Undergraduate Tuition & Fees (TF) File Revised January 10, 2012

 

File Description

The Undergraduate Tuition & Fees (TF) File contains a record for every undergraduate student enrolled at a campus for the academic year and term reported in the submission. All fees related to the instruction of a student and mandatory fees are to be reported. Use the TF Query to find students that should be reported in this file.

Submission Schedule

The file submission window will be December 10th through March 2nd. The year in the header refers to the academic year, and should contain data from only summer, autumn and spring of that academic year. For example, the 2013 file would contain summer and autumn 2012 data and spring 2013 data.

Capture Date

The capture date for the Undergraduate Tuition & Fees (TF) file is the 30th day after the last day of the term. For summer subterms, the capture date is the 30th day after the last day of the last subterm.

Relationship to Other File Submissions

The Student Entrance (SE) file must be submitted, edited with zero errors, and loaded onto the HEI database before the following file can be submitted: Undergraduate Financial Aid (UF) file. Students reported in this file should have undergraduate records in the Student Entrance (SE), Student Enrollment (SN), and Course Enrollment (CN) files. The tuition and fees amounts reported in this file should correspond to the credit hours attempted as reported in the Course Enrollment (CN) file.

Data Fields

Field Names

Field Attributes and Procedures

Data Format

Student Identifier

Provide the federally assigned Social Security Number (SSN) whenever possible. If the SSN is unavailable, provide another identifier that uniquely relates to this student. For a given student, the same identifier must be used in all student related files.

Alphanumeric 
9 characters 
Columns 1-9

Institution Assigned Identifier Switch

Enter N if the student identifier is the SSN assigned by the federal government. Enter Y if the student identifier was assigned by the institution and is not a federally assigned SSN.

Alphabetic
1 character
Column 10

Term

Enter the term for which data are being submitted.

Alphabetic
2 characters
Columns 11-12

Charge Type

Enter the appropriate two letter code from Charge Type Codes

Alphabetic
2 characters
Columns 13-14

Amount

Provide the amount of the charge. Include cents. For example, an amount of $264.00 must be reported as 0026400.

Numeric
7 characters
Columns 15-21

Comment

 

Alphanumeric
10 characters
Columns 22-31

Delete Switch

Enter Y if the record is to be deleted from the database. Otherwise, enter N.

Alphabetic 
1 character 
Column 32

Additional Explanations

  • If a student has multiple fees that have the same charge type within the same term, you can either report these as separate records or as one record with aggregated amounts.
  • Report fees related to instruction and all mandatory fees. Do not report fees such as room and board, books, etc. even if these are paid directly to the institution.
  • Report all mandatory fees assessed uniformly to all students as "other fees" which meet each of the following criteria: they are in fact mandatory, not included in the general fee, and are charged each term (frequency code =1 in the Fall Survey of Student Charges).
  • Report the fees that were on record for the student as of the fifteenth (15th) day of classes.
  • Do not report any fees that are assessed as a result of the student’s living arrangements, even if those fees are paid to your institution.
  • One-time fees are to be reported in the term for which they are charged.

Definitions and Descriptions of Data Fields

Amount: Amount information should be entered as seven characters with the last 2 character positions representing cents. Note that the field should be right justified and zero-filled to the left. For instance, an amount of $123.45 would be entered as “0012345”; an amount of $10,234.56 would be entered as “1023456.”

Edit and Load Specifications

Revised November 18, 2009

 

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)

011

Blank records are 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 Delete Switch is not Y or N

018

Invalid Social Security Number

If the Institution Assigned Faculty Identifier Switch is N and the Delete Switch is N and the Faculty Identifier is numeric in each character position and the first three digits, or the fourth and fifth, or the sixth through ninth digits of the Faculty Identifier are zeros, OR if the Institution Assigned Faculty Identifier Switch is N and the Delete Switch is N and the Faculty Identifier is numeric in each character position and the first three digits are 666 or 900 or above

021

Social Security Number is not numeric

If Institution Assigned Student Identifier Switch is N and Student Identifier is not numeric in each character position

022

The Institution Assigned Identifier Switch is not Y or N

If the Institution Assigned Identifier Switch is not Y or N

033

Delete Switch is Y but there is no record to delete

If Delete Switch is Y but there is not a record for the student in the database

035

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

If record is greater than 32 characters long

070

Student Identifier is blank or not left justified

If Student Identifier is blank in first character position

082

Term is not in Term verification table

If the Term is not in the Term verification table

148

Award Amount is not numeric

If Amount is not numeric

152

Award amount cannot be $0.00.

If Amount equals 0000000

301

This Institution Assigned Identifier is the same as a SSN in the Institution SSN table

If Institution Assigned Student Identifier Switch is Y and the Student Identifier is in the Institution/SSN table for this institution and the table row has the Institution Assigned Switch as N

302

This SSN is the same as an Institution Assigned Identifier in the Institution SSN table

If Institution Assigned Student Identifier Switch is N and the Student Identifier is in the Institution/SSN table for this institution and the table row has the Institution Assigned Switch as Y

1BR

Invalid Charge Type

If the Charge Type code is not in Charge Type verification table for this year (from header)

2AA

Students in TF file for a specific term should have UND enrollment records for that same term

Match on SSN and inst assigned id. If the student reported in the TF file for a specific term don’t have undergraduate enrollment records in HEI for that same term

B19

Student ID matches an ID that was formerly used to identify another student

If this Student Identifier matches a Previous Identifier with Data Area code set to S in the Identifier Change table for this institution

C49

Duplicate Values have been submitted for term, charge type and amount

Duplicate Values have been submitted for term, charge type and amount