Other Sources of Funds (OS) File, Revised May 26, 2001

 

File Description

The Other Sources of Funds (OS) file captures funds (other than state funds) used to rehabilitate and renovate owned buildings. This file contains at least one record for each physical structure and addition identifier that meets the following conditions: (1) the structure was rehabilitated using funds that were not state funds; and (2) the structure is considered in the aged space calculation. Data Reporters should use the AI query and this criteria to determine the list of buildings that are considered in the aged space calculation.

There will be a record for each Structure Identifier and Addition Identifier that contains the total amount of local funds spent on the building by Source of Funds code and by year. There will be more than one record for each Structure and Addition Identifier when more than one Source of Funds is used for rehabilitation and renovation. Do not include funds to construct or purchase buildings. Note: The OSU Hospital should be excluded from this file.

This file reflects funds received over two years.

Submission Schedule

The first submission of the Other Sources of Funds (OS) file (which reflects funds used January 1993 through December 2000) was submitted between March 1 through April 30, 2002. Subsequent submissions are submitted January 1 through January 31 of odd years and reflect data from the previous two calendar years. For example, the 2004 edit window would be January 1, 2005 through February 6, 2005 and reflect all funds used from January 2003 through December 2004.

Relationship to Other File Submissions

Each structure and addition reported in the Other Sources of Funds (OS) file must have a corresponding record in the Physical Structure Inventory (PS) file.

Data Fields

Field Names

Field Attributes and Procedures

Data Format

Campus  Enter a campus code from Institution/Campus Codes. Alphabetic
4 characters 
Columns 1-4
Structure Identifier Enter an institution-assigned identifier.  Alphanumeric 
20 characters 
Columns 5-24
Addition Identifier Enter an institution-assigned identifier or NA (not applicable). Alphanumeric 
20 characters 
Columns 25-44
Other Sources of Funds Enter a code from Other Sources of Funds Codes. Alphabetic 
3 characters 
Columns 45-47
Total Local Funds Enter the total of local funds for the source code indicated in the Other Sources of Funds Codes field. Numeric 
10 characters 
Columns 48-57
Year Enter the year the sum of local funds was received. Numeric
4 characters
Columns 58-61
Delete Switch Enter Y if the record is to be deleted from the database. Otherwise, enter N. Alphabetic 
1 character 
Column 62

Definitions and Descriptions of Data Fields

Campus: This four-character Regents-assigned abbreviation uniquely identifies the campus (or branch) within an institution.

Structure Identifier: This institution-assigned code uniquely identifies the structure in which the area being reported is located. This code must correspond to a code entered in the Physical Structure Inventory (PS) file with a Ownership Status of OWN.

Addition Identifier: This institution-assigned code is assigned to areas that are located in building additions. This code must correspond to a code entered in the Physical Structure Inventory (PS) file with an Ownership Status of OWN. If the area is not located in an addition, enter NA (not applicable).

Other Sources of Funds:The following codes describe the other sources of funds used to rehabilitate or renovate a structure:

  • Local Levy (LLV): Revenues a campus receives directly from local property tax levies that help finance this facility or project.
  • Dedicated Student Fees (DSF): Revenues a campus receives from fees charged to students that are legally restricted to help finance this facility or project.
  • Current Funds Transfers (CFT): Revenues transferred from the general operating fund to help finance this facility or project.
  • Other (OTH):  Any source of funds used for this facility or project that is not included in the above categories (LLV, DSF, and CFT). This category includes gifts from private donors, real estate transfers from local or state government, federal sources, quasi-endowments, and the like.

Note about debt (local bonds and notes):  This file is designed to collect information about the source of funds used to finance renovation and rehabilitation. The issuance of bonds or notes is a mechanism for financing, not a source of funds. In instances where locally-issued debt is used for these capital purposes, you should report the present value of the expected debt service payments, by category of funds listed above, that are used for rehabilitation or renovation.

Example: State University X has issued $10 million in local bonds to finance capital projects. Of this amount $9 million will be used to build a new science lab, and $1 million will be used to renovate a general purpose classroom. The university has decided that it will retire the debt service for the entire $10 million as follows: 50% will come from current and future gifts, and 50% from transfers from unrestricted current funds. In this example, State University should report $500,000 under category (4)  Other, and $500,000 under category (3)  Current funds transfer. This would fully report on the $1 million of the Other Source of Funds used to rehab or renovate this structure. State University should not report anything at all regarding the use of the $9 million funds used to construct a new laboratory.

Total Local Funds: The sum of local funds of the structure should be rounded to the nearest dollar for the appropriate year that the funds were received.  If the structure is an addition, report only the funds received to rehabilitate or renovate the addition.

Year: The year field represents the year the funds were received to rehabilitate and or renovate the building.

 

Criteria for Aged Space Calculation

To determine the buildings used in the aged space calculation, go to the Area Inventory (AI) query and select the following parameters:

  1. Select the year
  2. Select your institution
  3. Choose all campuses
  4. Choose function codes 10,21,22,30,40,51,52,53,54
  5. Choose area types 100-500,600-700,800-900 and 720,725,730,735,740,745,510, 515,520,523,525,530,535,540,545,550,575,585,755,560,570,580,710,715,750
  6. Ownership status code needs to be “OWN”
  7. Select “ALL” for building IDs and
  8. Select “ALL” for addition IDs
  9. All other fields leave blank 



Edit and Load Specifications

Revised January 7, 2005

 

Error Code

Edit Message Text

(Text that appears in primary edit results)

Programming Logic
(Detailed and technical explanation of the conditions that triggered the error)

001

The Campus Code is not in the Institution/Campus Codes table

If Campus code is not in the Institution/Campus Codes table

011

Blank records are not allowed

If the record is blank, do not run edit checks for this file on this record

035

There are non-blank characters beyond the allotted record length for this file

If there are non-blank characters beyond the allotted record length for this file

040

The Campus code in the input record does not correspond to the login Institution code

If Campus code does not correspond to login Institution code

411

Structure Identifier and Addition Identifier is not in the Physical Structure Inventory table

If a row does not appear in the physical structure inventory table for this Campus field, Structure Identifier field, Addition Identifier field and header year

936

Invalid Source of Funds Code

If Other Sources of Funds code is not in the Other Sources of Funds Verification Table for the submission year

937

Year the Funds were received is not numeric

If Year is not numeric

939

Duplicate Record

If there is more than one record in the data submission file with the same Campus, Structure Identifier, Addition Identifier, and Other Source of Funds Code, Year, and Delete Switch

940

Numeric Field Non Numeric Entered

If Total Local Funds is not numeric or total local funds field is zero filled

941

No Record Exist to Delete

If Delete Switch is Y and there is no row in the Other Source of Funds table for this Campus, Structure Identifier, and Addition Identifier, Other Source of Funds, Total Local Funds, and Year

951

Invalid Other Source of Funds Code. Your institution does not have a local levy.

If Other Sources of Funds Code is Local Levy (LLV) and campus code is not CCCE, CCCM, CCCW, LKCC, LCCC, SNCL, JEFF, or RGCC

954

This record has been loaded on the OS Table Duplicate Record

If the Delete Switch is N and there is already a row in the Other Source of Funds Table with the same combination of Campus, Structure Identifier, Addition Identifier, Other Sources of Funds, and Year and there is no record with the same combination of Campus, Structure Identifier, Addition Identifier, Other Sources of Funds, and Year with the delete switch equal to “Y” in this submission

958

Year Funds Received not valid for this header year

If Year is not equal to header year or header year minus 1

B97

Total of Other Source of Funds Exceeds Replacement Value

For each Campus, Physical Structure Identifier, and Addition Identifier sum the Total Local Funds for all combinations of Other Source of Funds Codes and for the most recent past 10 years for the year that the local funds were received (Most recent past ten years equals header minus 9 as lower limit and header year minus zero as upper limit.) This total should be named “Total Other Source of Funds” and from the Physical Structure Inventory Table match Campus, Physical Structure Identifier, Addition Identifier and header year then compare Replacement Value to “Total Other Source of Funds”. If “Total Other Sources of Funds” exceeds replacement value