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Cornell University

Facilities Inventory Organized Research Common Coding Questions

These instructions apply to the version of the facilities inventory system in use through June 30, 2023 and are not applicable for users updating data for the period from July 1, 2023 onwards.

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The Cost and Capital Assets office has identified the following common coding questions:·   

Service Centers and Shared Equipment Rooms

How do I code spaces, such as service centers, darkrooms, equipment, and X-ray rooms used by multiple research groups?

Code the portion attributed to organized research based on usage and add a “Occupant comment“ which explains that the space supports multiple faculty.  It is not necessary to document all users of the space in these cases.  See also the instructions for special exception research.

Documenting occupants

Do we need to enter all room occupants every year?

It is important that all individuals using a room are documented.   If a professor has several labs used by a research group, the entire group may be listed as occupants in one room and that list referenced from other rooms.

The table below shows a case where the room occupants are listed in room 344 and the list referenced in rooms 345 and 346.

Room Number

Room Description


Research Group Occupants


Engineering Science Wet Lab    

Professor Liu Professor Liu's group.  Add occupants: Jane Smith, GRA; Mary Jones, technician; Fred Garcia, postdoc.


Engineering Science Wet lab 

Professor Liu

Add an occupant comment: "Prof. Liu’s Group (see room 344 Engineering Science)"


Engineering Science Computer Room

Professor Liu Add an occupant comment: "Prof. Liu’s Group (see room 344 Engineering Science)"

Occupants of service facilities do not need to be listed separately.  The coding should be proportional to the functions on the accounts that are charged for those services.  External billing should be coded as function code 7.2, Outside Agencies.

Portions of rooms occupied by visiting scientists, postdocs, and other occupants who are not paid by the university should not be coded to organized research function codes 2.1 and 2.2.   See our documentation on Outside Agencies, function code 7.2.

Spaces occupied by individuals on contract college state appropriations with account function code 43XX should have space coded to organized research function codes 2.1 or 2.2.

Last updated: December 16, 2021  -JB48