The KFS/Cornell Account Transaction String for Basic e-docs.

The KFS/Cornell Account transaction string consists of 39 alphanumeric characters: three fields are required and four fields are optional on most e-docs.

The Chart field is required. It is the two-character representation for Ithaca campus, which includes endowed, contract college (including Geneva) and the New York Tech campus. The characters normally displayed will be IT, which stands for the Ithaca campus.
The Account field is required and contains seven unique alphanumeric characters that are created at the central level (Grants and Contracts), as well as at the department level. Accounts are used on all financial transactions and contain activity identified by a unique object code. For example: G254700 (Accounting General Operating account), R033605 (Football), 1273659 (Dairy Exec Class 2), 1473109 (Arnott Forest Operations).

The Sub-Account field is optional and can be up to five alphanumeric characters. It is linked to a primary account and allows the tracking of financial activity within a particular account at a finer level of detail. Think of it as another budget to keep track of money you have in an account. Examples include DUALS for National Wrestling duals), FH for field hockey, 0024 for swine farm, 0085 for 4-H Horse-Day clinics.

The Object Code field is required. It consists of a four digit alphanumeric code that represents all income, expense, asset, liability and fund balance classifications that are assigned to transactions and help identify the nature of the transaction. When you are using an object code, you are selecting the object code that best describes the transaction. The object code defines the transaction as a debit or credit as well as the natural balance.

The sub-object code, which is optional, allows you to track transactions by creating finer distinctions within a particular object code on an account. Sub-object codes are specific to an account as well as the object code and take on all of the attributes of the object code to which they report. Examples include 100 (NCAA Revenue), 114 (Sale of Merchandise at 4% tax).

The project code is optional. Although normally left blank, all items of foreign revenue and expense must be assigned a foreign country project code to ensure accurate non-U.S. tax reporting. This reporting must be assigned for revenues attributable to services or the sales of goods, depending on the country where the services were performed or the goods were shipped. The reporting must also be assigned for expenses attributable to these activities conducted in a foreign, broken down by foreign country, and travel should be assigned a project code based on the destination.

The org ref ID (organization reference ID), which is optional, allows you to create up to eight alphanumeric characters that can be used to further track transactions in KFS. For example, training supplies for KFS could be referenced as KFSTRAIN.