Ithaca and Weill Cornell Medicine (WCM) use two separate financial systems: Ithaca uses KFS; WCM uses SAP. Because the general ledger systems differ, neither campus can post transactions directly to the others’ accounts. Instead, each campus must manually record interdepartmental activity in each other’s systems using the “due to/due from” (DTF) accounts. The DTF accounts are treated as a liability or receivable between the two campuses. Transactions are reconciled monthly.
Ithaca units should never send funds to WCM using a disbursement voucher (DV). Generally, Ithaca should never accept a check from WCM to pay for goods or services; however, if on a rare occasion that occurs, please deposit the check instead of requesting that it be voided.
Attach the appropriate documentation to the KFS e-doc, so that WCM understands what the transactions are and how to record the appropriate offsetting entry in the WCM general ledger.
Avoid using transfer object codes when posting transactions to the DTF accounts (unless otherwise instructed as in the Intercampus collaboration (Sponsored MOU) example below).
Avoid using object code 2320 in accounts C791014, C791022, and C791025.
Direct questions to Deb Comstock (drc268) or Gena Rapisardi (gmr66) or Accounting.
Ithaca campus issues to WCM an invoice for services provided for $5,000. This is interdepartmental revenue to the Ithaca campus and interdepartmental expense to WCM:
Collaborative projects between researchers on the Ithaca and WCM campuses are set up as “intercampus awards.” Since the campuses maintain separate sponsored programs, compliance, and finance systems, as well as different federally approved rates, some administrative processes are necessary to ensure that each campus is able to administer the projects in compliance with those requirements. In all other respects, an intercampus award is similar to an award that involves collaborators from the same campus but is from different units or departments. For additional information, please reference.
WCM invoices Ithaca campus – for services provided by WCM in NYC:
Ithaca invoices WCM campus (entries are processed by Sponsored Financial Services (SFS)):
Ithaca paid an expense posted to OC 6190 Fees & Licenses. A portion of the expense belongs to WCM:
We recommend using the KFS Internal Billing (IB) e-doc, using inter-departmental object codes (sub type = ID). Departments can use any inter-departmental object codes or the WCM object codes listed below.
Ithaca paid an expense posted to OC 6190 Fees & Licenses. A portion of the expense belongs to Qatar:
The WCM DTF accounts listed below are used only by central offices for specific activity.