Budget Data (BD) File, Revised April 8, 1999

 

File Description

The Budget Data (BD) file captures an institution's budget for unrestricted current funds for the current fiscal year for the entire institution. For each fund and record type (Revenues, Expenditures, and Transfers) there will be a record in the Budget Data (BD) file. Include both allocated and unallocated fund balances within the totals. These data will be compared with data reported in the Current Funds (CF) file that will be reported at the end of the fiscal year.

Submission Schedule

  • For those institutions that are not placed under fiscal watch per OAC 126: 3-1-01, the Budget Data (BD) file must be submitted no later than October 1. If the institution revises its budget before October 1, it should submit the budget as of September 1.
  • For those institutions that are placed under fiscal watch per OAC 126: 3-1-01, the Budget Data (BD) file must be submitted no later than August 1.
  • If an institution is submitting a revised budget, the Budget Data (BD) file must be submitted no later than March 1.

Capture Date

The capture date for the Budget Data (BD) file is the first day of enactment of the original budget for the fiscal year, or the date of passage of the revised budget.

Relationship to Other File Submissions

The Budget Data (BD) file has no relation to other HEI file submissions.

Data Fields

Field Names

Field Attributes and Procedures

Data Format

Record Type Enter the appropriate code to describe the type of data detailed in the record.  Alphabetic 
1 character 
Column 1
Fund Enter the appropriate code for the fund described in the record.  Alphabetic 
2 characters 
Columns 2-3
Budget Type Enter O if the data submitted in the record pertain to the original budget. Enter R if the data submitted in the record pertain to the revised budget. Alphabetic
1 character 
Column 4

Definitions and Descriptions of Data Fields

Record Type: Enter R if the record details revenues to current funds. Enter E if the record details expenditures from a current fund. Enter T if the record details transfers from a current fund.

Fund: Choose the correct code to designate the fund described in the record.

  • Unrestricted Education and General (UE): Funds used for Instruction and Departmental Research, Public Service, Academic Support, Student Services, Institutional Support, Plant Operation and Maintenance, Separately Budgeted Research, Public Service, and Scholarships and Fellowships.
  • Unrestricted Auxiliary (UA): Funds that are used to furnish goods or services to students, faculty or staff for which users are charged a fee directly related to, although not necessarily equal to, the costs of the goods or services. Auxiliary funds are managed essentially as self-supporting operations. For Board of Regents' purposes, report intercollegiate athletics as an auxiliary.
  • Unrestricted Hospital (UH): Funds used to support a university-sponsored hospital. Note that only Ohio State University and The University of Toledo Medical Center have such a facility.

Budget Type: The submittal of a revised budget is not required. The decision to submit a revised budget is left to the institution. An institution may submit a revised version of its original budget when its final subsidy determination occurs after passage of the original budget and the revised data will have a measurable effect on the budget to actual comparisons performed after the Changes in Current Funds (CF) file is submitted at the end of the fiscal year.

Record Type R Data Fields

Field Names

Field Attributes and Procedures

Data Format

Tuition, Fees, and Other Student Charges Enter the total amount of revenue derived from moneys paid by students. Numeric 
10 characters 
Columns 5-14
State Appropriations Enter the amount received from state subsidies and other appropriations. Numeric 
10 characters 
Columns 15-24
Local Appropriations Enter the amount received from local appropriations and tax levies. Numeric 
10 characters 
Columns 25-34
Federal Grants and Contracts Enter the amount received through federal sources. Numeric 
10 characters 
Columns 35-44
State Grants and Contracts Enter the amount received through state sources other than subsidy. Numeric 
10 characters 
Columns 45-54
Local Grants and Contracts Enter the amount received through local governmental sources excluding amounts received through legislative appropriation. Numeric 
10 characters 
Columns 55-64
Private Gifts, Grants, and Contracts Enter the amount received through private sources. Numeric 
10 characters 
Columns 65-74
Endowment Income Enter the amount derived through activity of endowment resources. Numeric 
10 characters 
Columns 75-84
Sales and Services Enter the amount received through sales and services to outside entities excluding tuition and fees charged to students. Numeric 
10 characters 
Columns 85-94
Other Sources Enter the amount received through sources not listed above.  Numeric 
10 characters 
Columns 95-104
Total Revenues Enter the sum of the revenue streams above. Numeric 
12 characters 
Columns 105-116
Board Approved Enter Y if the Board has met and approved the budget. Enter N if the Board has not approved the budget.  Alphabetic 
1 character 
Column 117
Delete Switch Enter Y if the record is to be deleted from the database. Otherwise, enter N. Alphabetic 
1 character 
Column 118

Additional Explanations

All numeric values should be right-justified and zero-filled to the left. In reporting a negative value, the negative symbol (-) must appear in the first space and spaces must be zero-filled between the negative symbol and the first digit. If a category does not pertain to the fund described in the record, fill the entire field with zeros.

All amounts must be reported in whole dollars.

Definitions and Descriptions of Record Type R Data Fields

Tuition, Fees, and Other Student Charges: Revenues within this field include those charged to students exclusive of sales and services or those used to support auxiliary enterprises.

State Appropriations: Revenues derived from state appropriations include those derived through an appropriation of the General Assembly. Appropriations made by the General Assembly for capital expenditures are recorded as additions to plant funds.

Local Appropriations: Revenues derived from local appropriations include those arising from local tax levies and other local initiatives exclusive of sales and services to local entities and local grants and contracts.

Federal Grants and Contracts: Revenues derived from federal grants and contracts are defined as revenues received from the federal government in support of specific programs or projects.

State Grants and Contracts: Revenues derived from state grants and contracts are defined as revenues received from state agencies other than the Board of Regents in support of specific programs or projects.

Local Grants and Contracts: Revenues derived from local grants and contracts are defined as revenues received from local governments in support of specific programs or projects.

Private Gifts, Grants, and Contracts: Revenues derived from private gifts, grants, and contracts are defined as revenues received from private resources in support of specific programs or projects.

Endowment Income: Revenues within this total include: 1. unrestricted income from endowments and similar funds; 2. restricted income from endowments and similar funds to the extent expended for current operations; and 3. income from funds held by others under irrevocable trusts.

Sales and Services:

  • For Education and General funds this category includes revenues that are incidentally related to the conduct of research, instruction, and public service, and revenues of activities that exist to provide an instructional and laboratory experience for students and that incidentally create goods that may be sold.
  • For Auxiliary funds, sales, and services, include all revenues generated through operations.
  • For Hospital funds, include revenues generated through daily patient services and other professional services. Not included are revenues from health clinics that are part of the student health program.

Other Sources: Revenues included within this field are those from sources not classified above. Some examples are temporary investment income, miscellaneous rental and sales, insurance rebates, etc.

Total Revenues: This total is equal to the sum of the revenue streams identified above for each fund.

Board Approved: Enter Y if the budget has been considered and approved by the institution's Board of Trustees or N if the budget has not yet been approved by the institution's Board of Trustees. Once the Board of Trustees has approved the budget, a letter of conveyance must be sent from the Vice President of Finance to the Vice Chancellor for Administration of the Ohio Board of Regents certifying that the budget for the institution has been approved.

Record Type E Data Fields

Field Names

Field Attributes and Procedures

Data Format

Instruction and 
Departmental Research
Enter the amount expensed from the fund to support Instruction and Departmental Research. Numeric 
10 characters 
Columns 5-14
Separately Budgeted Research Enter the amount of Separately Budgeted Research supported by the fund.  Numeric 
10 characters 
Columns 15-24
Public Service Enter the amount of Public Service supported by the fund.  Numeric 
10 characters 
Columns 25-34
Academic Support Enter the amount of Academic Support supported by the fund.  Numeric 
10 characters 
Columns 35-44
Student Services Enter the amount of Student Services supported by the fund. Numeric 
10 characters 
Columns 45-54
Institutional Support Enter the amount of Institutional Support supported by the fund.  Numeric 
10 characters 
Columns 55-64
Plant Operation and Maintenance Enter the amount of POM supported by the fund. Numeric 
10 characters 
Columns 65-74
Scholarships and Fellowships Enter the amount of Scholarships and Fellowships supported by the fund.  Numeric 
10 characters 
Columns 75-84
Auxiliary Expenditures Enter the amount of Auxiliary Expenditures.  Numeric 
10 characters 
Columns 85-94
Hospital Expenditures Enter the amount of Hospital Expenditures.  Numeric 
10 characters 
Columns 95-104
Total Expenditures Enter the sum of all the expenditures identified above. Numeric 
12 characters 
Columns 105-116
Board Approved Enter Y if the Board has met and approved the budget. Enter N if the Board has not approved the budget. Alphabetic 
1 character 
Column 117
Delete Switch Enter Y if the record is to be deleted from the database. Otherwise, enter N. Alphabetic 
1 character 
Column 118

Additional Explanations

All numeric values should be right-justified and zero-filled to the left. In reporting a negative value, the negative symbol (-) must appear in the first space and spaces must be zero-filled between the negative symbol and the first digit. If a category does not pertain to the fund described in the record, fill the entire field with zeros.

All amounts must be reported in whole dollars.

Definitions and Descriptions of Record Type E Data Fields

Instruction and Departmental Research: Total should include all direct and applicable allocated expenditures for all activities that are part of an institution's instructional program, except those for remedial and tutorial instruction which are separately budgeted. Those expenditures should be classified as Student Services. This category should only be used for Education and General fund expenditures.

Separately Budgeted Research: Total should include all expenditures, both from internal and external funds, for activities specifically designed to achieve research outcomes, whether commissioned by an external agency or by the institution. The total should also include matching funds applicable to the conditions set forth by the grant or contract from external agencies. The total should also include institutional expenditures for individual and/or research projects as well as those of institutes and research centers. This category should only be used for Education and General fund expenditures.

Public Service: Total should include all expenditures for activities that are established primarily to provide noncredit designated course offerings and services beneficial to individuals and groups external to the institution. This category should only be used for Education and General fund expenditures.

Academic Support: Total should include all expenditures for activities carried out primarily to provide support services that are an integral part of the institution's three primary missions: instruction, research, and public service. This category should only be used for Education and General fund expenditures.

Student Services: Total should include all expenditures for the administration and operation of offices of admission and registration and those activities whose primary functions are to contribute to the students' emotional and physical well being, as well as to students' cultural and social development apart from the formal instruction program. For Board of Regents' reporting, activities that are supported by the general fee should be excluded from Student Services and reported separately as an Auxiliary Enterprise. This category should only be used for Education and General fund expenditures.

Institutional Support: Total should include expenditures for operations that provide support services to the entire institution. This category should only be used for Education and General fund expenditures.

Plant Operation and Maintenance: Total should include all current fund expenditures for the operation and maintenance of the physical plant, net of the amounts charged to auxiliary enterprises and hospitals. It does not include expenditures made from institutional plant fund accounts. It includes expenditures for operations established to provide services and maintenance related to campus grounds and facilities. It also includes utilities, property insurance, fire protection, rented space, and other items. This category should only be used for Education and General fund expenditures.

Scholarships and Fellowships: Total should include expenditures in the form of outright grants and trainee stipends to individuals enrolled in formal coursework, either for credit or noncredit. This category should only be used for Education and General fund expenditures.

Auxiliary Enterprises: Total should include all expenditures expensed from auxiliary funds. Auxiliary funds are those funds that are self-supporting, or have been designated as auxiliaries by the Ohio Board of Regents. Some examples include residence and dining halls, bookstores, student unions, and parking facilities. Note that by Board of Regents' designation, intercollegiate athletics is considered an auxiliary. This category should only be used for Auxiliary fund expenditures.

Hospital Expenditures: Total should include all expenditures associated with patient care operations of the hospital, including general services, fiscal services, nursing and other professional services, and charges for physical plant expenditures and institutional support. This category should only be used for Hospital fund expenditures.

Total Expenditures: For each fund, enter the sum of the expenditures identified above.

Board Approved: Enter Y if the budget has been considered and approved by the institution's Board of Trustees or N if the budget has not yet been approved by the institution's Board of Trustees. Once the Board of Trustees has approved the budget, a letter of conveyance must be sent from the Vice President of Finance to the Vice Chancellor for Administration of the Ohio Board of Regents certifying that the budget for the institution has been approved.

Record Type T Data Fields

Field Names

Field Attributes and Procedures

Data Format

Mandatory Transfer for Principal and Interest Enter the amount required from the fund to be transferred for payments on principal and interest. Numeric 
10 characters 
Columns 5-14
Mandatory Transfer to Loan Funds Enter the amount required to be transferred to loan funds. Numeric 
10 characters 
Columns 15-24
Other Mandatory Transfers Enter the amount of mandatory transfers other than those described above. Numeric 
10 characters 
Columns 25-34
Nonmandatory Transfer for Renewals and Replacements Enter the amount transferred from the fund for renewals and replacements. Numeric 
10 characters 
Columns 35-44
Net Nonmandatory Transfers and Additions for Current Allocated Fund Balances Enter the amount transferred from the fund for additions for current allocated fund balances. Numeric 
10 characters 
Columns 45-54
Net Nonmandatory Transfer or Addition for Support to/from Other Funds Enter the amount transferred from the fund to support other funds. Numeric 
10 characters 
Columns 55-64
Nonmandatory Transfer for Capital Improvements Enter the amount transferred from the fund for capital improvements. Numeric 
10 characters 
Columns 65-74
Excess of Restricted Receipts over Transfers to Revenue Enter the amount of restricted receipts over transfers to revenues. Numeric 
10 characters 
Columns 75-84
Indirect Costs Recovered Enter the total for indirect costs recovered from the fund. Numeric 
10 characters 
Columns 85-94
Refunded to Grantor Enter the total refunded from the fund to grantors. Numeric 
10 characters 
Columns 95-104
Net Total Transfers Enter the net value of the transfers identified above. Numeric 
12 characters 
Columns 105-116
Board Approved Enter Y if the Board has met and approved the budget. Enter N if the Board has not approved the budget.  Alphabetic 
1 character 
Column 117
Delete Switch Enter Y if the record is to be deleted from the database. Otherwise, enter N. Alphabetic 
1 character 
Column 118

Additional Explanations

All numeric values should be right-justified and zero-filled to the left. In reporting a negative value, the negative symbol (-) must appear in the first space and spaces must be zero-filled between the negative symbol and the first digit. If a category does not pertain to the fund described in the record, fill the entire field with zeros.

Mandatory transfers are transfers from the current funds groups to other funds groups arising out of:

  • Binding legal agreements related to the financing of educational plant, such as amounts for debt retirement, interest, and required provisions for renewals and replacements of plant, not financed from other sources;
  • Grant agreements with agencies of the federal government, donors, and other organizations to match gifts and grants to loan and other funds.

Nonmandatory transfers include those transfers from the current funds group to other funds groups made at the discretion of the governing board to serve a variety of purposes, such as:

  • additions to loan funds,
  • additions to quasi-endowment funds,
  • transfer to plant funds for general or specific plant additions including voluntary renewals or replacements of plant assets,
  • voluntary payment on debt principal,
  • a portion of a general fee that is designated by the governing board to support certain activities, auxiliary enterprises, etc.

All amounts must be reported in whole dollars.

If the institution does not normally budget transfers, fill all numeric fields with zeroes for all funds reported in the file.

Definitions and Descriptions of Record Type T Data Fields

Mandatory Transfer for Principal and Interest: Total includes that amount required to be transferred from the fund to settle outstanding principal and interest obligations.

Mandatory Transfers to Loan Funds: This total includes all mandatory transfers of institutional funds to the Loan Fund that are required to match outside gifts or grants for loan purposes.

Other Mandatory Transfers: Total includes mandatory transfers not described in the previous categories. Examples of transfers include transfers to SEOG, to loan funds, and for work study.

Nonmandatory Transfers for Renewals and Replacements: Total includes the amount required from the fund for renewal or replacement of plant that was not financed from other sources.

Nonmandatory Transfers and Additions for Current Allocated Fund Balances: Total includes the amount transferred from the fund to other funds at the discretion of the governing board for special operating purposes.

Nonmandatory Transfers or Additions for Support to/from Other Funds: Total includes the amount transferred from the fund to other funds done solely at the discretion of the governing board and not for a specific operating or capital purpose.

Nonmandatory Transfers for Capital Improvements: Total includes the amount transferred from the fund at the discretion of the governing board in support of capital improvements made to the plant.

Excess of Restricted Receipts Over Transfers to Revenue: Total includes the net adjustment made in reconciling of cash based restricted funds to GAAP based accounting.

Indirect Costs Recovered: Total includes those costs charged to the fund for the recovery of indirect costs, such as those for utilities, cleaning, etc. Note that neither intercollegiate athletics nor student unions shall be charged for indirect costs.

Refunded to Grantor: Total includes the amount returned to grantors.

Net Total Transfers: Enter the net value of the transfers identified above.

Board Approved: Enter Y if the budget has been considered and approved by the institution's Board of Trustees or N if the budget has not yet been approved by the institution's Board of Trustees. Once the Board of Trustees has approved the budget, a letter of conveyance must be sent from the Vice President of Finance to the Vice Chancellor for Administration of the Ohio Board of Regents certifying that the budget for the institution has been approved.

Edit and Load Specifications

Revised November 2, 2005

Error/Warning Code

Edit Message Text

(Text that appears in primary edit results)

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

013

The Delete Switch is not Y or N

If Delete Switch is not Y or N

035

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

If Record Type is R and record is greater than the specified length in the data submission document

500

Fund  is not provided or is not valid for this file or not valid for institution

If Fund field is not valid in fund or fund_except table for inst_code, yr_num, and fund columns

501

Fund is reported more than once

If Record Type and Fund and Delete Switch fields in submission are valid and Record Type and Fund and Delete Switch are repeated within the file

503

Total Revenue contains nonnumeric data

For Record Type field R, if first character in the Total Revenues field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

504

Total Expenditures contains nonnumeric data

For Record Type of E with a valid fund, if first character in the Total Expenditures field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

541

Record Type value is not valid for this submission

If Record Type field not in Record Type column in Record Type table for submission and year columns

543

File cannot be submitted at this time

For Record Type field value of R with Budget Type field value of  "O" and Delete Switch field value of "N", if Fund field for this year is valid and Fund exists on Current Revenues table with Budget Actual value of "O" for this institution and year and submission does not contain a record with the same Record Type, Budget Type and Fund fields with Delete Switch field value of "Y"

OR

For Record Type field value of R with Budget Type field value of  "R" and Delete Switch field value of "N", if Fund field for this year is valid and Fund exists on Current Revenues table with Budget Actual value of "R" for this institution and year and submission does not contain a record with the same Record Type, Budget Type and Fund fields with Delete Switch field value of "Y"

OR

For Record Type field value of R with Budget Type field value of  "O" and Delete Switch field value of "N", if Fund field for this year is valid and Fund exists on cur_expens table with Budget Actual value of "O" for this institution and year and submission does not contain a record with the same Record Type, Budget Type and Fund fields with Delete Switch field value of "Y"

OR

For Record Type field value of R with Budget Type field value of  "R" and Delete Switch field value of "N", if Fund field for this year is valid and Fund exists on cur_expens table with Budget Actual value of "R" for this institution and year and submission does not contain a record with the same Record Type, Budget Type and Fund fields with Delete Switch field value of "Y"

OR

For Record Type field value of R with Budget Type field value of  "O" and Delete Switch field value of "N", if Fund field for this year is valid and Fund exists on cur_fund_xfer table with Budget Actual value of "O" for this institution and year and submission does not contain a record with the same Record Type, Budget Type and Fund fields with Delete Switch field value of "Y"

OR

For Record Type field value of R with Budget Type field value of  "R" and Delete Switch field value of "N", if Fund field for this year is valid and Fund exists on cur_fund_xfer table with Budget Actual value of "R" for this institution and year and submission does not contain a record with the same Record Type, Budget Type and Fund fields with Delete Switch field value of "Y"

OR

For Record Type field of T with Delete Switch value of "N", if fund field for this year is valid and and Fund field exists on Current Fund Transfer table with Budget/Actual value of B for this institution and year and submission does not contain a record with the same Record Type and Fund fields with Delete Switch field value of "Y"

544

Record exists in table

For Record Type field R, if first character in the Tuition, Fees and Other Student Charges field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

545

State Appropriations contains nonnumeric data

For Record Type field R, if first character in the State Appropriations field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

546

Local Appropriations contains nonnumeric data

For Record Type field R, if first character in the Local Appropriations field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

547

Federal Grants and Contracts contains nonnumeric data

For Record Type field R, if first character in the Federal Grants and Contracts field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

548

State Grants and Contracts contains nonnumeric data

For Record Type field R, if first character in State Grants and Contracts field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

549

Local Grants and Contracts contains nonnumeric data

For Record Type field R, if first character in the Local Grants and Contracts field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

550

Private Gifts, Grants, and Contracts contains nonnumeric data

For Record Type field R, if first character in the Private Gifts, Grants, and Contracts field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

551

Endowment Income contains nonnumeric data

For Record Type field R, if first character in the Endowment Income field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

552

Sales and Services contains nonnumeric data

For Record Type field R, if first character in the Sales and Services field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

553

Other Sources contains nonnumeric data

For Record Type field R, if first character in the Other Sources field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

554

Total Revenue is not equal to the sum of revenues in the record

For each Record Type of R with a valid fund, if Total Revenues is numeric, and if:

 

Tuition, Fees and Other Student Charges

State Appropriations

Local Appropriations

Federal Grants and Contracts

State Grants and Contracts

Local Grants and Contracts

Private Gifts

Grants, and Contracts

Endowment Income

Sales and Services

 Other Sources

 

are all numeric and Total Revenues is not equal to the sum of items above

555

Invalid value for Board Approved

For each valid Record Type field, if Board Approved value not “Y” or “N”

557

The fund in the record is not valid to submit data for this expenditure object.

For Record Type of E with a valid fund, for each non zero numeric value, if combination of Fund and field name from submission file not in fund_expend_obj table for fund_code and expend_obj_name columns for submission year

558

Instruction and Departmental Research contains nonnumeric data

For Record Type of E with a valid fund, if first character in the Instruction and Department Research field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

559

Budget Type value is not O or R

If Budget Type field value is not "O" or "R"

560

Separately Budgeted Research contains nonnumeric data

For Record Type of E with a valid fund, if first character in Separately Budgeted Research field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

561

Inconsistent Budget Type field value in submission

For each valid Budget Type field, if Budget Type field value is not same for each record within submission

562

Public Service contains nonnumeric data

For Record Type of E with a valid fund, if first character in the Public Service field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

536

Revised budget cannot be submitted before the original budget

 

564

Academic Support contains nonnumeric data

For Record Type of E with a valid fund, if first character in the Academic Support field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

566

Student Services contains nonnumeric data

For Record Type of E with a valid fund, if first character in the Student Services field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

568

Institutional Support contains nonnumeric data

For Record Type of E with a valid fund, if first character in the Institutional Support field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

570

POM contains nonnumeric data

For Record Type of E with a valid fund, if first character in the Plant Operation and Maintenance field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

572

Scholarships and Fellowships contains nonnumeric data

For Record Type of E with a valid fund, if first character in the Scholarships and Fellowships field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

574

Auxiliary Expenditures contains nonnumeric data

For Record Type of E with a valid fund, if first character in the Auxiliary Expenditures field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

576

Hospital Expenditures contains nonnumeric data

For Record Type of E with a valid fund, if first character in the Hospital Expenditures field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

578

Total Expenditures is not equal to the sum of all expenditures

For each record with Record Type of E with a valid fund, if Total Expenditures is numeric and if:

 

Instruction and Department Research

Separately Budgeted Research

Public Service

Academic Support

Student Services

Institutional Support

Plant Operation and Maintenance

Scholarships and Fellowships

Auxiliary Expenditures

Hospital Expenditures

 

 are all numeric and Total Expenditures is not equal to the sum of the items above

579

Mandatory Transfer for Principal and Interest contains nonnumeric data

For Record Type of T with a valid fund, if first character in the Mandatory Transfer for Principal and Interest field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

580

Mandatory Transfer to Loan funds contains nonnumeric data

For Record Type of T with a valid fund, if first character in the Mandatory Transfer to Loan Funds field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

581

Other Net Mandatory Transfers contains nonnumeric data

For Record Type of T with a valid fund, if first character in the Other Mandatory Transfers field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

582

Non-Mandatory Transfers for Renewals and Replacements contains nonnumeric data

For Record Type of T with a valid fund, if first character in the Non-Mandatory Transfer for Renewals and Replacements field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

583

Transfers and Additions for Current Allocated Fund Balances contains nonnumeric data

For Record Type of T with a valid fund, if first character in the Non-Mandatory Transfer or Additions for Current Allocated Fund Balances field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

584

Net Non-Mandatory Transfers or Addition to/from Other Funds contains nonnumeric data

For Record Type of T with a valid fund, if first character in the Net Non-Mandatory Transfer or Addition for Support to/from Other Funds field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

585

Net Non-Mandatory Transfers for Capital Improvements contains nonnumeric data

For Record Type of T with a valid fund, if first character in the Non-Mandatory Transfer for Capital Improvements field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

586

Excess of Restricted Receipts over Transfers to Revenue contains nonnumeric data

For Record Type of T with a valid fund, if first character in the Excess of Restricted Receipts over Transfers to Revenue field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

587

Indirect Costs Recovered contains nonnumeric data

For Record Type of T with a valid fund, if first character in the Indirect Costs Recovered field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

588

 

Refunded to Grantor contains nonnumeric data

For Record Type of T with a valid fund, if first character in the Refunded to Grantor field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

589

Total Transfers contains nonnumeric data

For Record Type of T with a valid fund, if first character in the Total Transfers field is not numeric (0-9) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit message file

590

Total Transfers is not equal to the sum of transfers in the file

For Record Type of T with a valid fund, if Total Transfers is numeric and if:

 

Mandatory Transfer for Principal and Interest

 Mandatory Transfer to Loan Funds

Other Mandatory Transfers

Non-Mandatory Transfer for Renewals and Replacements

Non-Mandatory Transfer or Additions for Current Allocated Fund Balances

 Net Non-Mandatory Transfer or Addition for Support to/from Other Funds

Non-Mandatory Transfer for Capital Improvements

Excess of Restricted Receipts over Transfers to Revenue

Indirect Costs Recovered

Refunded to Grantor

 

are all numeric and Total Transfers is not equal to the sum of items above

592

Inconsistent Board Approved value

For each valid Record Type field, if Board Approved is not same for each record within submission

600

Original budget data cannot be submitted after submittal of revised budget data

For Record Type field value of R, if Budget Type field value in submission is "O" and record exists on cur_revenue table for inst_code, yr_num, and fund columns with budget_actual_code column value of "R"

OR

For Record Type field value of E, if Budget Type field value in submission is "O" and record exists on cur_expens table for inst_code, yr_num, and fund columns with budget_actual_code column value of "E"

OR

For Record Type field value of T, if Budget Type field value in submission is "O" and record exists on cur_fund_xfer table for inst_code, yr_num, and fund columns with budget_actual_code column value of "R"

614

Cannot submit revised budget data for which there was not an original submission of data

For Record Type field value of R, if Budget Type field value is "R" and record does not exist on cur_revenue table with inst_code, yr_num, and fund columns with budget_actual_code column value of "O"

OR

For Record Type field value of R, if Budget Type field value is "R" and record does not exist on cur_expens table with inst_code, yr_num, and fund columns with budget_actual_code column value of "O"

OR

For Record Type field value of T, if Budget Type field value is "R" and record does not exist on cur_fund_xfer table with inst_code, yr_num, and fund columns with budget_actual_code column value of "O"

674

A fund was expected to be reported in submission but was not

For each valid Record Type field in submission with Delete Switch field value of "N" and req_sw column value of Y in record_type table, if Fund column exists in fund table for institution and year or fund_expcept table for Fund, Institution, Year, Submission columns and Fund column not reported in Fund field of BD submission and is not already in the tables (from previous submissions)

762

Record does not exist on table

For Record Type R, if Delete Switch is Y and record does not exist on cur_revenue table for inst_code, yr_num, fund_code columns with budget-actual code column value equal to Budget Type field value in submission record

OR

For Record Type E, if Delete Switch is Y and record does not exist on cur_expens table for inst_code, yr_num, fund_code columns with budget-actual code column value equal to Budget Type field value in submission record

OR
For Record Type T, if Delete Switch is Y and record does not exist on cur_fund_xfer table for inst_code, yr_num, fund_code columns with budget-actual code column value equal to Budget Type field value in record

B49

Total Expenditures exceed Total Revenues

If total expenditures are greater than total revenues

C02

Current revenues changed by 50% or more from last year

If Current revenues are more or less than 50% different from last year's number

C07

Current transfers changed by 50% or more from last year

If Current transfers are more or less than 50% different from last year's number