
| Allocate Funds: |
Use Allocation Object Code: |
| From undesignated account in Department A |
C65X in the designated account (FND 461 or FND 462) |
| To designated account in Department A |
365X in the designated account (FND 461 or FND 462) |
335X
Allocation, Initial
Used during the budget process to record the initial budget allocation in an account. During the year, this object code can be used to revise allocations among various accounts, provided the entry stays within the same fund group. This code is valid in fund groups 43X and 44X. All allocation entries must net to zero on each journal. Transactions using allocation object codes must be processed on a budget journal.
Endowed: Same as 330X. Contract Colleges: Same as 330X but used at the department level to distribute the initial allocation received from the Dean's Office. Transactions using allocation object codes must be processed on a budget journal.
Used to record organizational level allocations to individual accounts. This code is valid in fund groups 461 and 462 and must net to zero with each fund group and organization. Transactions using allocation object codes must be processed on a budget journal.
Used to record department level allocations to individual accounts. This object code is valid in fund groups 461 and 462 and must net to zero with each fund group and department. Transactions using allocation object codes must be processed on a budget journal.
These codes identify funds received through government agencies. Use limited as noted in each explanation.
Used to close federal appropriation accounts within the same federal fiscal year, within the same source. Use limited to the Division of Financial Affairs, Cornell Cooperative Extension Fiscal Office, and Director of the Cornell University Agricultural Experiment Station.
Base allocation of federal appropriations in each federal source. Use limited to the Division of Financial Affairs, Cornell Cooperative Extension Fiscal Office, and Director of the Cornell University Agricultural Experiment Station.
Used to transfer the fund balance from the prior federal fiscal year to the current federal fiscal year. Use limited to the Division of Financial Affairs, Cornell Cooperative Extension Fiscal Office, and Director of the Cornell University Agricultural Experiment Station.
Increases and decreases to federal appropriations allocation based on federal amendments. Use limited to the Division of Financial Affairs, Cornell Cooperative Extension Fiscal Office, and Director of the Cornell University Agricultural Experiment Station.
Federal appropriations that are moved from one contract college to another. The fourth digit indicates the college to which the funds were moved. Use limited to the Division of Financial Affairs, Cornell Cooperative Extension Fiscal Office, and Director of the Cornell University Agricultural Experiment Station.
Bundy aid from New York State. Use limited to the Endowed Division.
New York State appropriations for the Contract Colleges that are recorded in the New York State Clearing Account and the Income and Allocation Accounts of the contract college units. Use limited to the Budget Office.
Transactions using miscellaneous budget object codes must be processed on a budget journal.
Used to budget a planned addition to or use of fund balance. Transactions using miscellaneous budget object codes must be processed on a budget journal.
Used to budget a planned addition to or use of fund balance. In contract college accounts only, this code may be generated by the budget system to balance an account. Transactions using miscellaneous budget object codes must be processed on a budget journal.
These codes are used to record miscellaneous credits.
Discounts on inventory purchases for enterprise and service units. Credit object codes cannot be used in the Automated Procurement and Payment System (APPS); use an object code from the Cost of Sales range, 945X - 947X, 957X.
Cash transactions in non-operating accounts: assets, liabilities, including accounts receivable and agency funds. This object code must not be used in fund balance accounts (FNDs 13X, 24X, 25X, 26X, 33X, and 43X - 47X).
Expenditures from plant funds that are capitalized. Use limited to the Division of Financial Affairs.
Expenditures from plant funds that are not capitalized. Use limited to the Division of Financial Affairs.
Used at year-end to allocate CIT (Cornell Information Technologies) computer expenses to the general purpose budget. Use limited to the Endowed Budget Office and the Division of Financial Affairs.
Balances brought forward from a previous year, based on the analysis option. Use limited to the Division of Financial Affairs.
These codes are used to record activity in student and parent loan funds, (FND 1XX). Use limited to the Division of Financial Affairs.
Collection expenses in loan funds.
Principal and Interest cancellation transactions in loan funds.
Bad debt recovery expenses in loan funds.
This series of codes is used to record revenue in Designated Fund Balance Accounts (FND 461), and in Enterprise and Service Fund Balance Accounts (FND 462).
Academic year rental revenue from student housing. Use limited to Campus Life.
Housing revenue from Summer Session and other non-conference-related housing (e.g., visitor housing). Use limited to Campus Life.
Revenue from housing, dining, parking, registration, and other fees related to conferences held at the university. Use limited to Campus Life.
Miscellaneous revenue such as damage and other fees, extra bed rental, etc. Use limited to Campus Life.
Coin-operated laundry contract revenue. Use limited to Campus Life.
Revenue, Radio and Television
Revenue from radio and television broadcast rights for sporting events. Use limited to Athletics.
Revenue from athletic events held at the university. Use limited to Athletics.
Revenue from athletic events held away from the university. Use limited to Athletics.
Revenue from membership fees in athletic associations such as CUAA. Use limited to Athletics.
Revenue from sales of merchandise at The Cornell Store. Use limited to The Cornell Store.
Revenue from athletic program advertising. Use limited to Athletics.
A gift is an irrevocable transfer of assets, without consideration, from one entity to another. Gifts may be in the form of cash, stocks, bonds, real property, and personal property such as works of art.
Gift funds may only be used for the purpose, program, or activity specified by the donor, if any (e.g., Financial Aid, Chemistry Department, College of Engineering). If none is specified, the funds are considered unrestricted and, unless there is an administrative limitation on the funds, are recorded as unrestricted, undesignated gift revenue.
All gifts received must be reported to the Alumni Affairs Records Office (PAR) for proper recording and acknowledgment. Any gift checks received should be sent to PAR, 55 Brown Road with a completed Standard Gift Information Form. PAR will credit the appropriate general ledger account (see University Policy 3.1, "Accepting University Gifts").
Caution: Clearance to use the fourth digit of the gift object code must be obtained from Alumni Affairs Records.
Gifts from university alumni, including any "matching gifts" from the alumni's employers. Use limited to Alumni Affairs Records (PAR).
Gifts from an individual's estate (will). Use limited to Alumni Affairs Records (PAR).
Gifts from corporation not associated with university alumni. Use limited to Alumni Affairs Records (PAR).
Gifts from foundations. Use limited to Alumni Affairs Records (PAR).
Gifts from individuals other than university alumni. Use limited to Alumni Affairs Records (PAR).
Gifts from a college or university other than Cornell. Use limited to Alumni Affairs Records (PAR).
Gifts from trust funds that are neither in the possession of nor managed by the university. Use limited to Alumni Affairs Records (PAR).
Gifts received from an entity, such as a corporation, giving recognition to a Cornell alumnus associated with the business. This individual is usually the owner, a major shareholder, or an officer. The business entity is the donor, and the individual receives gift recognition. Use limited to Alumni Affairs Records (PAR).
Gifts from organizations. Use limited to Alumni Affairs Records (PAR).
These codes are used to record government grant and contract revenue. Use of these codes is limited to the Division of Financial Affairs.
Revenue from federal agencies. Use limited to the Division of Financial Affairs.
Revenue from governments other than the United States'. Use limited to the Division of Financial Affairs.
Revenue from local governments within New York State. Use limited to Sponsored Funds Accounting, the Division of Financial Affairs.
Revenue from agencies of New York State. Use limited to Sponsored Funds Accounting, the Division of Financial Affairs.
Revenue from state and local governments outside New York State. Use limited to Sponsored Funds Accounting, the Division of Financial Affairs.
Federal income received through awards from non-federal agencies. Use limited to the Division of Financial Affairs.
This series of codes is used to record various types of sponsored revenue received for work performed under sponsored agreements. Use limited to the Division of Financial Affairs.
Sponsored contract revenue from all private funding sources (i.e., non-federal, non-state).
Sponsored funds revenue from federal funding sources to defray expenses such as research supplies, equipment, and other related items. See code 956X for the expenses associated with this allowance.
Sponsored funds revenue from various states to defray expenses such as research supplies, equipment, and other related items. See code 956X for the expenses associated with this allowance. For College of Veterinary Medicine use only, to record state subsidies received on behalf of New England contractual students.
Sponsored funds revenue from private funding sources to defray expenses such as research supplies, equipment, and other related items. See code 956X for the expenses associated with this allowance.
Revenue from overhead charges to federal grants and contracts. See code 982X for the expenses associated with this income.
Revenue from overhead charges to various states' grants and contracts. See code 985X for the expenses associated with this income.
Revenue from overhead charges to private grants and contracts. See code 986X for the expenses associated with this income.
Federal funds that are moved interdivisionally, i.e., among Endowed and Medical College Divisions, and Contract Colleges of the university.
New York State funds that are moved interdivisionally, i.e., among Endowed and Medical College Divisions, and Contract Colleges of the university.
Private funds that are moved interdivisionally, i.e., among Endowed and Medical College Divisions, and Contract Colleges of the university.
These codes indicate the earnings (net of expenses) or distribution of earnings from various investment pools.
The amount of estimated investment income from the Long Term Investment Pool (LTIP) for the fiscal year. It is posted to the endowment income account (Type 3) in July. The estimated amount is based on the number of income shares of the principal investment at July 1. No estimated income is posted to liability funds including agency funds. It is reversed in June when the actual income is posted (see object code 193X). Investment income from Separately Invested Funds is recorded at year-end only, see codes 194X and 192X, respectively.
Transactions
Gains resulting from the sale of securities that were held in one of the university's investment portfolios. See code 930X for losses. Use limited to the Investment Office and Division of Financial Affairs.
Gains or losses resulting from the withdrawal of money from an investment pool fund. Use limited to the Investment Office and Division of Financial Affairs.
On a marketable security, the recognized difference between the value when the asset was acquired and its current market value. Use limited to the Investment Office, the Trust Office, and the Division of Financial Affairs.
Income received from the university's investment of funds, and interest earned on university bank accounts. Use limited to the Investment Office and the Division of Financial Affairs.
Income from the recovery of costs associated with the production of investment income. Use limited to the Investment Office and the Division of Financial Affairs.
Income distributed to funds that are part of the Long Term Investment Pool. Distribution is made annually in June, before preliminary closing. See code1030 for the posting of estimated income in July. Use limited to the Investment Office and the Division of Financial Affairs.
Income from separately invested accounts. Distribution is made annually in June, before preliminary closing. Use limited to the Investment Office and the Division of Financial Affairs.
Income payable to one or more beneficiaries during their lifetimes. On the termination of life interests, the principal of the trust becomes available for university purposes. Use limited to the Investment Office and the Division of Financial Affairs.
This series of codes is used to record the various types of income earned by the university. This series also records miscellaneous transactions.
Revenue from sales and services provided to customers other than university departments; fines and fees that do not relate to the cost of instruction.
Revenue from sales and services provided to other departments within the university. (On a department's financial accounting statement this code appears as a revenue item. However, the financial report class assigned to this code, for reporting purposes in the university's annual financial statements and schedules, treats its function as a reduction of general expense. This avoids the double counting of the expense that would occur within the university otherwise.) This code is only valid in FND 46X. See code 998X.
Revenue of the university from its subsidiaries. Two examples of university owned subsidiaries are: Cornell Research Foundation and CU Transit. Examples: royalty payments to the university by CRF are reflected on the university's books on object code 114X. Bus charter revenue to CU Transit from athletics is recorded on CU Transit's books on object code 114X. See code 984X for recording the offsetting expense.
The principal of a trust fund that becomes available for university purposes upon the termination of life interests. Use limited to the Trust Office and the Division of Financial Affairs.
Corrections to gifts received in prior years. Use of this code is limited to Alumni Affairs Records and the Division of Financial Affairs.
Outside revenue from sale of animals. This code cannot be used in state or federal appropriations accounts, FND 44X and 45X, respectively. Use limited to Contract Colleges.
Outside revenue from conferences and seminars that are sponsored by the university and held on or off-campus. This code cannot be used in state or federal appropriations accounts, FND 44X and 45X, respectively. Use limited to the Contract Colleges.
Outside revenue from the sale of processed dairy and other food products such as butter, cheese, meat, milk, ice cream, etc. This code cannot be used in state or federal appropriations accounts, FND 44X and 45X, respectively. Use limited to Contract Colleges.
Outside revenue from the sale of agricultural and other natural products that are sold with little or no alteration, such as eggs, fruits, and vegetables. This code cannot be used in state or federal appropriations accounts, FND 44X and 45X, respectively. Use limited to Contract Colleges.
Outside revenue from publications. This code cannot be used in state or federal appropriations accounts, FND 44X and 45X, respectively. Use limited to Contract Colleges.
Outside revenue from child care services, clinical sales, correspondence courses, dairy records sales, diagnostic services, summer school, testing services, and the spectrograph. This code cannot be used in state or federal appropriations accounts, FND 44X and 45X, respectively. Use limited to the Contract Colleges.
Outside revenue from services of the veterinary clinics. This code cannot be used in state or federal appropriations accounts, FND 44X and 45X, respectively. Use limited to Contract Colleges.
Outside revenue from rents, royalties, and sales of scrap and used equipment. This code cannot be used in state or federal appropriations accounts, FND 44X and 45X, respectively. Use limited to the Contract Colleges.
Same as 113X, which is the preferred interdepartmental revenue code.
Various tuition and fee revenues are recorded using this code. If none of the specifically defined codes fit, code 1400 is used for tuition, and code 1440 for non-mandatory fees.
Tuition and Instructional Fees, Undergraduate
Tuition and mandatory fees for the undergraduate schools.
Use limited to the Division of Financial Affairs.
Tuition and mandatory fees for the professional schools.
Tuition and mandatory fees for graduate students, including matriculation and admission fees, but excluding fines and other, non-instructional fees.
All fees, (undergraduate, professional, and graduate), that are not requirements of matriculation, including application, in absentia, and registration fees.
Tuition and fees for Summer School programs.
Tuition and fees for extramural programs.
Tuition and mandatory fees for contract college undergraduate students, including current, reduced, and prior-year tuition; dean's and SUNY income; and administrative charges. Use limited to the Contract Colleges.
Tuition and mandatory fees for contract college professional and graduate students, including current, reduced, and prior-year tuition; dean's and SUNY income; and administrative charges. Use limited to the Contract Colleges.
Transfer codes are used to record the movement of funds between accounts. The fund groups of the accounts involved dictate the transfer codes to be used. Transfer codes must be used on both sides of the transaction; a transfer to an account is balanced by a transfer from an account, and vice versa. Transfer object codes must not be used to correct expenses or revenues recorded in error. Corrections are made by adjusting the object codes and accounts erroneously assigned in the original transaction (see the "Correcting a Revenue Object" segment of this document).
Caution: Transfers to an account within the same fund group (e.g., designated to designated, enterprise to enterprise) use code 245X. Transfers to an account in a different fund group use codes as indicated below.
Caution: Current unrestricted funds cannot be transferred to restricted accounts.
Caution: Transfer codes cannot be used in state or federal appropriations accounts, fund groups 44X and 45X, respectively.
Transfer of funds from an undesignated account to a designated account:
| Transfer Funds: |
Use Object Code: |
| From an undesignated account (FND 43X) |
736X in the undesignated account (FND 43X) |
| To a designated account (FND 461) |
230X in the designated account (FND 461) |
See the Transfer Code Chart in the "Appendix" Section of this document.
Used in an account receiving funds from an undesignated (FND 43X) account.
Used in an account receiving funds from restricted (FND 472) account.
Transfers required to match outside gifts or grants, usually from the federal government. Used in the account receiving the transfer.
Revenue received that was credited directly to Funds Functioning as Endowments (FFE), but must be reflected as Current Funds income, for financial report purposes. Use limited to the Division of Financial Affairs.
Used in the account receiving funds from an Enterprise Operation (FND 462) account.
Used in an account receiving funds from a designated (FND 461) account.
Used in an account receiving funds from a loan fund (FND 1XX) account. Use limited to the Division of Financial Affairs.
Used in an account receiving funds from a true endowment (FND 24X) account. Use limited to the Division of Financial Affairs.
Used in an account receiving funds from funds functioning as endowment (FND 25X) account. Use limited to the Division of Financial Affairs.
Used to transfer excess or shortfall of Long Term Investment Pool (LTIP) income from accumulated gains. Use limited to the Division of Financial Affairs.
Used in an account receiving funds from a plant (FND 3XX) account.
Used to transfer investment income from the true endowment income account to the principal fund of a true endowment. Use limited to the Division of Financial Affairs.
Used to transfer investment income from the income account to the principal fund of a fund functioning as endowment. Use limited to the Division of Financial Affairs.
Used for transfers made within the same fund group. The offset code is 745X, except when the transfer is from a FNC 185 account; then the offset is B45X.
Used in an account receiving funds from another account as a result of the separation of funds with multiple restriction classifications for the implementation of FAS 117. (An account can only have one FAS 117 restriction classification. In the case where an account had/has several sources of funds resulting in multiple restriction classifications, a new account must be created to separate the funds by restriction classification.) Use limited to the Division of Financial Affairs.
Used in an Endowed or Contract Colleges account receiving funds transferred from the Medical College. Use limited to the Division of Financial Affairs.
Used to close operating accounts to reserve accounts within the same fund group at fiscal year-end. Use limited to the Division of Financial Affairs or with prior approval from the Division of Financial Affairs.