OHIO BOARD OF REGENTS

HEI Financial Data Submissions

Changes in Funds Balances (CB) File
Revised September 8, 1999

File Description

The Changes in Funds Balances (CB) file summarizes changes to the institution's funds balances during the previous fiscal year. It demonstrates the overall flow of funds into and out of the institution and among the institution's funds groups. The Changes in Funds Balances (CB) file is submitted after the institution's external audit is completed and is to be taken from the institution's audited financial records. Include both allocated and unallocated amounts in the totals.

Submission Schedule

The Changes in Funds Balances (CB) file must be submitted no later than December 31 of each year.

Capture Date

The capture date for the Changes in Funds Balances (CB) file is the last day of the fiscal year, June 30.

Relationship to Other File Submissions

Once the Changes in Current Funds (CF), Assets and Liabilities (AL), and Changes in Funds Balances (CB) files have been
submitted and edited with zero errors, the Actual Data (AD) edit will start. The Actual Data (AD) edit verifies that Total Revenues reported in the Changes in Current Funds (CF) file are equal to Total Revenues in the Changes in Funds Balances (CB) file and issues a warning if they are not, and that Total Expenditures in the Changes in Current Funds (CF) file equals Total Expenditures in the Changes in Funds Balances (CB) file and warns if they are not. The Actual Data (AD) edit also verifies that each fund in Total Liabilities in the Assets and Liabilities (AL) file plus the Ending Fund Balance from the Changes in Funds Balances (CB) file equal Total Assets in the Assets and Liabilities (AL) file. Once the Actual Data (AD) edit passes cleanly, data reporters can request the load for the Changes in Current Funds (CF), Assets and Liabilities (AL), and Changes in Funds Balances (CB) files by depressing the "Request Load" button next to the Actual Data entry in their institution's directory.

Data Fields

Field Name	Field Attributes and Procedures	Data Format
Fund	Enter a code from Fund Codes for the fund described in the record.	Alphabetic 2 characters Columns 1-2
Beginning Fund Balance	Enter the balance for the fund as of the first day of the fiscal year.	Numeric 12 characters Columns 3-14
Prior Period Adjustment	Enter any adjustment to Beginning Fund Balance.	Numeric 10 characters Columns 15-24
Restated Fund Balance	Enter the sum of the Beginning Fund Balance and the Prior Period Adjustment.	Numeric 12 characters Columns 25-36
Total Revenue	Enter the total revenue and other additions to the fund generated for the fund throughout the fiscal year.	Numeric 10 characters Columns 37-46
Total Expenditures	Enter the total expenditures and other deductions from the fund made from the fund during the fiscal year.	Numeric 10 characters Columns 47-56
Net Mandatory Transfers	Enter the net (additions minus deductions) amount of mandatory transfers among funds made to or from the fund during the fiscal year.	Numeric 10 Characters Columns 57-66
Net Non-mandatory Transfers and Other Changes	Enter the net (additions minus deductions) amount of non-mandatory transfers and other changes among funds made to or from the fund during the fiscal year.	Numeric 10 characters Columns 67-76
Ending Fund Balance	Enter the balance for the fund as of the last day of the fiscal year.	Numeric 12 characters Columns 77-88

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 a category does not pertain to
the fund described in the record, fill the entire field with zeros.

All amounts must be reported in whole dollars.

Definitions and Descriptions of Data Fields

Fund: Enter the two-character code for the major fund type described. Major fund type is defined as one of the following:

Unrestricted Education and General (UE): Funds used for Instruction and Departmental Research, Public Service, Academic Support, Student Services, Institutional Support, Plant Operation and Maintenance, Scholarships and Fellowships, and Separately Budgeted Research.
Unrestricted Auxiliary (UA): Funds that are used to furnish goods or services to students, faculty, or staff for which users are charged a fee directly related to, although not necessarily equal to, the costs of the goods or services. Auxiliary funds are managed essentially as self-supporting operations. For Ohio Board of Regents' purposes, report intercollegiate athletics as an auxiliary.
Unrestricted Hospital (UH): Funds used to support a university-sponsored hospital. Note that only Ohio State University and Medical College of Ohio at Toledo have such a facilities.

Restricted Education and General (RE): Restricted funds used for Instruction and Departmental Research, Public Service, Academic Support, Student Services, Institutional Support, Plant Operation and Maintenance, Scholarships and Fellowships, and Separately Budgeted Research.

Restricted Auxiliary (RA): Restricted funds that are used to furnish goods or services to students, faculty, or staff for which users are charged a fee directly related to, although not necessarily equal to, the costs of the goods or services. Auxiliary funds are managed essentially as self-supporting operations. For Ohio Board of Regents' purposes, report intercollegiate athletics as an auxiliary.

Restricted Hospital (RH): Restricted funds used to support a university-sponsored hospital. Note that only Ohio State University has such a facility.

Loan Funds (LF): Funds consisting of resources that have been loaned or are available for loans to students, faculty, and staff.

Endowments and Similar Funds (EF): Funds donated by outside donors or agencies whose principal is intended to be invested to provide future earnings for institutional use. Assets of Endowments and Similar funds include Cash and Cash Equivalents, Investments, Due from Other Funds, and Other Assets. Liabilities of Endowments and Similar funds include Accounts Payable, Notes Payable, Bonds Payable, Due to Other Funds, and Other Liabilities.
Quasi-Endowments (QE): Funds which the governing board of an institution rather than an external donor or an outside agency have determined should be retained and invested. Quasi-Endowments differ from endowments in that they are internally designated rather than externally restricted. The governing board of the college or university has the right to expend the principal of quasi-endowments at any time. Data about Quasi-Endowments should be included in the file, even the data are part of the Notes of the institutions's audited financial statements. Assets of Quasi-Endowments funds include Cash and Cash Equivalents, Investments, Due from Other Funds, and Other Assets. Liabilities of Quasi-Endowments funds include Accounts Payable, Notes Payable, Bonds Payable, Due to Other Funds, and Other Liabilities.
Annuity and Life Income (AL): Funds made available to the institution upon condition that the institution make payments to one or more beneficiaries, usually the donor.

Unexpended Plant (UP): Funds that are available for new construction and acquisitions of physical property but are not expended as of the reporting date.
Renewals and Replacements (RR): Funds set aside for the renewal and replacement of physical properties.

Plant Funds for Debt Retirement (PR): Funds that are set aside to pay off debt, both principal and interest, on institutional properties.

Investment in Plant (IP): Funds invested in physical properties and the outstanding debt on physical plant.

Beginning Fund Balance: Enter the fund balance for each fund as of the first day of the fiscal year. This amount should be equal to the ending fund balance from the previous fiscal year.

Prior Period Adjustment: Enter the amount of the adjustment needed to restate the beginning fund balance arising from a change in accounting standards or other circumstances which would necessitate adjusting the fund balance.

Restated Fund Balance: Enter the sum total of the Beginning Fund Balance and Prior Period Adjustment.

Total Revenue: Revenue is defined as an addition to a fund balance arising from a transaction other than a transfer to the fund. Revenues are recognized on an accrual basis.

Total Expenditures: Include within this total the amount of expenditures removed from the fund during the fiscal year for transactions other than transfers. Also include within the total other changes to the fund balance such as indirect costs recovered and refunds to grantors.

Net Mandatory Transfers: Mandatory transfers are those arising from binding legal agreements for the financing of educational plant, such as amounts for debt retirement, interest, and required provisions for renewals and replacements of plant that are not financed from other sources, or grant agreements with agencies of the federal government, donors, and other organizations to match gifts and grants to loans and other funds. Mandatory transfers can be made either from unrestricted or restricted funds. Report transfers out of a fund as positive numbers, and transfers into a fund as negative numbers.

Net Non-mandatory Transfers and Other Changes: Non-mandatory transfers are those made from current funds groups at the discretion of the governing board to support a variety of purposes. Report transfers out of a fund as positive numbers, and transfers into a fund as negative numbers.

Ending Fund Balance: The Ending Fund Balance must be equal to the Restated Fund Balance plus Total Revenue less Total Expenditures less Net Mandatory Transfers less Net Non-mandatory Transfers and Other Changes.

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http://regents.ohio.gov/hei/datasubdoc/financial/archive/cbfile09081999.html
Last updated December 8, 1999