File Description
The Campus Expenditure (CX) file describes the total Instructional and General (I&G) expenditures of a campus for the fiscal year. I&G includes expenditures for Instruction and Department Research, Academic Support, Institutional Support, Student Services, and Plant Operation and Maintenance. Note that neither auxiliary nor hospital expenditures should be included in this file.
Please do not include any adjustments due to GASB 68 or 75 in any HEI financial files.
Submission Schedule
The window for this file is October 1 - February 3.
Capture Date
The capture date for the Campus Expenditure (CX) file is the last day of the fiscal year, June 30.
Relationship to Other File Submissions
The Campus Expenditure (CX) file must be before the College Expenditure (CP) and Funding Unit Expenditure (FX) are submitted. Total I&G Expenditures must also be equal to the sum of Instruction and Department Research, Academic Support, Institutional Support, Student Services, and Plant Operation and Maintenance in the Changes in Current Funds (CF) 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 |
| Unrestricted Student Services | Enter the amount expended for student services. | Numeric 10 characters Columns 5-14 |
| Unrestricted Institutional Support | Enter the amount expended for institutional support. | Numeric 10 characters Columns 15-24 |
| Unrestricted Other Academic Support | Enter the amount expended for other academic support. | Numeric 10 characters Columns 25-34 |
| Unrestricted Library | Enter the amount expended to support campus libraries. | Numeric 10 characters Columns 35-44 |
| Unrestricted Law Library | Enter the amount expended to support any law libraries on campus. | Numeric 10 characters Columns 45-54 |
| Unrestricted Medical Library | Enter the amount expended to support any medical libraries on campus. | Numeric 10 characters Columns 55-64 |
| Unrestricted POM | Enter the amount expended for plant operation and maintenance. | Numeric 10 characters Columns 65-74 |
| Restricted Student Services | Enter the total amount of restricted student service funds expended by the campus for the fiscal year. | Numeric 10 characters Columns 75-84 |
| Restricted Institutional Support | Enter the total amount of restricted institutional support funds expended by the campus for the fiscal year. | Numeric 10 characters Columns 85-94 |
| Restricted Other Academic Support | Enter the total amount of restricted funds expended for other academic support by the campus for the fiscal year. | Numeric 10 characters Columns 95-104 |
| Restricted Library | Enter the total amount of restricted funds expended for libraries by the campus for the fiscal year. | Numeric 10 characters Columns 105-114 |
| Restricted Law Library | Enter the total amount of restricted funds expended for any law libraries by the campus for the fiscal year. | Numeric 10 characters Columns 115-124 |
| Restricted Medical Library | Enter the total amount of restricted funds expended for any medical libraries by the campus for the fiscal year. | Numeric 10 characters Columns 125-134 |
| Restricted POM | Enter the total amount of restricted funds expended for plant operation and maintenance by the campus for the fiscal year. | Numeric 10 characters Columns 135-144 |
| Total I&G Expenditures | Enter the Total I&G expenditures for the campus for the fiscal year. The total should include the amounts listed above, plus the totals in Funding Unit Expenditure (FX) and College Expenditure (CP) files. | Numeric 12 characters Columns 145-156 |
| Unrestricted General Fee Support for I&G | Enter the amount of General Fee revenues expended to support I&G activity. | Numeric 10 characters Columns 157-166 |
| Restricted General Fee Support for I&G | Enter the amount of General Fee revenues expended to support I&G activity. | Numeric 10 characters Columns 167-176 |
| Delete Switch | Enter Y if the Campus Expenditure (CX) file is to be deleted from the database. Otherwise, enter N. | Alphabetic 1 character Column 177 |
Additional Explanations
Note that restricted funds are those that have a limitation placed on their use by an outside grantor. Restricted funds can only be expensed 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 an expenditure category does not pertain to the campus described in the record, fill the entire field with zeros.
Definitions and Descriptions of Data Fields
Campus: This four-character Regents abbreviation uniquely identifies the campus (or branch) within an institution. Cuyahoga Community College and Southern State Community College will enter CYCC and SSCC, respectively, in the campus fields of all records within the Campus Expenditure (CX) file.
Student Services: Costs included in this category are for administration and operation of offices of admission and registration, and those activities whose primary purpose is to contribute to the students' emotional and physical well-being, as well as the students' cultural and social development outside of the formal curriculum. Also, exclude the costs of a student union and intercollegiate athletics.
Institutional Support: Costs included in this category are costs for general executive and administrative offices of the institution, including all costs of the governing board, president, vice-president, dean of faculty, business officer, and campus planning officer, and their respective office expenditures.
Other Academic Support: Costs include expenditures used for academic support exclusive of library expenditures. Campus-wide expenditures may include expenditures for museums, galleries, archives, audio-visual services, and ancillary support. Ancillary support is a direct expenditure for activities providing support services for the operations of the institution's instructional, research, and public service missions.
Library: Costs included in this category are costs incurred for the operation of a cataloged or otherwise classified collection of published material and media material.
Law Library: Costs included in this category are costs incurred for the operation of a cataloged or otherwise classified collection of published material and media material dealing with law.
Medical Library: Costs include expenditures for the operation of a cataloged or otherwise classified collection of published material and media material dealing with medicine.
POM: Costs include expenditures of current funds 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 the institutional plant fund accounts. The total includes all 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 similar items. Major repairs and major construction, costing $100,000 or more, should be excluded from this total.
Total I&G Expenditures: Enter the total (Restricted and Unrestricted) I&G expenditures incurred by a campus during the fiscal year. The total should include the amounts listed for the categories above, plus the totals in the Funding Unit Expenditure (FX) file and the College Expenditure (CP) file.
General Fee Support for I&G: Enter the total amount of I&G activity that was supported by expenditures made from General Fee revenues.
Edit and Load Specifications
Revised August 21, 2002
|
Error Code |
Edit Message Text (Text that appears in primary edit results) |
Programming Logic |
|
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 |
|
563 |
Restricted General Fee Support to I&G cannot be greater than Total I&G expenditures |
If Delete Switch is "N" and Restricted General Fee Support to I&G is greater than Total I&G Expenditures |
|
621 |
Sum of Unrestricted and Restricted General Fee Support to I&G cannot be greater than Total I&G Expenditures |
If Delete Switch is "N" and sum of Unrestricted General Fee Support for I&G plus Restricted General Fee Support for I&G is greater than Total I&G Expenditures |
|
637 |
Unrestricted Student Services contains nonnumeric data |
If first character in Unrestricted Student Services is not a negative sign (-) or zero (0), or if nonnumeric characters appear in the remaining characters |
|
638 |
Unrestricted Institutional Support contains nonnumeric data |
If first character in Unrestricted Institutional Support is not a negative sign (-) or zero (0), or if nonnumeric characters appear in the remaining characters |
|
639 |
Unrestricted Other Academic Support contains nonnumeric data |
If first character in Unrestricted Academic Support is not a negative sign (-) or zero (0), or if nonnumeric characters appear in the remaining characters |
|
640 |
Unrestricted Library contains nonnumeric data |
If first character in Unrestricted Library is not a negative sign (-) or zero (0), or if nonnumeric characters appear in the remaining characters |
|
641 |
Unrestricted Law Library contains nonnumeric data |
If first character in Unrestricted Law Library is not a negative sign (-) or zero (0), or if nonnumeric characters appear in the remaining characters |
|
642 |
Unrestricted Medical Library contains nonnumeric data |
If first character in Unrestricted Medical Library is not a negative sign (-) or zero (0), or if nonnumeric characters appear in the remaining characters |
|
643 |
Restricted Student Services contains nonnumeric data |
If first character in Restricted Student Services is not a negative sign (-) or zero (0), or if nonnumeric characters appear in the remaining characters |
|
644 |
Restricted Institutional Support contains nonnumeric data |
If first character in Restricted Institutional Support is not a negative sign (-) or zero (0), or if nonnumeric characters appear in the remaining characters |
|
645 |
Restricted Other Academic Support contains nonnumeric data |
If first character in Restricted Academic Support is not a negative sign (-) or zero (0), or if nonnumeric characters appear in the remaining characters |
|
646 |
Restricted Library contains nonnumeric data |
If first character in Restricted Library is not a negative sign (-) or zero (0), or if nonnumeric characters appear in the remaining characters |
|
647 |
Restricted Law Library contains nonnumeric data |
If first character in Restricted Law Library is not a negative sign (-) or zero (0), or if nonnumeric characters appear in the remaining characters |
|
648 |
Restricted Medical Library contains nonnumeric data |
If first character in Restricted Medical Library is not a negative sign (-) or zero (0), or if nonnumeric characters appear in the remaining characters |
|
649 |
Total I&G Expenditures contains nonnumeric data |
If first character in Restricted Library is not a negative sign (-) or zero (0), or if nonnumeric characters appear in the remaining characters |
|
651 |
Total I&G Expenditures not equal to I&G expenditures in Current Expenditures table |
For all records with delete switch of N: If sum of Total I&G Expenditures columns for all campuses of Institution from submission file plus total I&G expenditures from campus expense table is not equal to sum of Instruction and Department Research, Academic Support, Student Services, Institutional Support, and POM columns current expense table with Budget/Actual switch set to A for funds 'UE' and 'RE' for Institution and Year |
|
652 |
Record already exists on Campus Expenditure table for year and campus |
If Delete Switch is “N” and record exists on Campus Expenditure table for Campus and Year and submission file does not contain a record with same Campus and Delete Switch set to “Y” |
|
653 |
Record does not exist for Campus Expenditure table for campus and year |
If Delete Switch is “Y” and Campus and Year do not exist on Campus Expenditure table |
|
654 |
Unrestricted POM contains nonnumeric data |
If first character in Total I&G Expenditures is not a negative sign (-) or zero (0), or if nonnumeric characters appear in the remaining characters |
|
655 |
Restricted POM contains nonnumeric data |
If first character in Restricted POM is not a negative sign (-) or zero (0), or if nonnumeric characters appear in the remaining characters |
|
658 |
Cannot delete campus expenditure since submission does not contain record with same campus and Delete Switch set to N |
If Delete Switch is “Y” and Campus and Year exist on Campus Expenditure table and if submission file does not contain a record with same Campus and Year with Delete Switch set to “N” |
|
659 |
Submission contains duplicate records with same Campus and Delete Switch |
If there are two or more records in submission file containing same Campus and Delete Switch |
|
663 |
Unrestricted General Fee Support to I&G contains nonnumeric data |
If first character in Unrestricted General Fee Support for I&G is not a negative sign (-) or zero (0), or if nonnumeric characters appear in the remaining characters |
|
664 |
Restricted General Fee Support to I&G contains nonnumeric data |
If first character in Restricted General Fee Support for I&G is not a negative sign (-) or zero (0), or if nonnumeric characters appear in the remaining characters |
|
665 |
Unrestricted General Fee Support to I&G cannot be greater than Total I&G Expenditures |
If Delete Switch is "N" and Unrestricted General Fee Support for I&G is greater than Total I&G Expenditures |
|
A82 |
There is a campus missing from the submission file |
If for every record in the institution campus history table for this Institution, Year, and term of 'SP' there is not a record either in this file submission with a Delete Switch of N or the campus expense table for this Campus and Year |
|
B51 |
General Fee Support to I&G Expenditures for this campus >=40% of Total I&G Expenditures |
For a campus: if I&G Expenditures Supported by General Fees is >=40% of Total I&G Expenditures |
|
C03 |
Current expenditures changed by 50% or more from last year |
If % change is >= 50% |
