Funding Unit Expenditure (FX) File Revised September 28, 2004

File Description

The Funding Unit Expenditure (FX) file contains one entry for each fiscal funding unit within the institution that sponsors a course or pays an instructor. Summed within the file are Instruction and Department Research (IDR) expenditures used to support the activity within a funding unit. A funding unit is defined as the lowest unit on a campus that either pays an instructor or supports a course. Purely administrative units that do neither should have their costs reported either in the College Expenditure (CP) file or in the Campus Expenditure (CX) file, whichever is appropriate. The organization of the funding units reported is left to the discretion of individual institutions; there is no statewide taxonomy. Additionally, very large administrative units that offer relatively few course sections should have the instructional portion of their budgets broken out and reported as funding units.

Submission Schedule

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

Capture Date

The capture date for the Funding Unit Expenditure (FX) file is the last day of the fiscal year, June 30.

Relationship to Other File Submissions

The Changes in Current Funds (CF) file must be edited and loaded onto the database before submission of the Funding Unit Expenditure (FX) file. All expenditures detailed in the Funding Unit Expenditure (FX) file must be equal to expenditures for Instruction and Departmental Research in the Current Funds Expenditures table on the HEI database.

The Campus Expenditure (CX) and College Expenditure (CP) (if submitted) files must be edited and loaded onto the database before submittal of the Funding Unit Expenditure (FX) file. Colleges identified in the Funding Unit Expenditure (FX) file must be the same as those in the College Expenditure (CP) file.

There must be a funding unit in the FX for every funding unit used in the Course Sections Taught (ST) file throughout the year.

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
Funding Unit Enter a unique identifier for the Funding Unit.  Alphanumeric 
30 characters 
Columns 5-34
Unrestricted Instructional Salary Enter the amount of faculty and instructional nonfaculty salary paid from unrestricted sources. This total should be equal to or greater than the sum of "Salary from Unrestricted Instruction & Department Research" detailed in the Faculty and Instructional Non-faculty Funding (FF) file. Numeric 
10 characters 
Columns 35-44
Restricted Instructional Salary Enter the amount of faculty and instructional nonfaculty  salary paid from restricted resources. This total should be equal to or greater than the sum of "Salary from Restricted Instruction & Department Research" detailed in the Faculty and Instructional Non-faculty Funding (FF) file. Numeric 
10 characters 
Columns 45-54
Unrestricted 
Instructional Benefits
Enter the amount of benefits paid from unrestricted sources. This total should be equal to or greater than the sum of "Fringe Benefits from Instruction & Department Research" detailed in the Faculty and Instructional Non-faculty Funding (FF) file. Numeric 
10 characters 
Columns 55-64 
Restricted Instructional Benefits Enter the amount of benefits paid from restricted sources. This total should be equal to or greater than the sum of "Fringe Benefits from Instruction & Department Research" detailed in the Faculty and Instructional Non-faculty Funding (FF) file. Numeric 
10 characters 
Columns 65-74 
Unrestricted Other Funding Unit Expenditures Enter the amount of unrestricted Instruction and Department Research expenditures made by the funding unit during the fiscal year. Numeric 
10 characters 
Columns 75-84
Restricted Other Funding Unit Expenditures Enter the amount of restricted Instruction and Department Research expenditures expended by the Funding Unit during the fiscal year. Numeric 
10 characters 
Columns 85-94
College 
 
 
Enter the unique identifier for the college that houses the funding unit. Enter NA if the funding unit is not part of a college or if the institution does not submit a CP file.  Alphanumeric 
30 characters 
Columns 95-124
  
 
Delete Switch Enter Y if the record is to be deleted from the database. Otherwise, enter N. Alphabetic
1 character 
Column 125

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 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 Funding Unit Expenditure (FX) file.

 

Funding Unit: Using the institution's taxonomy, designate the funding units that either support a course or pay an instructor. The codes used should correspond with those identified in the Course Sections Taught (ST) file and the Faculty and Instructional Non-faculty Funding (FF) file. Purely administrative units with no teaching responsibilities should have their costs reported either in the College Expenditure (CP) file or in the Campus Expenditure (CX) file, whichever is more appropriate. Large administrative units that offer courses should have the instructional portion of their expenditures broken out and reported as funding units.

Note that professional level medical education is an exception to the convention that institutions use their own taxonomy. For professional level medical education, use the following identifiers:

  • MEDICINE for a Medical Education leading to an MD;
  • DENTISTRY for a Dental Education leading to either a DDS or a DMD;
  • VETERINARY for Veterinary Medical Education leading to a DVM;
  • CLINICAL PSYCHOLOGY for Clinical Psychology;
  • OSTEOPATHY for Osteopathic Medicine leading to a DO.
Note that in Ohio only six universities (Ohio University, Ohio State University, Wright State University, University of Cincinnati, Medical College of Ohio at Toledo, and Northeastern Ohio Universities College of Medicine) offer professional level medical education.

All funding units must be unique within a campus.

Other Unrestricted Expenditures: Within this line include miscellaneous expenditures incurred, such as those for travel, supplies, and equipment that were supported by the funding unit's unrestricted funds. Include within this total salaries and benefits of noninstructional staff.

Other Restricted Expenditures: Within this line include miscellaneous expenditures incurred, such as those for travel, supplies, and equipment that were supported by the funding unit's restricted funds. Include within this total salaries and benefits of noninstructional staff.

College: Using the institution's taxonomy, designate the college that houses the funding unit. Colleges designated here should also correspond to colleges identified in the College Expenditure (CP) file. Those institutions that do not submit a CP file must submit NA in this field.

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 field value not in Institution/Campus Codes Verification table

011

Blank records are not allowed

Check for blank record

013

The Delete Switch is not Y or N

If Delete Switch is not “Y” or not “N”

035

There are non-blank characters beyond the allotted record length for this file      

Check if record is too long

040

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

If Campus field value from the (FX) submission and institution field value from the header record does not match a valid campus code column in the institution campus table

308

The Funding Unit is not in the Funding Unit Inventory table

 

603

Funding Unit in Course Section Taught table does not have record in FX submission file

If fund unit id column value in course section table is NOT equal to "NA" and is not null and combination of campus code and fund unit id column values exists in course section table for any term in the fiscal year (winter and spring of the current year, summer and autumn of the previous year) and combination of campus code (except for Southern State Community College (SSCC) or Cuyahoga Community College (CYCC)) and fund unit id not in Funding Unit Expenditure (FX) submission with Delete Switch field value = "N" and (combination of campus code, year, and fund unit id not in Funding Unit Expense table for this year and campus)

OR

If fund unit id column value in course section table is NOT "NA" and is not null and fund unit id and campus code exist in course section table and campus code field matches a campus code for either Southern State Community College (SSCC) or Cuyahoga Community College (CYCC) for any term in the fiscal year and fund unit id column values does not exist in Funding Unit Expenditure (FX) submission with Delete Switch field value = "N" and ( for Campus field equal to Institution field  in submission header record )

604

Funding Unit in Faculty Funding (FF) file not submitted in FX file submission

 

605

Unrestricted Faculty Salary contains nonnumeric data

If  the first character in the Unrestricted Instructional Salary field values is not negative sign (-) or zero (0) or if the remaining characters are not numeric

606

Unrestricted Faculty Salary is less than sum of Unrestricted Faculty Salary in Faculty Funding table

 

607

Restricted Faculty Salary contains nonnumeric data

If  the first character in the Restricted Instructional Salary field values is not negative sign (-) or zero (0) or if the remaining characters are not numeric

608

Restricted Faculty Salary is less than sum of Restricted Faculty Salary in Faculty Funding table

 

609

Unrestricted Benefits contains nonnumeric data

If  the first character in the Unrestricted Instructional Benefits field values is not negative sign (-) or zero (0) or if the remaining characters are not numeric

610

Unrestricted Benefits is less than sum of Unrestricted Faculty Benefits in Faculty Funding table

 

612

Restricted Benefits contains nonnumeric data

If  the first character in Restricted Instructional Benefits field values is not negative sign (-) or zero (0) or if the remaining characters are not numeric

613

Restricted Benefits is less than sum of Restricted Faculty Benefits in Faculty Funding table

 

618

Unrestricted Other Funding Unit Expenditures contains nonnumeric data

If  the first character in the Unrestricted Other Funding Unit Expenditures field values is not negative sign (-) or zero (0) or if the remaining characters are not numeric

619

Revenues in CF are not equal to revenues reported in CB

If  the first character in the Restricted Other Funding Unit Expenditures field values is not negative sign (-) or zero (0) or if the remaining characters are not numeric

626

Funding Unit Expenditure record already exists on Funding Unit Expenditures table

If Delete Switch field value is “N” and Funding Unit Expenditure record exists in fund expense table for campus code and year and fund unit column values and there is not a corresponding  record in the submission with the same campus and funding unit field values, and Delete Switch field value of Y

627

Funding Unit Expenditure record does not exist on Funding Unit Expenditure table

If Delete Switch field value is “Y” and Funding Unit Expenditure, campus, and year field values do not match columns fund unit id, campus code, and year in fund unit expense table.

636

Funding Unit used in Course Sections Taught table or Faculty Funding table

If Delete Switch field value is “Y” and ( Funding Unit field exists in the faculty fund table for this campus code and year column values) and Funding Unit Expenditure submission does not contain record for same Campus and Funding Unit field values, with a Delete Switch field value = “N”

OR

If Delete Switch field value is "Y" and Funding Unit field exists on course section table for campus code and any term in this fiscal year (winter and spring of the current year, summer and autumn of the previous year)  and Funding Unit Expenditure (FX) submission does not contain record for same campus and funding unit field values, with a  Delete Switch field value = “N”

650

Total I&G Expenditures not equal to sum of expenditures in FX and CP and CX submission

Sum the following:

Sum of all expenses in the submission file.

Plus the sum of columns (faculty salary expense, restrict faculty salary expense, benefits expense, restrict benefits expense, other fund expense, restrict other fund expense) on the Fund unit expense not deleted by the FX submission file

Plus all money fields from the college expense table

Plus the student service expense, inst support expense, other academic support expense, library expense, law library expense, med library expense, pom expense, restrict student service expense, restrict inst support expense, restrict other academic expense, restrict library expense, restrict law library expense, restrict med library expense, restrict POM expense columns from the campus expense table.

Compare this to the total ig expense column in the campus expense table. If the sum <> total ig expense (from CX)

662

Sum of Expenditures in FX submission is not equal to expenditures for Instruction and Department Research as reported in the CF file

Calculate the sum of all expenses using steps 1&2 below. Compare to the sum of current instructional department research expense for fund code values "UE" and "RE" with budget actual code value of "A" in current expense table for institution code and year column values equal to Institution field and Year field values in header record.

  1. Sum of all expenses in the submission file.
  2. Plus the sum of columns (faculty salary expense, restricted faculty salary expense, benefits expense, restricted benefits expense, other fund expense, restricted other fund expense) on the Fund unit expense not deleted by the FX submission file

If the sum of all expenses is not equal to the sum from the current instructional department research expense column

670

Duplicate records have been submitted with same Campus, Year, Term, Funding Unit, and Delete Switch

If there are two or more records within Funding Unit Expenditure (FX) submission containing same combination of Campus, Funding Unit, and Delete Switch field values

679

College value was not submitted for this campus in the Campus Expenditure (CP) file submission

If the College field in the submission is not ‘NA’ and is not in the college expense table for this campus and year

CO3

Current expenditures changed by 50% or more from last year    

 

C06

A College value was reported for this campus in the College Expenditure (CP) submission but was not reported in the FX submission

If a College Value exists in the college expense table for a campus of this institution for this submission year and there is not a record in the FX submission matching the campus and college value with a Delete Switch field value of or in the funding unit expense table matching the campus and college value