Cornell University Policy Library
-- Policy 3.7 Cornell University Policy Library
-- Policy 3.7
2. Budget Codes, Miscellaneous: 406X, 465X, 466X, 469X, 799X, 899X, 999X
3. Capital Acquisitions: 500X-512X, 683X, 776X, 983X
4. Capital Construction, Capitalization, and Asset Retirement: 550X- 553X, 555X, 556X, 589X, 597X, 598X
5. Central Administrative Debits: 950X, 963X, 964X, 9650, 9652, 966X, 981X
6. Communications: 600X-603X, 605X, 608X
7. Cost of Sales and Inventory: 788X, 945X-947X, 957X, 970X, 971X
8. Debits, Miscellaneous: 698X, 765X, 772X, 773X, 919X, 954X, 955X, 962X, 984X, 989X, 994X, 997X, 998X
9. Employee Benefits: 480X-486X, 489X-491X, 493X-496X, 940X, 992X
10. Employee Training and Development, and Recruitment Expenses: 682X, 687X, 766X
11. Fees, Insurance, License, and Taxes (FILT): 620X-623X, 628X, 919X
12. Interest Expenses: 693X, 694X
13. Investment Debits: 930X, 953X
14. Leases and Rentals: 630X-633X, 919X
15. Nonrecoverable Expenses: 685X, 695X, 768X, 769X, 91XX, 915X-917X, 919X
16. Repair and Maintenance: 640X-648X, 688X
17. Salaries and Wages: 400X-402X, 404X, 405X, 407X-435X, 440X-445X, 449X-457X, 459X, 460X, 462X, 463X, 467X, 471X-476X, 492X, 497X, 498X
18. Services: 650X-658X, 690X, 696X, 700X, 701X, 710X-714X, 915X
19. Sponsored Funds, Debits: 685X, 697X, 952X, 956X, 958X, 982X, 985X, 986X, 995X, 996X
20. Student Aid and Student Loans: 810X-813X, 82XX, 830X-839X, 845X, 846X, 860X, 883X, 884X
21. SUNY Equipment Codes, Special: 901X-903X, 906X-909X
22. Supplies and Materials: 660X-668X, 715X, 716X, 916X
23. Transfer Codes, Debit: 730X-736X, 738X-745X, 749X, 752X, 753X, 759X
24. Travel and Subsistence: 610X-612X, 615X-617X, 768X-770X, 911X
25. Utilities: 670X-673X
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 debit object code, to be certain it has not already been specifically defined by the university.
The salary and wage object codes (400X - 479X) have a defined fourth digit. Refer to the "Caution" in the "Salaries and Wages" segment of the "Debit Object Codes, Detailed" Section of this document.
1. Amortization and Depreciation
These codes are used to record the costs of amortization and depreciation. Use of these codes is limited to the Division of Financial Affairs.
Expenditures for principal on loans for capital assets. Use limited to the Division of Financial Affairs.
Used to recognize the equity for the asset in the Net Investment in Plant fund as capital lease payments are made. Use limited to the Division of Financial Affairs.
Allowable decrease in value of property or equipment. Use limited to the Division of Financial Affairs.
Transactions using miscellaneous budget object codes must be processed on a budget journal.
Used during the annual budgeting process (CPBS) to make an aggregate adjustment to faculty salary commitment total. Use limited to the Endowed Budget Office.
Used during the annual budgeting process (CPBS) to budget funds for the salary improvement process. Transactions using miscellaneous budget object codes must be processed on a budget journal.
Used to budget funds for salary increases. Transactions using miscellaneous budget object codes must be processed on a budget journal.
Used to report the monthly payroll commitment as well as to budget salaries and wages. Transactions using miscellaneous budget object codes must be processed on a budget journal.
Used to budget general expense where detail is not required. Transactions using miscellaneous budget object codes must be processed on a budget journal.
Used to budget student aid. Transactions using miscellaneous budget object codes must be processed on a budget journal.
Used to budget total expense. Transactions using miscellaneous budget object codes must be processed on a budget journal.
"Supplies and Materials, Office," and recorded in the 66XX series of codes.
Caution: The $5,000 threshold for reporting does not apply to catalogued library books.
Expenditures for building purchase, including legal fees, title searches, taxes, and other related expenses. If a building purchase is made to acquire land as well, the cost must be allocated between this code and the 504X series of codes.
Expenditures for items of movable equipment, other than computers, software, vehicles, and furniture, that meet the criteria of a capital acquisition (see description in introductory paragraph, above). This includes farm and laboratory equipment, research equipment, and teaching equipment.
Expenditures for furnishings that meet the criteria of a capital acquisition (see description in introductory paragraph, above).
Expenditures for land purchase, including legal fees, title searches, taxes, and other related expenses. If a land purchase is made to acquire a building as well, the cost must be allocated between this code and the 501X series of codes.
Department payments to Cornell Information Technologies (CIT) for equipment purchased and financed through its leasing plan. This code must not be confused with 631X - leases where no purchase is made, and 776X - leases where a purchase is made from a non-university vendor.
Expenditures for improvements other than buildings, that meet the criteria of a capital acquisition (see description in introductory paragraph, above). "Improvements other than buildings" refers to modifications to outside areas. Examples are fences, outdoor benches, yard lighting, and signs.
Expenditures for automobiles, trucks, tractors, and other vehicles.
Expenditures for the purchase of objects of art and similar items that meet the criteria of a capital acquisition (see description in introductory paragraph, above).
Expenditures for computer software that meets the criteria of a capital acquisition (see description in introductory paragraph, above).
Expenditures for computer equipment that is not software (509X), or supplies (668X). This includes, but is not limited to: controllers, modems, monitors, printers and terminals.
Caution: Some equipment is defined as being composed of a large number of smaller components that relate to an individual item valued at greater than $5,000 such as a computer with keyboard, mouse, and monitor. The discrete assembly may be considered to be one item, and should be recorded and capitalized as a single item (see "Capital Assets").
Expenditures for the component parts, materials, and labor used in the fabrication of equipment. Use of this code to record labor expenditures is limited to the following shops: Chemistry, Technical Service Facility (Engineering), Laboratory of Atomic and Solid State Physics (LASSP), and Materials Science Center (MSC).
Payments on lease/purchase agreements with non-university vendors.
Receipts from the sale of university owned capital equipment. Use limited to the Endowed Division.
There are three types of expenditures recorded in this category: those for the construction of a new building, those for the renovation of an existing building when the square footage or useful life of the building is increased, and those for landscaping an unaltered building. Use of these codes is limited to Construction Management, Facilities and Campus Services, and the Division of Financial Affairs.
Expenditures for architectural engineers, attorneys, and other miscellaneous items associated with the pre-construction phase of capital construction projects, except those for physical site preparation.
Expenditures for physical site construction tasks, including but not limited to demolition, excavation, and post-construction landscaping.
Payments made to contractors involved in construction of a new building. This may include, but is not limited to direct labor, materials, utilities, and non-movable equipment built into or affixed to the structure. This code does not apply to movable equipment.
Payments made to contractors involved in alteration or renovation of existing structures. This may include, but is not limited to direct labor, materials, utilities, and non-movable equipment built into or affixed to the structure. This code does not apply to movable equipment.
Expenses for decorative or functional alterations of grounds that are not related to a capital building project. Examples of expenditures included in this category are: retaining walls, parking lots, and sidewalks.
Expenditures for equipment that becomes affixed to the structure, such as wall-to-wall carpeting, laboratory benches, and water fountains.
Plant Assets that have been abandoned, sold, or destroyed by any means. Use limited to the Division of Financial Affairs.
Amounts to be added to the value of plant assets at the conclusion of a capital project. Use limited to the Division of Financial Affairs.
Expenditures from Plant Funds that will be expensed, rather than added to the value of plant assets. Use limited to the Division of Financial Affairs.
This category includes the debit codes that are used by the central offices to identify various administrative costs.
Charges for Instruction provided to students, for courses taken in a college different from the one in which the student is enrolled. Use limited to the Division of Financial Affairs and the Budget Office.
Used as an offset to the revenue recorded in income and allocation accounts. It is primarily used to record the state appropriations processed through the New York State Clearing Account. However, use is not limited to state appropriations; it is used for federal appropriations as well.
Used to distribute administrative costs to designated endowed colleges and the contract colleges. Generally, use is limited to the Division of Financial Affairs and the Budget Office. Colleges are permitted to use this code for budgeting purposes only.
Used to distribute expenses related to the Cornell Campaign. Generally, use is limited to the Division of Financial Affairs and the Budget Office. Departments are permitted to use this code for budgeting purposes only.
Used to distribute administrative costs to enterprise and service operations. Generally, use is limited to the Division of Financial Affairs and the Budget Office. Departments are permitted to use this code for budgeting purposes only.
Used to record the overhead expenditures of the Statutory Fleet. Use limited to the Budget Office.
Indirect cost that is charged on restricted gift accounts when funds are expended. Scholarship funds (FNC 49X) and endowment income accounts (source 64XX) are exempt from this indirect cost. Use limited to the Division of Financial Affairs. See the "Rates" Section of this document for current indirect cost rates.
These codes include expenditures for telecommunications, postage, freight, facsimile, etc.
One-time installation charges, time and material charges, labor charges, and software change fees for: telephone services (lines, instruments, accessory equipment, voice mail, EZ Remote), data communication networks, special circuits (e.g., fire and alarm lines), and video communications/teleconferencing services.
Expenditures to the Unites States Postal Service for postage. This does not include shipping charges paid on an invoice or bill, which must be recorded as part of the cost of the item(s) purchased.
Monthly equipment charges for: telephone services (lines, instruments, accessory equipment, voice mail, EZ Remote), data communication networks, special circuits (e.g., fire and alarm lines), and video communications/teleconferencing services. For most units these charges (including NYNEX) are directly billed to an account by Network and Telecommunications Services (NetCom). Certain off-campus units (i.e., regional offices) have service provided by other vendors, in which case invoices must be processed.
Usage-related charges such as local message unit and long-distance, including those associated with audio/video teleconferencing calls. For most units these charges are directly billed to an account by Network and Telecommunications Services (NetCom). Certain off-campus units (i.e., regional offices) have services provided by other vendors, in which case invoices must be processed.
Expenditures for Fax and Telex transmissions.
Expenditures for freight, express, and cartage on outgoing correspondence and packages, such as United Parcel Service (UPS), Federal Express (FedEx), and Purolator Courier.
This category includes the debit codes that relate to the cost of sales and inventory.
Overages or shortages for daily sales.
The cost of merchandise sold from inventory. When using this code in a fund balance account there must be sales revenue corresponding to the cost of sales.
Purchases or inventory relief in inventory accounts only. This code must not be used as an operating expense.
Adjustments to inventory levels. This code must only be used in accounts in FND 46X.
This category includes a variety of debit codes.
Expenditures that can not be properly classified under any other general expense code. Use of this code must be infrequent.
Contributions to student activity funds. Use limited to Campus Life.
Use limited to the Office of University Relations.
Expenditures for collection of debts owed on Cornellcard.
Miscellaneous expenditures classified as nonrecoverable according to OMB A-21. This object code must not be used in an account funded by a state or the federal government. See the "Recording a Nonrecoverable Cost by Code" segment of the "Direct and Indirect Costs" Section of this document.
Balances brought forward from previous years as indicated by the Analysis Option attribute. Object code 1390 is reverse. Use limited to the Division of Financial Affairs.
Cash transactions in non-operating accounts: assets and liabilities, including accounts receivable and agency funds. This object code must not be used in operating accounts (FND 13X, 24X, 25X, 26X, 33X, and 43X through 47X).
Expenditures to university owned subsidiaries, such as the Cornell Research Foundation and CU Transit (e.g., bus charter fees paid by Athletics to CU Transit). See code 114X for offsetting income reporting.
This code is used infrequently and only for transactions that can not be put into any other object code category. Use limited to the Division of Financial Affairs.
Amounts awarded to individuals who have previously earned their doctoral degrees. This is not a fee for service: these awards are made for research or study in the recipient's field of expertise. These individuals are not employees.
Interdepartmental earnings, recorded by the Contract College campus units as negative expenses. Entries under this special debit reduction code have the effect of reducing total expenses, rather than increasing income. Use limited to the Contract Colleges.
Employee benefits are expenditures made to or on behalf of employees. The employee benefit object codes are used to record expenditures for and recoveries of employee benefit costs. The employee benefit rates applied to recover costs are determined annually.
The employee benefit rates are applied to salary and wage expenses as shown in the "Rates" Section of this document.
Note: Effective July 1, 1996, the university will adopt a new employee benefit rate structure for the endowed division (see the "Rates" Section of this document). This requires both the establishment of new object codes and the retitling and/or redefining of some existing codes.
Use of employee benefit codes is limited to the Division of Financial Affairs.
Benefit expenses that support locally paid Cornell benefit programs (e.g., ID cards, Employee Assistance Program, blood pressure clinics, literacy program). Use limited to the Division of Financial Affairs. Contract Colleges only.
Payments to endowed benefit pool accounts for contract colleges' share of providing health insurance coverage to contrqact college post doctoral candidates, and to spouses of deceased retirees. Use limited to the Division of Financial Affairs.
Payments to endowed benefit pool for contract college share of providing life insurance coverage. Use limited to the Division of Financial Affairs.
Employee Contributions for New York State disability program to contract college benefit pool. Use limited to the Division of Financial Affairs.
Use limited to the Division of Financial Affairs. Contract Colleges only.
Payments to endowed benefit pool accounts for contract college's share of providing long term disability insurance to contract college employees who are not yet vested in NYSERS. Use limited to the Division of Financial Affairs.
Adjustments applicable to prior fiscal years, or for employee benefit adjustments. Use limited to the Division of Financial Affairs.
Through 6/30/96: The university's cost of employee benefits in endowed non-academic departments. Use limited to the Division of Financial Affairs. Endowed Division only.
After 6/30/96 to be titled: "Employee Benefits, Full Rate." Employee benefits charged to salary expenditures for employees eligible for the university's standard benefits. Use limited to the Division of Financial Affairs. Endowed Division only.
Through 6/30/96: Use limited to the Division of Financial Affairs. Endowed Division only.
After 6/30/96 to be titled: "Employee Benefits, Minimum Plus Rate." Employee benefits charged to salary expenditures for employees with appointments entitled to retirement contributions in addition to mandated coverage. Use limited to the Division of Financial Affairs. Endowed Division only.
Tuition payments made under the Cornell Children's Tuition Scholarship Program. Use limited to the Division of Financial Affairs.
Employee tuition payments made under the Employee Degree or the Employee Tuition Aid Programs. Use of this code is limited to accounts in the Employee Benefit Pool and to Contract College accounts in FNC 477. Payments for employees to attend workshops and seminars should be coded 682X or 766X.
Through 6/30/96: The university's cost of employee benefits in endowed academic departments. This rate is the non-academic rate plus an additional percentage to cover the cost of faculty sabbatic leaves. Use limited to the Division of Financial Affairs. Endowed Division only.
After 6/30/96 to be titled: "Employee Benefits, Minimum Rate." Employee benefits charged to salary expenditures for employees not eligible for any benefits but subject to mandated coverage (i.e., Social Security, Worker's Compensation, disability, unemployment insurance, etc.).
Restricted fund recoveries from federal, state, local, non-government, and non-sponsored accounts for employee benefits charged. Use limited to the Division of Financial Affairs. Contract Colleges only.
Tuition and fees charged to a contract for children of NAIC personnel, who work at the Arecibo facility, to attend school at Ramey Air Force Base. Use limited to the Division of Financial Affairs.
This category includes the debit codes that are used to record expenditures for employees to attend training and development seminars, conferences, and workshops, as well as expenses for recruitment and relocation of employees.
Expenditures for university sponsored conferences and seminars. Expenditures for employees to attend non-university sponsored workshops, seminars and other educational activities should be coded 766X.
Expenditures incurred during the interview process for prospective employees, and during relocation of new employees.
Expenditures for employees to attend non-university sponsored workshops, seminars and other educational activities. If attendance requires travel, a code from the 61XX, Travel and Subsistence, range should be used for the training costs. University-sponsored workshops, seminars and other educational activities for employees should be coded 682X. Tuition payments for the Employee Degree or Tuition Aid Programs are coded 494X.
These codes are used to record recoverable university expenditures for fees, insurance premiums, licenses, and taxes. Contact the Tax Compliance Office, Division of Financial Affairs, before paying any taxes. For nonrecoverable expenditures in this category, code 919X must be used (see the "Nonrecoverable Costs" segments of the "Direct and Indirect Cost" Section of this document).
Expenditures for fees, insurance, licenses, or taxes for non-vehicular equipment.
Expenditures for fees, insurance, licenses, or taxes for real property.
Expenditures for fees, insurance, licenses, or taxes for vehicles.
Expenditures for fees, insurance, licenses, or taxes for memberships.
Expenditures for fees, insurance, license, and taxes that cannot be categorized in object codes 620X - 623X, such as notary fees.
Miscellaneous expenditures classified as nonrecoverable according to OMB A-21. This object code must not be used in an account funded by a state or the federal government. See the "Recording a Nonrecoverable Cost by Code" segment of the "Direct and Indirect Costs" Section of this document.
This category includes the debit codes that relate to interest expenses.
The cost associated with borrowing money.
Expenditures for interest, over $10.00, that New York State pays on behalf of the university, for payments made after the "net 30 day" requirement. On the basis of on New York State Legislation, these disbursements are brought to the attention of the Division of Financial Affairs, and a journal entry is prepared charging a State Appropriations Account in the department where the late payment originated.
This category includes the debit codes that relate to the university's investments.
Losses from the sale of securities that were held in a university investment portfolio. See code 130X for realized gains. Use limited to the Investment and Division of Financial Affairs.
Payments made to beneficiaries under living trust agreements with the university. Use limited to the Division of Financial Affairs and the Trust Office.
These codes are used to report lease and rental expenditures except those incurred while traveling (see the university's travel policies), lease purchase payments to CIT (object code 505X), and other lease purchase payments (object code 776X).
Rental expenditures for computers and peripheral equipment such as tape drives, discs and sorters.
Lease and rental expenditures on equipment other than vehicles and computers for which ownership of the item will not pass to the department.
Lease and rental expenditures for land, buildings, offices, storage areas, etc.
Lease and rental expenditures for automobiles, tractors, trailers, and other conveyances rented for local use.
Miscellaneous expenditures classified as nonrecoverable according to OMB A-21. This object code must not be used in an account funded by a state or the federal government. See the "Recording a Nonrecoverable Cost by Code" segment of the "Direct and Indirect Costs" Section of this document.
For an explanation of recoverability see the "Direct and Indirect Costs" Section of this document. These codes also appear earlier in this section under their related codes, e.g., Travel And Subsistence, Services, etc.
Caution: These object codes must not be used in an account funded by a state or the federal government. See the "Recording a Nonrecoverable Cost by Code" segment of the "Direct and Indirect Costs" Section of this document.
Disallowances made by sponsors of organized research, and bad debts on accounts receivable. Use limited to the Division of Financial Affairs.
Same as 917X. Use of object code 695X may be prohibited after 6/30/95
Expenditures for dining, housing, and travel expenses related to Athletics recruiting. Use limited to the Athletics Department.
Use limited to the Athletics Department.
Expenditures for travel and subsistence that are classified as nonrecoverable according to OMB A-21.
Expenditures for services that are classified as nonrecoverable according to OMB A-21.
Expenditures for supplies and materials that are classified as nonrecoverable according to OMB A-21.
Expenditures for public relations (including dedications and formal dinners) that are classified as nonrecoverable according to OMB A-21.
Expenditures for all purposes not defined above, that are classified as nonrecoverable according to OMB A-21.
These codes are used to report expenditures for repair of, routine maintenance of, and costs of maintaining plant and equipment.
Expenditures for repair and maintenance of computers and peripheral equipment, including costs of computer maintenance contracts.
Expenditures for repair and maintenance of furniture and equipment other than vehicles and computers, including costs of furniture/equipment maintenance contracts.
Expenditures for repair and maintenance of real property.
Expenditures for repair and maintenance, (including operating costs, e.g., gas and oil) for vehicles.
Expenditures for repair and maintenance performed under service agreements. Examples are trash removal and pest extermination services. Facilities and Campus Services is the primary user of this code.
Expenditures for planned repair and maintenance of fixed capital assets. Repairs/maintenance in this category appreciably extend the life and/or improve the function of the asset (an existing facility or system). Examples are planned rehabilitation of a building's plumbing system. Facilities and Campus Services is the primary user of this code.
Expenditures for repair and maintenance necessary for the continued operation of an existing campus facility or system, e.g., repairs to the central heating system of a building. Facilities and Campus Services is the primary user of this code.
Expenditures for preventive maintenance necessary for the continuing operation of an existing campus facility or system, e.g., annual cleaning and filter replacement in HVAC vents. Facilities and Campus Services is the primary user of this code.
Expenditures for repair and maintenance projects that will extend the life and/or improve the function of the existing campus grounds. Facilities and Campus Services is the primary user of this code.
Expenditures for altering or renovating an existing structure. Do not use this code if either or both of the following conditions exist:
1) changes cost $100,000 or more and extend the useful life;
2) changes expand the usable space.
Instead, in these cases use 553X.
These object codes are assigned based on job title code and are input through the Labor Distribution System. If a salary and wage expense has an associated employee benefit expense, the accounting system automatically records the benefit expense on the same account as the salary and wage expense. The employee benefit object codes are in the 4800-4999 range (see the "Rates" Section of this document for the current employee benefit rates by object code and division).
Note: Effective July 1, 1996, the university will adopt a new employee benefit rate structure for the endowed division (see the "Rates" Section of this document). This requires both the establishment of new object codes and the retitling and/or redefining of some existing codes.
Caution: The fourth digit of the salary and wage object code is reserved to identify special reporting requirements:
1 = Off-campus
2 = On-campus, Student
3 = Off-campus, Student
Explanations of individual object codes are only given for codes that have divisional restrictions or reduced employee benefit rates. A relationship exists between title code and object code. For listings of those relationships see the "Appendix" Section of the CPBS (Cornell Planning and Budgeting System) manual.
Caution: In the Contract Colleges the professorial object codes distribute salaries to accounts when the paychecks are drawn, regardless of the appointment period. In the Endowed Division, the codes above are for professorial academic year salaries only. Generally, the endowed professorial nine month salary is paid over twelve months. However, the distribution to the accounts occurs only over the academic year.
Through 6/30/96: Salaries paid to visiting professors, lecturers, instructors, scientists, scholars, and critics for services less than half time, less than a full semester, or both. These salaries are not subject to an employee benefit rate.
After 6/30/96: To be determined.
Through 6/30/96: Salaries paid to faculty on sabbatic leave These salaries are not subject to an employee benefit rate and they are not included in indirect cost calculation. Endowed Division only.
After 6/30/96: The use of 405X is under review and may change after 6/30/96.
Through 6/30/96: This code has very limited use.
After 6/30/96 to be titled: "Salaries and Wages, Academic and Other Professional, Minimum Benefit Rate." Salaries paid to employees in position group 1, under circumstances where only the minimum benefit rate would apply (e.g., bonus payment).
Through 6/30/96: This code is used when a manual employee benefit calculation is necessary. Use limited, subject to approval by the Division of Financial Affairs.
After 6/30/96 to be titled: "Salaries and Wages, Miscellaneous Services, Zero Benefit Rate." This code is used when a manual employee benefit calculation is necessary. Use limited, subject to approval by the Division of Financial Affairs.
Endowed Division: the portion of endowed shop salaries charged to sponsored programs for work performed in various shops financed from general purpose funds.
Contract Colleges: the portion of a professor's or senior extension associate's salary budgeted on state appropriations that is charged to sponsored programs for effort/work performed.
Wages paid to temporary or casual employees at a regular hourly rate, for hours worked up to the standard number of hours according to the appointment.
Wages paid at a premium hourly rate for hours worked more than 40 hours per week.
Caution: In the case of grants or contracts, most sponsors will not pay indirect costs on the premium amount paid to an employee for overtime. This is true for both temporary and regular employees.
Student wages subsidized by the federal College Work Study program. Use limited to the Division of Financial Affairs for endowed accounts.
For use after 6/30/96 only: Wages for non-student temporary employees eligible for full benefits.
For use after 6/30/96 only: Wages for students employed during the summer incurring the mandated coverage.
Use limited to the Division of Financial Affairs and the Budget Office.
Charges for payments to Work Study students. Categorized as Other than Personal Services (OTPS) for New York State Reporting Purposes. Use limited to the Division of Financial Affairs, for contract college accounts.
The university's administrative charge component of tuition, paid by contract collegeg departments on behalf of their contract college-funded graduate assistants. Categorized as Other than Personal Services (OTPS) for New York State Reporting Purposes. Use limited to the Division of Financial Affairs, for contract college accounts.
These codes are used to record expenditures for professional services by firms, corporations, companies, or independent contractors, excluding those for contractual agreements regarding communications, leases, rentals, repair, and maintenance.
Interdepartmental computer expenditures other than those charged by Cornell Information Technologies (CIT). Used in conjunction with I98X for contract college accounts, and 113X or 129X for endowed accounts.
Expenditures for services performed by Cornell Information Technologies (CIT), including rental payments made by them on the department's behalf.
Expenditures for services performed among sections of Cornell Information Technologies (CIT). Use limited to CIT.
Expenditures for professional services, including related travel and subsistence expenses that are paid directly. On grants and contracts, the first $25,000 paid on a subcontract is recorded using 653X; 697X is used for expenditures over $25,000.
Expenditures for professional services from independent contractors, including related travel and subsistence expenses.
Expenditures for material and labor from other departments or units within the university. Used in conjunction with I98X for contract college accounts, and 113X for endowed accounts.
Expenditures for use of non-university-owned computers.
Expenditures for printing and duplicating services.
Miscellaneous service expenditures.
Expenditures for transaction fees charged by credit card companies.
Expenditures for publishing. This code must not be used for subscriptions.
Expenditures for chemistry shops and facilities. The third and fourth digit of these codes is used to specify the chemistry shop and facility within the Chemistry Department.
Expenditures for general administration services support. This code reflects the cost of direct central administration services.
Expenditures for a percentage commission paid for services.
Expenditures for uniform and linen cleaning.
Expenditures for charges for the services of the University Police.
Expenditures for trash removal services.
Expenditures for services classified as nonrecoverable business expenses according to OMB A-21. This object code must not be used in an account funded by a state or the federal government. See the "Recording a Nonrecoverable Cost by Code" segment of the "Direct and Indirect Costs" Section of this document.
This category includes debit codes that relate only to sponsored funds.
Disallowances made by sponsors of organized research, and bad debts on accounts receivable. Use limited to the Division of Financial Affairs.
Expenditures for work contracted for research or development only. This code is excluded from the calculation of MTDC indirect costs. The first $25,000 paid on a subcontract is recorded with object code 653X. For use in grants and contracts accounts only.
This code is generally used on federal grants and contracts to record support in lieu of indirect costs. For predoctoral awards 100% of the allowance is available to the department. For postdoctoral awards 70% of the allowance is available to the department, while 30% is retained by the university. This code is also used to record the cost of education allowance on Title IV funds. This use limited to the Division of Financial Affairs.
Used to record the movement of monthly expenditures from the counties' accounts (departments 2XX) to grant accounts in the Extension Division.
Indirect cost that is charged to federal grants and contracts. Use limited to Sponsored Programs Accounting, Division of Financial Affairs. See the "Rates" Section of this document for current indirect cost rates.
Indirect cost that is charged to source 5XXX accounts with indirect cost. This includes grants and contracts from any state. Use limited to Sponsored Programs Accounting, Division of Financial Affairs. See the "Rates" Section of this document for current indirect cost rates.
Indirect cost that is charged to private gifts, grants and contracts. Use limited to Sponsored Programs Accounting, Division of Financial Affairs. See the "Rates" Section of this document for current indirect cost rates.
Used to move balances of sponsored awards to an unrestricted account with the same function code. Use limited to the Division of Financial Affairs.
Used to record the prior year unobligated balance of a sponsored agreement's account. Spending of this prior year unobligated balance is prohibited until approval is received from the funding agency. Use limited to the Division of Financial Affairs.
This category includes the debit codes that relate to Student Aid and Student Loans. Object codes in the 88XX series cannot be used on organized research accounts (FNC 43X).
Caution: Payments to students from scholarship accounts (FNC 49X) require no reciprocal services. These payments should never be processed through Payroll.
Monthly stipends, payable to graduate students, determined by the individual college or department financial aid office.
Allowances made on certain sponsored funds for support of dependents. Use of funds must meet terms and conditions of the sponsoring agency.
Expenditures for tuition of graduate students. This code is excluded from the calculation of indirect costs. Recipients are chosen by the individual college or department financial aid office.
Use limited to the Contract Colleges.
Financial Aid awards granted to undergraduate students and students in professional schools.
Expenditures for long term loans awarded to students. Repayment begins after graduation.
For Federal Perkins loans, (formerly NDSL - National Direct Student Loan), the loan principal assigned to the United States Department of Education for collection. For university loans, the principal of student loans written off as uncollectable. Use of this code is valid only in FND 13X. Use limited to the Division of Financial Affairs.
For Federal Perkins loans, (formerly NDSL - National Direct Student Loan), loan principal canceled for two years of employment in teaching. Principal is canceled at a rate of 10% for the first year and 15 % for the second year for a maximum total cancellation of 35%. Use of this code is valid only in FND 13X. Use limited to the Division of Financial Affairs.
For Federal Perkins loans, (formerly NDSL - National Direct Student Loan), loan principal canceled for three years of employment teaching in the Head Start Program or teaching of low income or handicapped students. Principal is canceled at a rate of 15% for the first year, 20 % for the second year and 30 % for the third year, for a maximum total cancellation of 65%. Use of this code is valid only in FND 13X. Use limited to the Division of Financial Affairs.
Principal canceled due to the death, disability or bankruptcy of the borrower. Use of this code is valid only in FND 13X. Use limited to the Division of Financial Affairs.
For Federal Perkins loans, (formerly NDSL - National Direct Student Loan), loan principal canceled up to 70% for Peace Corps service. The rate of cancellation is: 15% each year for the first two years and 20% each year for up to two additional years of Peace Corps service. Use of this code is valid only in FND 13X. Use limited to the Division of Financial Affairs.
Unanticipated recovery of student loans previously written off. Use of this code is valid only in FND 13X. Use limited to the Division of Financial Affairs.
Payments made to principal on long term loans by borrowers. Use of this code is valid only in FND 13X. Use limited to the Division of Financial Affairs.
Used for the cancellation of loans under the National Defense student loan program before 1972. Use of this code is valid only in FND 13X. Use limited to the Division of Financial Affairs.
Awards made to students for excellence in scholarship or in recognition of outstanding achievements in other areas of endeavor. Prizes may be taxable income to recipients.
For Federal Perkins loans, (formerly NDSL - National Direct Student Loan), in default and assigned to the federal government. Use of this code is valid only in FND 13X. Use limited to the Division of Financial Affairs.
Emergency Loans issued to students on a short-term basis (usually 90 days).
When the contract colleges participate in SUNY (State University of New York) equipment programs, the SUNY expenditure classification rules may differ from those of Cornell University. Items costing less than $500 purchased with funding from the SUNY equipment programs are required to be classified as equipment by SUNY. These object codes are used in those cases. Use of these codes classifies items as equipment on the SUNY accounts, and as general expense on Cornell University's accounts. Use of these codes is limited to these special SUNY equipment program accounts.
Expenditures, for computer equipment that is not software, that are under $500 yet required to be classified as equipment to qualify for state equipment funds. Use this code rather than 512X.
Expenditures, for items of movable equipment other than computers, software, vehicles, and furniture, that are under $500 yet required to be classified as equipment to qualify for state equipment funds. Use this code rather than 502X.
Expenditures for furnishings that are under $500 yet required to be classified as equipment to qualify for state equipment funds. Use this code rather than 503X.
Expenditures, for equipment that becomes affixed to structures, that are under $500 yet required to be classified as equipment to qualify for state equipment funds. Use this code rather than 556X.
Expenditures, for automobiles, trucks, tractors, and other vehicles, that are under $500 yet required to be classified as equipment to qualify for state equipment funds. Use this code rather than 507X.
Expenditures, for the purchase of objects of art and similar items, that are under $500 yet required to be classified as equipment to qualify for state equipment funds. Use this code rather than 508X.
Expenditures for computer software that is under $500 yet required to be classified as equipment to qualify for state equipment funds. Use this code rather than 509X.
These codes are used to record expenditures for supplies and materials that are generally utilized or consumed in the same year they were acquired or have a value of less than $500 per item.
Expenditures for classroom supplies and materials, including audio and/or video materials (such as films and tapes), books that are not library acquisitions, chalk, erasers, exam booklets, instructional forms, maps, pointers, and other items required for classroom purposes.
Expenditures for farm and garden supplies and materials, including fertilizer, pesticides, and seed.
Expenditures for food and beverages. This code must not be used to record expenditures for planned activities such as dedications, conferences, formal dinners, or food while traveling.
Expenditures for hospital and clinical supplies and materials, including dental, optical, surgical, and X-ray supplies.
Expenditures for housekeeping supplies and materials, including bedding, cleaning materials, clothing, curtains, kitchenware, linens, paper towels, rugs, tableware, and sanitary supplies.
Expenditures for laboratory supplies and materials, including animals required for laboratory use, food for these animals, related chemicals, and related glassware.
Expenditures for office supplies and materials, including staplers, pencils, pens, calculators, and writing tablets.
Use of this code is optional. Some units have found it useful to distinguish between various categories of supplies based on durability (i.e., paper, pencils, etc., versus chairs, tables, calculators, etc.). Items coded 667X are not recognized as capital equipment by the university.
Expenditures for computer supplies and materials, including ribbons, disks and toner.
Expenditures for cleaning supplies, including such items as laundry supplies, soaps, detergents, bleaches, and other washing compounds.
Expenditures for paper products used in food service.
Expenditures for supplies and materials that are classified as nonrecoverable business expenses according to OMB A-21. This object code must not be used in an account funded by a state or the federal government.
Transfer codes are used to record the movement of funds between accounts. The fund groups of the accounts involved dictate the transfer codes that must 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 an Expense Object" segment of this document).
Caution: Transfers to accounts within the same fund group (e.g., to designated from designated, to enterprise from enterprise) use code 745X. Transfers from an account in a different fund group use codes indicated below.
Caution: Current restricted funds may not be transferred to unrestricted accounts.
Caution: Transfer codes may not be used in state or federal appropriations accounts, fund groups 44X and 45X, respectively.
Example
Transfer of funds from a Cornell Appropriations account to a designated account:
| Transfer Funds: |
Use Transfer Object Code: |
| From a Cornell Appropriations account (FND 43X) |
736X in the Cornell Appropriated 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 transferring funds to an Undesignated Funds (FND 43X) account.
Used in an account transferring funds to a restricted account
Funds transferred for mandatory debt service. Used in the account from which the funds were taken.
Funds transferred, required in order to match outside gifts or grants, usually from the federal government. Used in the account from which the funds were taken.
Revenue received during the fiscal year, originally credited to a Funds Functioning as Endowments account, that for financial report purposes must be reflected as Current Fund revenue. Use limited to the Division of Financial Affairs
Funds transferred to an Enterprise Operation (FND 462). This code must not be used in an enterprise or restricted account.
Funds transferred to a Designated Funds account (FND 461). This code must not be used in a designated or restricted fund account.
Funds transferred to a Loan Funds account.
Funds transferred to a True Endowment account.
Funds transferred to a Funds Functioning as Endowment (FFE) account.
Long Term Investment Pool activity. Use limited to the Division of Financial Affairs. Used at university fiscal year-end only.
Funds transferred from a Non-Plant Funds account to a Plant Funds account, except for debt service, when 753X or 732X are used.
Used in an endowment income account to transfer funds back to the principal account.
Used in an endowment income account to transfer funds to the Funds Functioning as Endowment (FFE) principal account.
Funds transferred within the same fund group; this applies to all fund groups, except when the transfer is from a FNC 185 or FNC 332 account, when B450 is used.
Used in an account from which funds are being moved to 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 College account to show funds Transferred to a Medical College account.
Funds transferred for non-mandatory (Current Fund advance) debt service, including principal, interest, and fee payments. Used in the account from which the funds were taken.
Used to close operating accounts, transferring funds to reserve accounts, at fiscal year-end. Use limited to the Division of Financial Affairs, or with prior Division of Financial Affairs approval.
These codes include expenditures incurred by employees while traveling on official business. They include airline charges, automotive rentals, taxi, bus, and shuttle charges, conference fees (use 682X for CU sponsored events), food, lodging and incidental costs including charges for necessary telephone calls and rental expenses, highway tolls, parking fees and mileage allowances. For further information refer to the university Travel Policies.
Expenditures for domestic travel that the university considers to be travel among the fifty states, its possessions, or its territories. For travel funded by a sponsored project, consult the contractual documents for the sponsor's definition of "domestic." See object code 687X for travel and subsistence expenses associated with the employment interview and relocation process.
Expenditures for foreign travel that the university considers to be travel outside the fifty states, its possessions, or its territories. For travel funded by a sponsored project, consult the contractual documents for the sponsor's definition of "foreign." See object code 687X for travel and subsistence expenses associated with the employment interview and relocation process.
Expenditures associated with the use of a vehicle from the Statutory Fleet.
Expenditures for domestic travel on training grants. Consult the contractual documents associated with the specific training grant to determine the sponsor's definition of "domestic" (see 610X for the university's definition).
Expenditures for foreign travel on training grants. Consult the contractual documents associated with the specific training grant to determine the sponsor's definition of "foreign" (see 611X for the university's definition).
Approved fixed allowances made for use of personal vehicles for university purposes. Transactions using this object code are subject to taxation and must be reviewed by the payroll office.
Expenditures for dining, housing, and travel expenses related to Athletics recruiting. Use limited to the Athletics Department.
Use limited to the Athletics Department.
Expenditures for meals, for participants in a sponsored Athletics activity. Use limited to the Athletics Department.
Expenditures for travel and subsistence, that are categorized as nonrecoverable business expenses according to OMB A-21. This object code must not be used in an account funded by a state or the federal government. See the "Recording a Nonrecoverable Cost by Code" segment of the "Direct and Indirect Costs" Section of this document.
These codes are used to record the cost of utilities to the university.