Research Incentive (RE) File Revised July 23, 2002

File Description

The Research Incentive (RE) file contains one record for all projects that are eligible for matching funds from the Research Incentive Program. Eligible research projects will comprise all externally sponsored basic and applied research, scholarly, and creative activities in any discipline present at an institution. Specific guidelines have been put in place to determine if a project is eligible for matching Research Incentive funds. Please note that the first record in your file should follow the header guidelines.

Submission Schedule

The Research Incentive (RE) file for the previously ending fiscal year is submitted once per calendar year from November 15 through December 15.

Relationship to Other File Submissions

Submission of this file is not dependent upon the prior submission of other files.

Data Fields

Field Names

Field Attributes and Procedures

Data Format

Internal  Account Number Enter Institution's internal account number Alphanumeric
12 characters 
Columns 1-12
Sponsor Type Enter the code from the Sponsor Type Codes Alphanumeric
1 character 
Column 13
Sponsor Name Code Enter the Sponsor Name Code Alphabetic
80 characters 
Columns 14-93
Pass Through Sponsor Type Enter a code from the Sponsor Type Codes Alphabetic
1 character 
Column 94
Pass Through Sponsor Name Code Enter the Pass Through Name Code Alphabetic 
80 characters 
Columns 95-174
Project Title Enter the exact project title of the project as it appears on the funding documents Alphanumeric
255 characters 
Columns 175-429
Amount Expended Enter the amount expended rounded to the nearest dollar Numeric 
12 characters
Columns 430-441
Partial Claim Enter Y or N Alphabetic
1 character 
Column 442
Withdraw Switch Enter Y only if record is to be withdrawn from the consideration. Otherwise, enter N. Alphabetic
1 character
Column 443

Definitions and Descriptions of Data Fields

Internal Account Number:This number is an institution assigned number for each Research Incentive project. If a Research Incentive project has more than one account number, list each account number on a separate line. If a project has more than one internal account number, be sure that the project title is identical for all records. If the Internal Account Number is less than 12 characters, right fill the field with spaces.

Sponsor Type: Enter the code that describes the entity that directly provided funds to your institution. If funds were passed through another organization before reaching your institution, enter the original source of funding in the Pass Through Sponsor Type and Pass Through Name fields.

  • B - Business
  • F - Federal
  • O - Other
  • P - Private Foundation
  • S - State
  • U - University or College in the State of Ohio
  • V - University outside of State of Ohio

Sponsor Name Code:

  • If "F" is listed in Sponsor Type Code, enter the code from the Federal Sponsor Table.
  • If "S" is listed in Sponsor Type Code, enter the code from the State Sponsor Table
  • If "F" or "S" is listed in Sponsor Type Code and the sponsor's name is not included in either the "Federal Sponsor Table" or the "State Sponsor Table," enter the name of the sponsor by inserting the word "OTHER" (capitalized), followed by a single dash "-" and the "Name of Sponsor," (e.g., "OTHER-Ohio Aerospace Institute").  Use up to 80 characters for the entire entry.  Use a consistent spelling of the sponsor's name for all projects that are funded by this sponsor.
  • If "P," "B," "U," "V" or "O" is listed in Sponsor Type Code, enter the name of the sponsor, using up to 80 characters.
  • If funds were passed through another organization before reaching your institution, enter the original source of funding in the Pass Through Sponsor and Pass Through Name fields.

Pass Through Sponsor Type: NOTE: For Pass Through Type Code and Pass Through Type Name, provide data only if the source of funding identified in Sponsor Type Code and Sponsor Type Name is not the original source of funds. If the source of funding identified in Sponsor Name Code is the original source of funds, enter N for Pass Through Type Code. If funds were passed through the sponsor identified in the Sponsor Name Code field, but originated with another sponsor, enter a code from the code list below.

  • B - Business
  • F - Federal
  • O - Other
  • P - Private Foundation
  • S - State
  • U - University or College in the State of Ohio
  • V - University outside of State of Ohio

Pass Through Sponsor Name Code: Enter the code or the name from the "Sponsor Name Table" for Passed Through Sponsor Name.

  • If Pass Through Sponsor Type is N, enter N for Pass Through Sponsor Name Code.
  • If "F" is listed in Pass Through Type Code, enter the code from the Federal Sponsor Table
  • If "S" is listed in Pass Through Type Name, enter the code from the State Sponsor Table
  • If "F" or "S" is listed in pass Through Type Code and the Sponsor's name is not included in either the "Federal Sponsor Table" or the "State Sponsor Table," enter the name of the sponsor by inserting the word "OTHER" (capitalized), followed by a single dash "-" and the "Name of Sponsor," (e.g., "OTHER-Ohio Aerospace Institute").  Use up to 80 characters for the entire entry. Use a consistent spelling of the sponsor's name.
  • If "P," "B," "U," "V" or "O" is listed in Pass Through Type Code, enter the name of the sponsor, using up to 80 characters.

Title: Enter the full project title as it appears on the grant or contract documents.  If a project has more than one internal account number, be sure that the project title is identical for all records.  Use up to 255 characters.

Amount Expended: Enter only the project amount that has been expended at your university. Enter the total project amount only if all project funds have been expended during the report period. In subcontracting arrangements, the institution performing the research receives credit. Subcontracts given to another organization and not expended at your institution for the actual conduct of research should not be included. Amount should be rounded to the nearest dollar. Fill with zeroes the unused positions to the left of the value entered. For example, an amount expended of $15,750 will be reported as 000000015750. All 12 characters of the field must contain a value. The decimal points are implied and not actually entered in the submission. In reporting a negative value, the negative symbol (-) must appear in the first space and spaces must be zero-filled between the negative symbol and the first digit.

Partial Claim: Enter a one character code to verify a partial claim: Y if yes, this is a partial claim, N if no, this is a full claim. If Y for yes is entered, additional information must be provided to support the claim. Please provide this additional information in hard copy and return with the diskette(s).

Edit and Load Specifications

Revised December 3, 2001

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

921

Sponsor Type is not N AND is not in the Sponsor Type Table

If the Sponsor Type is not in the Research Incentive Sponsor Type table

922

First 5 letters of the State Sponsor Type are not OTHER or Sponsor Name is not in the State Sponsor Table

If the Sponsor Type is S AND if the first 6 characters of the Sponsor Name Code are not OTHER- AND if the Sponsor Name Code is not in the Sponsor Code column of the Research Incentive Sponsor Type Table with a S Federal State Code

923

First 5 letters of the Federal Sponsor Type are not OTHER or Federal Sponsor Name is not in the Federal Sponsor Table

If the Sponsor Type is F AND if the first 6 characters of the Sponsor Name Code are not OTHER- AND if the Sponsor Name Code is not in the Sponsor Code column of the Research Incentive Sponsor Type Table with a F Federal State Code

924

First 5 letters of the State Sponsor Name are not OTHER or Sponsor Name is not in the State Sponsor Table

If  the Pass Through Sponsor Type is S AND if the first 6 characters of the Pass Through Sponsor Name Code are not OTHER- AND if the Pass Through Sponsor Name Code is not in the Sponsor Code column of the Research Incentive Sponsor Type Table with a S Federal State Code

924

First 5 letters of the Federal Sponsor Type are not OTHER or sponsor name is not in the Federal Sponsor Table

If  the Pass Through Sponsor Type is S AND if the first 6 characters of the Pass Through Sponsor Name Code are not OTHER- AND if the Pass Through Sponsor Name Code is not in the Sponsor Code column of the Research Incentive Sponsor Type Table with a S Federal State Code

925

Sponsor Type is P, B, U, or O and Sponsor Name is in the State Sponsor Table

If  the Pass Through Sponsor Type is S AND if the first 6 characters of the Pass Through Sponsor Name Code are not OTHER- AND if the Pass Through Sponsor Name Code is not in the Sponsor Code column of the Research Incentive Sponsor Type Table with a S Federal State Code

926

Sponsor Type is P, B, U, or O and Sponsor name is in the Federal Sponsor Table

If the Sponsor Type is NOT S AND the Sponsor Name Code is in the Sponsor Code column of the Research Sponsor Type Table with a S Federal State Code

927

Pass Through is not N AND is not in the Sponsor Table

If the Sponsor type is NOT F AND the Sponsor Name Code is in the Sponsor Code column of the Research Incentive Sponsor Type Table F Federal State Code

928

Pass Through Type is NOT S and Sponsor Name is in the State Sponsor Table

If Pass Through Sponsor Type is not N AND is not in the Research Incentive Sponsor Type table

929

Pass Through Type is NOT F and the Sponsor Name is in the Federal Sponsor Table

If the Pass Through Sponsor Type is NOT S AND the Pass Through Sponsor Name Code is in the Sponsor Code column of the Research Incentive Sponsor Type Table with a S Federal State Code

930

Amount Expended is not numeric

If the Pass Through Sponsor Type is NOT F AND the Pass Through Sponsor Name Code is in the Sponsor Code column of the Research Incentive Sponsor Type Table F Federal State Code

932

Partial Claim is not Y or N

If the first character of the Amount Expended field is not zero (0) or negative (-) or if remaining characters in field are not numeric

933

No Record to Withdraw

If Partial Claim is not Y or N

934

Sponsor type is S and pass through type is not F, B, or P

If the Withdraw Switch is Y and there is no record in the re table for this institution with the same Internal Account Number, Sponsor Type, Sponsor Name, Pass Through Sponsor Type, Pass Through Name, Project Title, Amount Expended, Partial Claim and Year

935

Internal Account Number is blank in first character position

If Sponsor Type is S and Pass Through Type is NOT F, P, V, or B

942

Pass Through Name has entry, but Pass through Code is N

If Internal Account Number is blank in the first character position

943

Project Title is blank in first character position

If Pass Through Sponsor Type is N and Pass Through Sponsor Name Code is not N

944

Withdrawal Switch is not N or Y

If Project Title is blank in the first character position

945

If Sponsor Type is U there must be a Pass through Sponsor type

If Withdraw Switch is not Y and not N

946

In Sponsor Code Name, OTHER must be followed by a single dash and a name. A space or double dash is appearing after single dash.

If Sponsor Type is U and Pass Through Type is not F, P, B, or V

948

Pass Through Sponsor Code: OTHER must be followed by a single dash and a name; a second dash or space is following the single dash

If the first 6 characters of Sponsor Name Code is OTHER and the 7th character is a "-" or blank

949

You have requested a withdrawal of a record more times than it appears on the database.

If the first 6 characters of Pass Through Sponsor Name Code is OTHER and the 7th character is a "-" or blank

950

In sponsor name code:  OTHER must be followed by a single dash

If Two or more records in the Submission file with a Withdraw Switch of Y with the same Internal Account Number, Sponsor Type, Sponsor Name, Pass Through Sponsor Type, Pass Through Name, Project Title, Amount Expended, Partial Claim  and there are fewer records in the database with the matching Internal Account Number, Sponsor Type, Sponsor Name, Pass Through Sponsor Type, Pass Through Name, Project Title, Amount Expended, Partial Claim and Year for this institution

952

Sponsor type is S and pass through name is other

If the first 5 characters of the Sponsor Name Code is OTHER and the 6th character is not a"-",

B98

A duplicate entry has been submitted

If Sponsor Type is S and Pass Through Sponsor name code is OTHER- in the first 6 character positions

B99

Sponsor Type is not N AND is not in the Sponsor Type Table

If Withdraw Switch is N there are two or more records in the Submission file with the same Internal Account Number, Sponsor Type, Sponsor Name, Pass Through Sponsor Type, Pass Through Name, Project Title, Amount Expended, Partial Claim  (or there is one record in the submission file with the same the same Internal Account Number, Sponsor Type, Sponsor Name, Pass Through Sponsor Type, Pass Through Name, Project Title, Amount Expended, Partial Claim and Year as is in on the database)