COVID-19 Response: Changes in tracking expenses related to the COVID-19 outbreak

As you may know, we previously communicated procedures for coding expenses using two different methods. The possibility of federal cost reimbursement to Cornell through FEMA and the recent passage of the CARES act has reemphasized the importance of consistently identifying expenses related to COVID-19. Therefore, we have revised our approach to use only the KFS project code CORONAV-20 for all expenses related to the outbreak, except as noted below. Begin using this project code immediately.

Previously Coded Transactions

• Do not correct transactions you have previously coded with another project code. We will change the project code centrally to be consistent with the new code.
• Do not change any KFS org ref ID you have used.

Guidelines for Using the CORONAV-20 Project Code

• Use this code for purchase orders, procurement card purchases, interdepartmental billings, disbursement vouchers, Concur expense reports, or other payment or credit transactions.
• Use this code for expenses such as those necessary to respond to the emergency (e.g., cleaning and sanitizing products); switch to remote instruction (e.g., shipping student belongings, acquiring IT resources for faculty to teach classes remotely); cancel planned trips or events; as well as for costs to secure campus and to help employees establish an adequate remote-work setup.

Additional Guidance and Exceptions

For foreign transactions related to COVID-19, instead of the CORONAV-20 code, use the recently established special KFS C-[region] project codes (XLSX, 19 KB), which will also accomplish foreign reporting needs.

For HR transactions, use special earnings or leave codes as directed by Human Resources. Use the CORONAV-20 project code on Salary Expense Transfer e-docs.

For student financial system transactions, obtain a new item type and use the org ref ID of C19.

Federal exceptions to grant cost principles (2 CFR 200) contained in OMB M-20-17 (PDF) were largely rescinded or limited on July 17, 2020 by OMB M-20-26 (PDF), which affects the ability to charge cancellation costs or hours not worked. For further questions about how this may impact your award please contact Sponsored Financial Services.

If you have questions, contact your business service center.

Thank you for your cooperation in helping us accurately track and report these expenses.