Changes in Funds Balances (CB) File Revised September 28, 2004

 

File Description

The Changes in Funds Balances (CB) file summarizes changes to the institution's funds balances during the previous fiscal year. It demonstrates the overall flow of funds into and out of the institution and among the institution's funds groups. The Changes in Funds Balances (CB) file is submitted after the institution's external audit is completed and is to be taken from the institution's audited financial records. Include both allocated and unallocated amounts in the totals.

Submission Schedule

The window for this file is October 1- February 3.

Capture Date

The capture date for the Changes in Funds Balances (CB) file is the last day of the fiscal year, June 30.

Relationship to Other File Submissions

The Changes in Funds Balances (CB) file is submitted before the Assets and Liabilities (AL) file. Total Liabilities in the Assets and Liabilities (AL) file plus the Ending Fund Balance from the Changes in Funds Balances (CB) file equal Total Assets in the Assets and Liabilities (AL) file.

Data Fields

Field Names

Field Attributes and Procedures

Data Format

Fund Enter the appropriate code for the fund described in the record. Alphabetic 
2 characters 
Columns 1-2
Beginning Fund Balance Enter the balance for the fund as of the first day of the fiscal year. Numeric 
12 characters 
Columns 3-14
Prior Period Adjustment Enter any adjustment to Beginning Fund Balance. Numeric 
12 characters 
Columns 15-26
Restated Fund Balance Enter the sum of the Beginning Fund Balance and the Prior Period Adjustment. Numeric 
12 characters 
Columns 27-38
Total Revenue Enter the total revenue and other additions to the fund generated for the fund throughout the fiscal year. Numeric 
10 characters 
Columns 39-48
Total Expenditures Enter the total expenditures and other deductions from the fund made from the fund during the fiscal year. Numeric 
10 characters 
Columns 49-58
Net Mandatory Transfers Enter the net (additions minus deductions) amount of mandatory transfers among funds made to or from the fund during the fiscal year.  Numeric 
10 Characters 
Columns 59-68
Net Non-mandatory Transfers and Other Changes Enter the net (additions minus deductions) amount of non-mandatory transfers and other changes among funds made to or from the fund during the fiscal year. Numeric 
10 characters 
Columns 69-78
Ending Fund Balance Enter the balance for the fund as of the last day of the fiscal year. Numeric 
12 characters 
Columns 79-90
Delete Switch Enter "Y" if the record is to be deleted from the data otherwise enter "N". Alphabetic
1 character
Column 91

Additional Explanations

Note that restricted funds are those that have a limitation placed on their use by an outside grantor. Restricted funds can be expensed only for specific operating purposes as designated by the donor, grantor, or other outside entity.

Numeric data must be formatted as specified in the Data Formatting Conventions document. If a category does not pertain tothe fund described in the record, fill the entire field with zeros.

All amounts must be reported in whole dollars.

Definitions and Descriptions of Data Fields

Fund: Enter the two-character code for the major fund type described. Major fund type is defined as one of the following:

  • Unrestricted Education and General (UE): Funds used for Instruction and Departmental Research, Public Service, Academic Support, Student Services, Institutional Support, Plant Operation and Maintenance, Scholarships and Fellowships, and Separately Budgeted Research.
  • 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 Ohio 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 facilities.
  • Restricted Education and General (RE): Restricted funds used for Instruction and Departmental Research, Public Service, Academic Support, Student Services, Institutional Support, Plant Operation and Maintenance, Scholarships and Fellowships, and Separately Budgeted Research.
  • Restricted Auxiliary (RA): Restricted 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 Ohio Board of Regents' purposes, report intercollegiate athletics as an auxiliary.
  • Restricted Hospital (RH): Restricted funds used to support a university-sponsored hospital. Note that only Ohio State University has such a facility.
  • Loan Funds (LF): Funds consisting of resources that have been loaned or are available for loans to students, faculty, and staff.
  • Endowments and Similar Funds (EF): Funds donated by outside donors or agencies whose principal is intended to be invested to provide future earnings for institutional use. Assets of Endowments and Similar funds include Cash and Cash Equivalents, Investments, Due from Other Funds, and Other Assets. Liabilities of Endowments and Similar funds include Accounts Payable, Notes Payable, Bonds Payable, Due to Other Funds, and Other Liabilities.
  • Quasi-Endowments (QE): Funds which the governing board of  an institution rather than an external donor or an outside agency have determined should be retained and invested. Quasi-Endowments differ from endowments in that they are internally designated rather than externally restricted. The governing board of the college or university has the right to expend the principal of quasi-endowments at any time. Data about Quasi-Endowments should be included in the file, even the data are part of the Notes of the institutions's audited financial statements. Assets of Quasi-Endowments funds include Cash and Cash Equivalents, Investments, Due from Other Funds, and Other Assets. Liabilities of Quasi-Endowments funds include Accounts Payable, Notes Payable, Bonds Payable, Due to Other Funds, and Other Liabilities.
  • Annuity and Life Income (AL): Funds made available to the institution upon condition that the institution make payments to one or more beneficiaries, usually the donor.
  • Unexpended Plant (UP): Funds that are available for new construction and acquisitions of physical property but are not expended as of the reporting date.
  • Renewals and Replacements (RR): Funds set aside for the renewal and replacement of physical properties.
  • Plant Funds for Debt Retirement (PR): Funds that are set aside to pay off debt, both principal and interest, on institutional properties.
  • Investment in Plant (IP): Funds invested in physical properties and the outstanding debt on physical plant.

Beginning Fund Balance: Enter the fund balance for each fund as of the first day of the fiscal year. This amount should be equal to the ending fund balance from the previous fiscal year.

Prior Period Adjustment: Enter the amount of the adjustment needed to restate the beginning fund balance arising from a change in accounting standards or other circumstances which would necessitate adjusting the fund balance.

Restated Fund Balance: Enter the sum total of the Beginning Fund Balance and Prior Period Adjustment.

Total Revenue: Revenue is defined as an addition to a fund balance arising from a transaction other than a transfer to the fund.  Revenues are recognized on an accrual basis.

Total Expenditures: Include within this total the amount of expenditures removed from the fund during the fiscal year for transactions other than transfers. Also include within the total other changes to the fund balance such as indirect costs recovered and refunds to grantors.

Net Mandatory Transfers: Mandatory transfers are those arising from binding legal agreements for the financing of educational plant, such as amounts for debt retirement, interest, and required provisions for renewals and replacements of plant that are not financed from other sources, or grant agreements with agencies of the federal government, donors, and other organizations to match gifts and grants to loans and other funds. Mandatory transfers can be made either from unrestricted or restricted funds. Use the GAAP conventions for positive and negative numbers, the same as in the Annual Statement of Current Funds Revenues, Expenditures and Other Changes. That is, transfers out of a fund as positive numbers, and transfers into a fund as negative numbers.

Net Non-mandatory Transfers and Other Changes: Non-mandatory transfers are those made from current funds groups at the discretion of the governing board to support a variety of purposes. Use the GAAP conventions for positive and negative numbers, the same as in the Annual Statement of Current Funds Revenues, Expenditures and Other Changes. That is, transfers out of a fund as negative numbers, and transfers into a fund as positive numbers.

Ending Fund Balance: The Ending Fund Balance must be equal to the Restated Fund Balance plus Total Revenue less Total Expenditures less Net Mandatory Transfers plus Net Non-mandatory Transfers and Other Changes.

Edit and Load Specifications

Revised January 28, 2004

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 the Delete Switch field value is not Y or N

500

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

If Fund field is not found in fund table matching institution and year (from the header record) to institution code and year number columns and Fund field is not found in fund except table matching institution, year, and submission (“CB”)(from the header record) to institution code, year number, and submission columns

501

Fund is reported more than once

If Fund field in submission is valid (edit 500) and Delete Switch is valid and the Fund and Delete Switch are repeated within the file

502

Beginning Fund Balance contains nonnumeric data

If first character in the Beginning Fund Balance field is not zero (0) or negative sign (-), or if any of the remaining characters are nonnumeric, write the error message corresponding to the field

503

Total Revenue contains nonnumeric data

If first character in the Total Revenue field is not zero (0) or negative sign (-), or if any of the remaining characters are nonnumeric, write the error message corresponding to the field

504

Total Expenditures contains nonnumeric data

If first character in the Total Expenditures field is not zero (0) or negative sign (-), or if any of the remaining characters are nonnumeric, write the error message corresponding to the field

505

Net Mandatory Transfers contains nonnumeric data

If first character in the Net Mandatory Transfers field is not zero (0) or negative sign (-), or if any of the remaining characters are nonnumeric, write the error message corresponding to the field

506

Net Non Mandatory Transfers contains nonnumeric data

If first character in the Net Non-Mandatory Transfers field is not zero (0) or negative sign (-), or if any of the remaining characters are nonnumeric, write the error message corresponding to the field

507

Ending Fund Balance contains nonnumeric data

If first character in the Ending Fund Balance field is not zero (0) or negative sign (-), or if any of the remaining characters are nonnumeric, write the error message corresponding to the field

525

Beginning Fund Balance does not equal Ending Fund Balance from previous fiscal year

For each valid fund field (edit 500) in submission with Delete Switch field value of N, if Beginning Fund Balance field from submission does not equal fund balance ending column value in the fund balance change table matching Fund, Institution (from header record), and Year - 1 (from header record) to fund code, institution, and year number columns

526

Prior Period Adjustment contains nonnumeric data

If first character in the Prior period Adjustment field is not zero (0) or negative sign (-), or if any of the remaining characters are nonnumeric, write the error message corresponding to the field

527

Restated Fund Balance contains nonnumeric data

If first character in Restated Fund Balance field is not zero (0) or negative sign (-), or if any of the remaining characters are nonnumeric, write the error message corresponding to the field

528

Restated Fund Balance is not equal to sum of Beginning Fund Balance and Prior Period Adjustment

For each valid fund field (edit 500) in submission, if Restated Fund Balance field value does not equal Beginning Fund Balance Plus(+) Prior Period Adjustment

543

Record exists in table

For each valid fund field (edit 500), if Delete Switch is N and fund field from submission exists on fund balance change table matching Institution and Year (from header record) to  institution code and year number columns and submission does not contain a record with a matching fund and the Delete Switch of Y

674

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

If there are any fund columns in fund table or fund except table matching only institution and year fields (from header record) to institution code and year number columns and submission columns, and these fund columns are not reported in Fund field of CB submission with a delete switch of N and are not in the fund balance change table and will not be deleted by the submission

676

Delete switch is Y but record does not exist in database

If the Delete Switch field value is Y and there is not a matching record in the fund balance change for this institution, year, and fund code

B84

Ending Fund Balance is not equal to Restated Fund Balance, plus Total Rev, less Total Expenditures and Man Tran, plus Non-Man Tran

For each valid fund field (edit 500) in submission, if Ending Fund Balance field value does not equal

 

Restated Fund Balance field

Plus(+) Total Revenues field

Less(-) Total Expenditures field

Less (-) Mandatory Transfers field

Plus (+) Net Non-Mandatory field

 

C08

Fund total changed by 50% or more from last year

If the percentage change is >=50% or <=-50% between a fund’s current ending balance this year as compared to last year, print the corresponding fund code and the percentage value.