Faculty and Instructional Non-faculty Funding (FF) File Revised September 28, 2004

 

File Description

The Faculty and Instructional Non-faculty Funding (FF) file contains at least one record for each person who was employed as a faculty member at any time during the year, regardless of whether he or she taught courses. In addition, there is at least one record for each person who is not a faculty member but who taught courses at any time during the year. There will be more than one record when the individual is paid by more than one campus or by more than one funding unit.

All individuals, paid or unpaid, who are identified by a federally assigned Social Security Number (SSN) or an institution-assigned identifier in the Course Sections Taught (ST) file, must have a record in the Faculty and Instructional Non-faculty Funding (FF) file.

Do not include in the Faculty and Instructional Non-faculty Funding (FF) file individuals for whom a Faculty Generic Identifier ("AGENCY," "ROTC," "SHARED," "VOLUNTEER," or "OTHER") is used in the Course Sections Taught (ST) file.

Submission Schedule

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

Capture Date

The capture date for the Faculty and Instructional Non-faculty Funding (FF) file is the last day of the fiscal year, June 30.

Relationship to Other File Submissions

The Faculty and Instructional Non-faculty Funding (FF) file must be submitted after the Spring submission of the Course Sections Taught (ST) file and after the Funding Unit Expenditure (FX) file and Faculty Demographics (FD) file. A pay record should exist in the FF file for each instructor who has a specific individual Faculty Identifier in the ST file. The sum of salaries and benefits by funding unit in the FF must be less than or equal to the sum of salaries and benefits for the funding unit as reported in the Funding Unit Expenditure (FX) file. A Faculty Demographics (FD) record must exist for each faculty member in the FF 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
Faculty Identifier Enter the federally assigned Social Security Number (SSN) or institution-assigned identifier. Alphanumeric 
9 characters 
Columns 5-13
Funding Unit Enter the institution-determined identifier. Alphanumeric 
30 characters 
Columns 14-43
Salary from Unrestricted Instruction & Department Research Enter amount paid during the fiscal year by the funding unit for the faculty member. Numeric 
7 characters 
Columns 44-50
Salary from Restricted Instruction & Departmental Research Enter amount paid during the fiscal year by the funding unit for the faculty member from restricted funds. Numeric 
7 characters 
Columns 51-57
Fringe Benefits from Unrestricted Instruction & Departmental Research  Enter amount of fringe benefits paid from unrestricted funds during the fiscal year by the funding unit for the faculty member. Numeric 
7 characters 
Columns 58-64
Fringe Benefits from Restricted Instruction & Departmental Research  Enter amount of fringe benefits paid from restricted funds during the fiscal year by the funding unit for the faculty member. Numeric 
7 characters 
Columns 65-71
Delete Switch Enter Y if the record is to be deleted from the database. Otherwise, enter N. Alphabetic 
1 character 
Column 72

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 Faculty and Instructional Non-faculty Funding (FF) file.

Faculty Identifier: This nine-digit alphanumeric field can be the faculty member's (or instructional non-faculty individual's) SSN or an institution-assigned identifier. All identifiers will be masked and assigned a Regents identifier.

Funding Unit: This is a 30-character institution-assigned designation for the fiscal unit that pays the instructor. For each funding unit entered in the Faculty and Instructional Non-faculty Funding (FF) file, there must be a corresponding funding unit indicated in the Funding Unit Expenditure (FX) file. If the Salary from Unrestricted Instructional & General (I&G) Funds and the Salary from Restricted Instructional & General (I&G) Funds equal zero, then enter NA (not applicable) for the Funding Unit.

Salary from Unrestricted Instruction & Departmental Research: The amount paid during the fiscal year by the identified funding unit for the identified faculty member. Use the stipend (not fee waivers) for Graduate Assistants (GAs). If no unrestricted funds are paid to the identified faculty member, report zero. The salary of department chairs and other department-level administrators who also teach may be split between the instructional part and the administrative part or have zero salary allocated to instruction. They should not have all of their salary in instruction. The salaries of campus-level administrators, such as presidents, provosts, college administrators, librarians, registrars, campus planners, etc., may also be split between the instructional part and the administrative part or have zero salary allocated to instruction. Splitting the salaries of departmental researchers and instructors who teach in multiple departments is optional.

Salary from Restricted Instruction & Departmental Research: The amount paid during the fiscal year by the identified funding unit for the identified faculty member from restricted funds. If no restricted funds are paid to the identified faculty member, report zero. See above for prorating salaries of department chairs, campus-level administrators, departmental researchers, and instructors who teach in more than one department. Include endowments; exclude funds outside of I&G, such as sponsored research and public service.

Fringe Benefits from Unrestricted Instruction & Departmental Research: The amount of fringe benefits paid from unrestricted funds during the fiscal year by the funding unit for the faculty member. The reported amount of fringe benefits may be determined from a calculation using a percentage of salary. If no fringe benefits are applicable, enter zero.

Fringe Benefits from Restricted Instruction & Departmental Research: The amount of fringe benefits paid from restricted funds during the fiscal year by the funding unit for the faculty member. The reported amount of fringe benefits may be determined from a calculation using a percentage of salary. If no fringe benefits are applicable, enter zero.

Edit and Load Specifications

Revised November 9, 2005

 

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 the Campus code is not in the Campus Code column of the Institution/Campus Codes table

011

Blank records not allowed

If the record is blank do not run edit checks for this file on this record

013

The Delete Switch is not Y or N

If the Faculty Identifier is blank; If the Delete Switch is not Y and not 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 for this file

040

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

If the Campus code does not correspond to the login Institution code

300

The Faculty Identifier is blank or not left justified

If the Faculty Identifier is blank

340

The Salary from Unrestricted Instructional & General (I&G) Funds is not numeric

If the Salary from Unrestricted Instructional & General (I&G) Funds is not numeric

341

The Salary from Restricted Instructional & General (I&G) Funds is not numeric

If the Salary from Restricted Instructional & General (I&G) Funds is not numeric

342

The Fringe Benefits from Unrestricted Instructional & General (I&G) Funds is not numeric

If the Fringe Benefits from Unrestricted Instructional & General (I&G) Funds is not numeric

343

There is no Funding Unit related to the salaried individual

If either the Salary from Unrestricted Instructional & General (I&G) Funds or the Salary from Restricted Instructional & General (I&G) Funds is not zero, and both are numeric, and the Funding Unit is NA

346

The Fringe Benefits from Restricted Instructional & General (I&G) Funds is not numeric

If the Fringe Benefits from Restricted Instructional & General (I&G) Funds is not numeric

347

There is not a row for the individual in the Faculty Funding table although the Delete Switch is Y

If the Delete Switch is Y and there is not a row in the Faculty Funding table with the Same Faculty Identifier (OBR ID), Campus Code, Fiscal Year, and Funding Unit

349

Already a record in the submission file containing same campus, faculty ID, year, funding unit, salary amounts, and delete switch of Y

If the submission file has a duplicate record and the delete switches in both are Y, and if the submission record and duplicate record contain the same Campus Code, Faculty Identifier, Fiscal Year, Funding Unit, Salary from Unrestricted Instructional & General (I&G) Funds, Salary from Restricted Instructional & General (I&G) Funds, Fringe Benefits from Unrestricted Instructional & General (I&G) Funds, and Fringe Benefits from Restricted Instructional &General (I&G) Funds

606

Sum of Unrestricted Faculty Salary for this funding unit is greater than Unrestricted Faculty Salary for this funding unit in FX

If sum of Salaries from Unrestricted Instruction & Department Research from submission file > faculty salary expense from the Fund unit Expense table

608

Sum of Restricted Faculty Salary for this funding unit is greater than Restricted Faculty Salary in for this funding unit in FX

If sum of Salary from Restricted Instruction & Departmental Research from submission file > restricted faculty salary expense from the Fund Unit Expense table

610

Sum of Unrestricted Benefits for this funding unit is greater than Unrestricted Faculty Benefits for this funding unit in the FX

If sum of Fringe Benefits from Unrestricted Instruction & Departmental Research from submission file > benefits expense from the Fund Unit Expense table

613

Sum of Restricted Benefits for this funding unit is greater than Restricted Faculty Benefits for this funding unit in the FX

If sum of Fringe Benefits from Restricted Instruction & Departmental Research from submission file > restrict benefits expense from the Fund Unit Expense table

A02

The reported salary is more than $125,000

If the Salary from Unrestricted Instructional & General (I&G) Funds is numeric and is more than 125000 or if the Salary from Restricted Instructional & General (I&G) Funds is numeric and is more than 125000

A03

Already a record in the submission file containing same campus, fac ID, year, funding unit, salary amounts, and delete switch of N

If the submission file has a duplicate record and the delete switches in both are N, and if the submission record and duplicate record contain the same Campus Code, Fiscal Year, Funding Unit, Salary from Unrestricted Instructional & General (I&G) Funds, Salary from Restricted Instructional & General (I&G) Funds, Fringe Benefits from Unrestricted Instructional & General (I&G) Funds, and Fringe Benefits from Restricted Instructional & General (I&G) Funds

A04

A record already exists in the Faculty Funding table for the same individual, department, and salary. Check for duplicate data    

If the Salary from Unrestricted Instructional & General (I&G) Funds, Salary from Restricted Instructional & General (I&G) Funds, Fringe Benefits from Unrestricted Instructional & General (I&G) Funds, and Fringe Benefits from Restricted  Instructional & General (I&G) Funds are numeric, and if a row in the Faculty Funding table contains the same OBR ID, Campus Code, Fiscal Year, Funding Unit Code, Salary from Total Instructional & General (I&G) Funds, and Salary from Restricted Instructional & General (I&G) Funds that are in the submissions record, and the Delete Switch is N

A08

Faculty Identifier in the Course Sections Taught table is not in either the Faculty Funding table or Faculty Funding file submission

In the Course Sections Taught table, for each combination of Faculty Identifier and Campus for any term within the fiscal year, if the Faculty Identifier is not in the Faculty Generic Identifier table for any term within the fiscal year, and the Faculty Identifier is neither in the Faculty Funding table for this campus and fiscal year nor in this Faculty Funding submission file with a delete switch of N

OR

If the faculty identifier exists in the Course Sections Taught table for any Campus Code that matches a Campus Code of either Southern State Community College (SSCC) or Cuyahoga Community College (CYCC) for any term in the fiscal year, and Faculty Identifier does not exist in the Faculty Funding submission with delete switch set to N and campus field equal to institution field from header or in Faculty Funding table with Campus Code column value equal to the Institution Code (SSCC or CYCC)

B39

The sum of the salary fields for the individual is greater than the Total Salary reported in the FD file

If the sum of 1-2 below is greater than $1.00 of the Total Salary reported for this Faculty Identifier in the Faculty Demographics table

B40

The sum of the fringe benefits fields for the individual is greater than the Total Fringe Benefits  reported in the FD file

If the sum of 1-2 below is greater than $1.00 of the Total Fringe Benefits reported for this Faculty Identifier in the Faculty Demographics table

B41

The individual in the Faculty Funding (FF) file was not previously reported in the Faculty Demographics (FD) file

If there is not a row in the Faculty Demographics table for the corresponding institution and for the same Faculty Identifier and year

C08

Fund total changed by 50% or more from last year

Fund total changed by 50% or more from last year