OHIO BOARD OF REGENTS

HEI Financial Data Submissions

Investment by Type (IT) File
Revised September 28, 2000

File Description

The Investment by Type (IT) file provides greater detail on investments for each fund described in the Funds Assets and Liabilities (AL) file submission. Unlike the Funds Assets and Liabilities (AL) file, data in the Investment by Type (IT) file need not be audited prior to submission to HEI. The data, however, need to correlate with the data submitted in the Funds Assets and Liabilities (AL) file submission.

Submission Schedule

The window for this file is January 16 - February 16.

Capture Date

The capture date for the Investment by Type (IT) file is the last day of the fiscal year, June 30.

Relationship to Other File Submissions

The Investment by Type (IT) file is to be submitted after the Funds Assets and Liabilities (AL) file is edited and loaded onto the database. The sum of investments for a fund in the Investment by Type (IT) file must be equal to the Investments field for that fund in the Funds Assets and Liabilities (AL) file.

Data Fields

Field Name	Field Attributes and Procedures	Data Format
Fund	Enter the appropriate code for the fund described in the record.	Alphabetic 2 characters Columns 1-2
Investment Type	Enter the appropriate code for the investment type described in the record.	Alphabetic 2 characters Columns 3-4
Market Value	Enter the market value of the investment as of the capture date.	Numeric 10 characters Columns 5-14
Delete Switch	Enter Y if the record is to be deleted from the database. Otherwise, enter N.	Alphabetic 1 character Column 15

Additional Explanations

Numeric data must be formatted as specified in the Data Formatting Conventions document.

All amounts should be reported in whole dollars.

Definitions and Descriptions of Data Fields

Fund: Enter the two-character code for the major fund described in the record. Unrestricted Education and General (UE): Funds used for Instruction and Departmental Research, Public Service, Academic Support, Student Services, Institutional Support, Plant Operation and Maintenance, and Scholarships and Fellowships.

Unrestricted Auxiliary (UA): Funds 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 Board of Regents' purposes, report intercollegiate athletics and any I&G activity (Instruction and Department Research, Academic Support, Institutional Support, Student Services, and Plant Operation and Maintenance) that receives support from the general fee as an auxiliary.

Unrestricted Hospital (UH): Funds used to support a university-sponsored hospital. Note that only Ohio State University has such a facility.

Restricted Current (RC): Current funds that have a limitation placed on their use by an outside grantor. Restricted funds can only be expensed for specific operating purposes as designated by the donor, grantor, or other outside entity.

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 whose principal is intended to be invested to provide future earnings for institutional use.

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.

Annuity and Life Income (AL): Funds carrying a stipulation 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 the debt, both principal and interest, on institutional properties.

Trust and Agency (TA): Funds for which the agency acts as the fiscal agent but does not own. The institution usually provides accounting for the funds.

Investment Type: Enter an investment code from the list below: United States Governmental Securities (US): Financial securities issued and backed by the federal government.

Municipal Bond (MB): Bonds issued by municipalities payable in full plus interest at the end of a specified period.

Corporate Bond (CB): Bonds issued by a private firm payable in full plus interest at the end of a specified period.

Common Stock (CS): Stock issued by a corporation entitling holders to dividend payments after payments have been made to preferred stock holders.

Preferred Stock (PS): Stock issued by a corporation entitling holders to dividend payments before holders of common stock.

Mutual Funds (MF): An investment instrument that pools the contributions of several investors and invests that money in several securities.

Real Estate (RE): Property and holdings of the fund in land and structures on the land other than the educational plant.

Discount Notes (DN): Notes indicating an obligation to repay borrowed moneys, usually with interest at the end of specified term, usually a short term.

Commercial Paper (CP): Short term notes sold by one entity to another to satisfy immediate cash needs.

Other Investments (OT): Investments not otherwise mentioned above.

Market Value: Enter the expected value of the investment if it was liquidated at the end of the fiscal year.

Return to Financial Files

http://regents.ohio.gov/hei/datasubdoc/financial/practice/itfile.html
Last updated September 28, 2000