College Expenditure (CP) File Revised September 28, 2004

 

File Description

The College Expenditure (CP) file captures Instructional and General (I&G) expenditures, usually Academic Administration, which cannot be directly attributed to the funding unit level or to the campus level. The College Expenditure (CP) file will be submitted by those institutions with a three tier organization, including an intermediate unit, called a "College," that exists between the funding unit and the campus. Campuses which do not have such units do not need to submit the College Expenditure (CP) file.

Submission Schedule

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

Capture Date

The capture date for the College Expenditure (CP) file is the last day of the fiscal year, June 30.

Relationship to Other File Submissions

The Campus Expenditure (CX) file must be edited and loaded onto the database with zero errors before submittal of the College Expenditure (CP) file. Colleges identified in the College Expenditure (CP) file should also be reported in the Funding Unit Expenditure (FX) 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
College Enter an identifier for the College which houses the Funding Unit. Alphanumeric 
30 characters 
Columns 5-34
Unrestricted College Expenditures Enter the amount expended during the year by the college. Numeric 
10 characters 
Columns 35-44
Restricted College Expenditures Enter the amount of restricted funds expended during the year by the college. Numeric 
10 characters 
Columns 45-54
Delete Switch Enter Y if the record is to be deleted from the database. Otherwise, enter N. Alphabetic 
1 character 
Column 55

Additional Explanations

Note that restricted funds are those that have a limitation on their use placed upon them by an outside grantor. Restricted funds can only be used 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.

Definitions and Descriptions of Data Fields

Campus: This four-character Regents abbreviation uniquely identifies the campus (or branch) within an institution. Cuyahhoga Community College and Southern State Community College will enter CYCC and SSCC, respectively, in the campus fields of all records within the College Expenditure (CP) file.

College: Campuses should enter a college name based upon their own taxonomy. A college is defined as an administrative unit within the institution which governs funding units that offer courses or pays instructors, but it is not completely autonomous within the institution's hierarchy.

Unrestricted College Expenditures: This total should include all unrestricted I&G expenditures related to the operation of a college or school, but not to a funding unit. Generally, the operation of a dean's office, a college office, college centered counseling or advising, and other college activities should be reported here.

Restricted College Expenditures: This total should include all restricted I&G expenditures related to the operation of a college or school, but not a funding unit. Generally, the operation of a dean's office, college office, college centered counseling or advising, and other college activities paid from restricted funds should be reported here. Restricted funds are defined as those which can only be expended for the purposes set forth by the contributor or grantor. An example would be the salary of a college dean and his or her administrative staff paid from restricted sources.

Edit and Load Specifications

Revised August 21, 2002

 

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 field from submission not found in campus code column of institution campus table

011

Blank records are not allowed

If there are blank lines in the submission

013

The Delete Switch is not Y or N

If Delete Switch field value is not equal to “Y” or “N

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

040

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

If Campus Code field from submission not found in campus code column of institution campus table matching institution field (from header record) to institution code column

631

Unrestricted College Expenditures contains nonnumeric data

If Unrestricted College Expenditures field is not numeric

632

Restricted College Expenditures contains nonnumeric data

If Restricted College Expenditures field is not numeric,

633

Record does not exist on College Expenditure table

If Delete Switch is "Y" and a row does not exist in college expense table matching year (from the header record), Campus and College fields to year, campus code, and college id columns

634

Record already exists on College Expenditure

If Delete Switch is "N" and a row exists in college expense table matching year (from the header record), Campus and College fields to year, campus code, and college id columns, and submission does not contain record with same Campus and College field values with Delete Switch "Y"

656

Submission contains one or more records with same Campus, College, and Delete Switch

If there are two or more records within submission containing same Campus, College, and Delete Switch field values

678

Cannot delete record since there is a dependent record in the FX table

If the Delete Switch is Y and the Campus and “College” field values are in the funding unit expense table for this campus and year and the submission does not contain a record with matching Campus “College” field value and a Delete Switch field value of N

795

Sum of expenditures for this campus in the CP is greater than Total I&G Expenditures reported for this campus in the CX file

For all records with a Delete Switch of N and for all records existing in the college expense table for this campus, if the sum of numeric items for this campus>tot ig expense in the campus expense table for this campus and year

 

C03

Current expenditures changed by 50% or more from last year

If % change is >= 50%