Campus Expenditure (CX) File, Revised September 28, 2004

 

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.

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
(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

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%