Instruction and General Expenditures by Object (IO) File, Revised September 28, 2004

 

File Description

The Instruction and General Expenditures by Object (IO) file details Instruction and General (I&G) expenditures (Instruction and Departmental Research, Academic Support, Student Services, Institutional Support, and POM) made for various "objects" of activity. The object code classifications below are in general use by most institutions. Report total Instruction and General expenditures according to these classifications. A distinction between branches and the central campus is not required.

Submission Schedule

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

Capture Date

The capture date for the Instruction and General Expenditures by Object (IO) file is the last day of the fiscal year, June 30.

Relationship to Other File Submissions

The Campus Expenditure (CX) file must be edited with zero errors and loaded onto the database prior to submittal of the Instruction and General Expenditures by Object (IO) file. The sum of the expenditures in the Instruction and General Expenditures by Object (IO) file should be equal to the sum of the Total I&G Expenditure values in the Campus Expenditure (CX) file for an institution.

Data Fields

Field Names

Field Attributes and Procedures

Data Format

Restricted/Unrestricted Enter a U if the expenditures are paid from unrestricted funds. Enter an R if the expenditures are paid from restricted funds. Alphabetic 
1 character 
Column 1
Personnel Services Enter the amount expensed for personnel services paid for from I&G funds. Numeric 
10 characters 
Columns 2-11
Benefits Enter the amount of benefits paid to faculty and support staff from I&G funds. Numeric 
10 characters 
Columns 12-21
Supplies Enter the amount expensed for supplies from I&G funds. Numeric 
10 characters 
Columns 22-31
Travel and Entertainment Enter the amount expensed for travel and entertainment from I&G funds. Numeric 
10 characters 
Columns 32-41
Information and Communication Enter the amount expensed for information and communication from I&G funds. Numeric 
10 characters 
Columns 42-51
Maintenance and Repairs Enter the amount expensed for maintenance and repairs. Numeric 
10 characters 
Columns 52-61
Miscellaneous Enter the amount for expenditures not otherwise classified in the file. Numeric 
10 characters 
Columns 62-71
Equipment Enter the amount expensed for moveable equipment from I&G funds. Numeric 
10 characters 
Columns 72-81
Delete Switch Enter Y if the record should be deleted from the database. Otherwise, enter N.  Alphabetic 
1 character 
Column 82 

Additional Explanations

Numeric data must be formatted as specified in the Data Formatting Conventions document. All amounts entered must be in whole dollars.

Definitions and Descriptions of Data Fields

Restricted/Unrestricted: 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.

Personnel Services: Total includes the amount paid for personnel who support I&G activity within the institution.

Staff Benefits: Include benefits paid to both faculty and staff paid from I&G sources.

Supplies: Include the amount expensed for supplies used in support of I&G activities.

Travel and Entertainment: Include I&G expenditures used for travel to and from professional conferences and for other professional activities, as well as expenditures incurred for hosting such functions.

Information and Communication: Include the amount expensed for telecommunications and other means of gathering information.

Maintenance and Repairs: Include I&G expenditures for upkeep and repair of campus facilities.

Miscellaneous: Include I&G expenditures for object classifications not otherwise included within this file.

Equipment: Include I&G expenditures for moveable equipment used in support of the institution's I&G activities.

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”  Write

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

681

Unrestricted/Restricted is not U or R

If Restricted/Unrestricted field from submission not found in revenue type column of restricted unrestricted table matching Year field (from header record) to year column

713

Personal Services contains nonnumeric data

If the first character in personal services is not negative sign (-) or zero (0) or if the remaining characters in the field are not numeric write the corresponding message from the table on the error report file

714

Staff Benefits contains nonnumeric data

If the first character in benefits is not negative sign (-) or zero (0) or if the remaining characters in the field are not numeric write the corresponding message from the table on the error report file

715

Travel and Entertainment contains nonnumeric data

If the first character in travel and entertainment is not negative sign (-) or zero (0) or if the remaining characters in the field are not numeric write the corresponding message from the table on the error report file

716

Information and Communication contains nonnumeric data

If the first character in information and communication is not negative sign (-) or zero (0) or if the remaining characters in the field are not numeric write the corresponding message from the table on the error report file

717

Maintenance and Repairs contains nonnumeric data

If the first character in maintenance and repairs is not negative sign (-) or zero (0) or if the remaining characters in the field are not numeric write the corresponding message from the table on the error report file

718

Miscellaneous contains nonnumeric data

If the first character in miscellaneous is not negative sign (-) or zero (0) or if the remaining characters in the field are not numeric write the corresponding message from the table on the error report file

719

Equipment contains nonnumeric data

If the first character in equipment is not negative sign (-) or zero (0) or if the remaining characters in the field are not numeric write the corresponding message from the table on the error report file

731

Sum of I&G Expenditures in the file is not equal to sum of Total I&G Expenditures in the Campus Expenditure table

If the first character in supplies is not negative sign (-) or zero (0) or if the remaining characters in the field are not numeric write the corresponding message from the table on the error report file

720

Record does not exist on table for institution and year

For the entire submission, If Restricted/Unrestricted field from submission is valid (edit 681), the Delete Switch field value is "N", the following are numeric:

Personal Services, Benefits, Supplies, Travel and Entertainment, Information and Communication, Maintenance and Repairs, Miscellaneous, Equipment and sum of the above (for the entire submission) is not equal to the sum of total ig expense column of campus expense table matching for all campus code columns values for this institution (from header record) and Year (from header record) to year column.

721

Cannot delete record on table without having a corresponding record to add

If Delete Switch field value is “Y” and a row does not exist in ig expense object table matching Institution (from header record), Year (from header record), and Restricted/Unrestricted fields to institution code, year, and revenue type code columns

722

Record already exists on table for institution and year

If Delete Switch field value is “Y” and a row exists in ig expense object table (matching Institution (from header record), Year (from header record), and Restricted/Unrestricted fields to institution code, year, and revenue type code columns) and the submission does not contain a record with the same Restricted/Unrestricted field value and a Delete Switch field value of “N”

723

There are duplicate records in the submission with the same Delete Switch

If Delete Switch field value is “N” and a row exists in ig expense object table (matching Institution (from header record), Year (from header record), and Restricted/Unrestricted fields to institution code, year, and revenue type code columns) and the submission does not contain a record with the same Restricted/Unrestricted field value and a Delete Switch field value of “Y”

724

Supplies contains nonnumeric data

If there are two or more records within the submission with the same Restricted/Unrestricted field values and the same Delete Switch field values

C03

Current expenditures changed by 50% or more from last year

If % change is >= 50%