Sources of Education and General Revenues (SR) File

 

File Description

The Sources of Education and General Revenues (SR) file captures sources of current funds revenues for the previous fiscal year. The sum of the revenue streams in the Sources of Education and General Revenues (SR) file should equal the revenues described for Educational and General current funds in the Changes in Current Funds (CF) file. Unlike the Changes in Current Funds (CF) file, data in the Sources of Education and General Revenues (SR) file need not come from an institution's audited financial data.

Please do not include any adjustments due to GASB 68 or 75 in any HEI financial files.

Submission Schedule

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

Capture Date

The capture date  for the Sources of Education and General Revenues (SR) file is the last day of the fiscal year, June 30.

Relationship to Other File Submissions

The Sources of Education and General Revenues (SR) file must be submitted after the Changes in Current Funds (CF) file is submitted, edited with zero errors, and loaded onto the database. The sum of the revenues captured in the Sources of Education and General Revenues (SR) file must equal the sum of non-auxiliary, non-hospital current fund revenues captured in the Changes in Current Funds (CF) file.
 

Data Fields

Field Names

Field Attributes and Procedures

Data Format

Campus Enter a code from Institution/Campus Codes. Alphabetic 
4 characters 
Columns 1-4
Restricted/Unrestricted Enter a U if the expenditure came from unrestricted funds. Enter an R if the expenditure came from restricted funds. Alphabetic 
1 character 
Column 5
Instructional Fee Enter the income derived from instructional fees received from students taking courses for credit. Numeric 
10 characters 
Columns 6-15
General Fee Enter the income derived from general fees received from students taking courses for credit. Numeric 
10 characters 
Columns 16-25
Nonresident Surcharge Enter the income derived from fees charged to students who are not residents of  Ohio. Numeric 
10 characters 
Columns 26-35
Out-of-district Surcharge Enter the income derived from fees charged to students residing outside the service district of the institution. Note that only community colleges can have a figure reported here. Numeric 
10 characters 
Columns 36-45
Non-credit Instructional Enter the income derived from instructional fees received from students taking non-credit courses. Numeric 
10 characters 
Columns 46-55
Facility Fee Enter the income derived from a separate facility fee charged to all students. Numeric 
10 characters 
Columns 56-65
Other Student Fees Enter the revenues generated from student fees other than those described above. Numeric 
10 characters 
Columns 66-75
State Subsidy Enter the amount received through the state subsidy process. Numeric 
10 characters 
Columns 76-85
Other Through Regents Enter income received through the Ohio Board of Regents other than through subsidy. Numeric 
10 characters 
Columns 86-95
Local Appropriations Enter the amount received from local appropriations and tax levies. Numeric 
10 characters 
Columns 96-105
Federal Grants and Contracts Enter the income derived from grants from federal agencies, or from contracts for services on behalf of federal agencies. Numeric 
10 characters 
Columns 106-115
State Grants and Contracts Enter the amount received through grants and contracts with state agencies. Numeric 
10 characters 
Columns 116-125
Local Grants and Contracts Enter the income derived from grants from municipal, county, or other local authority, or from contracts for services to said entities. Numeric 
10 characters 
Columns 126-135
Private Gifts, Grants, and Contracts Enter the income derived from outright gifts from private donors, or from grants, or contracts for specific services on behalf of private agencies. Numeric 
10 characters 
Columns 136-145
Endowment Income Enter the revenues derived through activity of endowment resources. Numeric 
10 characters 
Columns 146-155
Other Sales and Services Enter the income derived from other sales and services not described above. Numeric 
10 characters 
Columns 156-165
Student Health Services Enter the income derived from the operation of a student health service. Numeric 
10 characters 
Columns 166-175
Temporary Investment Income Enter the income derived from short-term investments. Numeric 
10 characters 
Columns 176-185
Rental Income Enter the income derived from rental of campus property. Numeric 
10 characters 
Columns 186-195
Other Sources Enter the income derived from sources not identified above. Numeric 
10 characters 
Columns 196-205
Delete Switch Enter Y if the record is to be deleted from the database. Otherwise, enter N. Alphabetic 
1 character 
Column 206

Additional Explanations

Numeric data must be formatted as specified in the Data Formatting Conventions document. If a revenue source does not pertain to the campus described in the record, fill the entire field with zeros.

All amounts should be reported in whole dollars.

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.

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.

Out-of-district Surcharge: Included within this total are charges assessed on students who live outside the service district of the college. Note that at present only Cuyahoga Community College, Jefferson Community College, Lorain County Community College, Rio Grande Community College, and Sinclair Community College have such revenues.

Endowment Income: Revenues included within this total are: unrestricted income from endowment and similar funds; restricted income from endowment and similar funds to the extent expended for current operations; and income from funds held by others under irrevocable trusts.

Temporary Investment Income: Total should include revenues derived from investments of 90 days or less.

Rental Income: Total includes receipts from the rental of items of which the institution still maintains ownership.

Edit and Load Specifications

Revised July 31, 2003'

 

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 Code field from submission not found in campus code column of institution campus table matching institution field (from header record) to institution code column

546

Local Appropriations contains nonnumeric data

If first character in the Local Appropriations field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

547

Federal Grants and Contracts contains nonnumeric data

If first character in the Federal Grants and Contracts field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

548

State Grants and Contracts contains nonnumeric data

If first character in the State Grants and Contracts field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

549

Local Grants and Contracts contains nonnumeric data

If first character in the Local Grants and Contracts field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

550

Private Gifts, Grants, and Contracts contains nonnumeric data

If first character in the Private Gifts, Grants, and Contracts field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

551

Endowment Income contains nonnumeric data

If first character in the Endowment Income field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

553

Other Sources contains nonnumeric data

If first character in the Other Sources field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

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

690

Instructional Fee contains nonnumeric data

If first character in the Instructional Fee field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

691

General Fee contains nonnumeric data

If first character in the General Fee field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

692

Nonresident Surcharge contains nonnumeric data

If first character in the Nonresident Surcharge field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

693

Out-of-District Surcharge contains nonnumeric data

If first character in the Out-of-District Surcharge field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

694

Noncredit Instructional Fee contains nonnumeric data

If first character in the Noncredit Instructional Fee field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

695

Facility Fee contains nonnumeric data

If first character in the Facility Fee field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

696

Other Student Fees contains nonnumeric data

If first character in the Other Student Fees field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

697

State Subsidy contains nonnumeric data

If first character in the State Subsidy field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

698

Other Through Regents contains nonnumeric data

If first character in the Other Through Regents field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

699

Other Sales and Services contains nonnumeric data

If first character in the Other Sales and Services field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

700

Student Health Services contains nonnumeric data

If first character in the Student Health Services field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

701

Temporary Investment Income contains nonnumeric data

If first character in the Rental Income field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

702

Rental Income contains nonnumeric data

If first character in the Other Sales and Services field is not negative sign (-) or zero (0) or if any of the remaining characters are not numeric

703

Sum of Unrestricted Revenues is not equal to Total Revenues for unrestricted E&G fund in Current Funds Revenue table

For all valid Campus Codes (edit 001, 040):

If any records with Restricted/Unrestricted  = ‘U’ is present in the submission file, and If Restricted/Unrestricted field value is “U”, and Delete Switch field value is "N", and the following are numeric: Instructional Fee, General Fee, Nonresident Surcharge, Out-of-District Surcharge, Noncredit Instructional Fee, Facility Fee, Other Student Fees, State Subsidy, Other Through Regents, Local Appropriations, Federal Grants and Contracts, State Grants and Contracts, Local Grants and Contracts, Private Gifts, Grants, and Contracts, Endowment Income, Other Sales and Services, Student Health Services, Temporary Investment Income, Rental Income, Other Sources for all valid Campus Codes (edit 001, 040).

If any records with Restricted/Unrestricted  = ‘U’ is present in the submission file, and If Restricted/Unrestricted field value is “U”, and Delete Switch field value is "N", and the following are numeric: Instructional Fee, General Fee, Nonresident Surcharge, Out-of-District Surcharge, Noncredit Instructional Fee, Facility Fee, Other Student Fees, State Subsidy, Other Through Regents, Local Appropriations, Federal Grants and Contracts, State Grants and Contracts, Local Grants and Contracts, Private Gifts, Grants, and Contracts, Endowment Income, Other Sales and Services, Student Health Services, Temporary Investment Income, Rental Income, Other Sources           

and the sum of all above (for entire submission and previously loaded submissions for this year) is not equal to current total revenue column in the current revenue  table matching “A” to budget actual code column, “UE” to fund code column, Year field (from header record) to year, and Institution (from header record) to institution code

704

Sum of Restricted Revenues is not equal to Total Revenues for restricted E&G fund in Current Funds Revenue table

For all valid Campus Codes (edit 001, 040)

If any records with Restricted/Unrestricted  = ‘R’ is present in the submission file, If Restricted/Unrestricted field value is “R”, and Delete Switch field value is "N", and the following are numeric: Instructional Fee, General Fee, Nonresident Surcharge, Out-of-District Surcharge, Noncredit Instructional Fee, Facility Fee, Other Student Fees, State Subsidy, Other Through Regents, Local Appropriations, Federal Grants and Contracts, State Grants and Contracts, Local Grants and Contracts, Private Gifts, Grants, and Contracts, Endowment Income, Other Sales and Services, Student Health Services, Temporary Investment Income, Rental Income, Other Sources

and the sum of all above (for entire submission and previously loaded submissions for this year) is not equal to current total revenue column in the current revenue  table matching “A” to budget actual code column, “RE” to fund code column, Year field (from header record) to year, and Institution (from header record) to institution code

725

Record already exists on table

If Delete Switch field value is "N" and a row exists on the src revenue table matching Campus Code field to campus code column, Year field (from header record) to year column, and Unrestricted/Restricted field to revenue type code column  and submission does not contain a record with the same Campus Code field value, and Unrestricted/Restricted field value with Delete Switch field value of “Y”

727

Submission contains two or more records with the same Campus, Unrestricted/Restricted, and Delete Switch

If submission contains two or more records with the same Campus Code field value, Unrestricted/Restricted field value, and Delete Switch field value

728

Record does not exist for campus, unrestricted-restricted, and year

If Delete Switch field value is “Y” and a row does not exist on the src revenue table matching Campus Code field to campus code column, Year field (from header record) to year column, and Unrestricted/Restricted field to revenue type code column

760

Invalid institution to have Out of District Surcharge revenue

If Out of District Surcharge is numeric (edit 693) and not equal to zeros, and if Campus Code field from submission is in campus code column of institution campus history table matching Institution and Year fields (from header record) to institution code and year columns, and if campus type code column not equal to "CC"