OHIO BOARD OF REGENTS

HEI Financial Data Submissions

Campus Expenditure (CX) File
Revised August 20, 1998

File Description

The Campus Expenditure (CX) file describes the total Instructional and General (I&G) expenditures of a campus for the fiscal year. I&G includes expenditures for Instruction and Department Research, Academic Support, Institutional Support, Student Services, and Plant Operation and Maintenance. Note that neither auxiliary nor hospital expenditures should be included in this file. Also exclude any I&G activity funded through the general fee.

Submission Schedule

The Campus Expenditure (CX) file must be submitted no later than November 30.

Capture Date

The capture date for the Campus Expenditure (CX) file is the last day of the fiscal year, June 30.

Relationship to Other File Submissions

The Campus Expenditure (CX) file should be submitted after the Funding Unit Expenditure (FX) and College Expenditure (CP) files are edited and loaded onto the database with zero errors. The amount listed in Total I&G Expenditures should include the amounts listed previously in the Campus Expenditure (CX) file plus those in the Funding Unit Expenditure (FX) file and College Expenditure (CP) file. "Total I&G Expenditures" should also be equal to the sum of Instruction and Department Research, Academic Support, Institutional Support, Student Services, and Plant Operation and Maintenance in the Changes in Current Funds (CF) file.

Data Fields

Field Name	Field Attributes and Procedures	Data Format
Campus	Enter a campus code from Institution/Campus Codes.	Alphabetic 4 characters Columns 1-4
Unrestricted Student Services	Enter the amount expended for student services.	Numeric 9 characters Columns 5-13
Unrestricted Institutional Support	Enter the amount expended for institutional support.	Numeric 9 characters Columns 14-22
Unrestricted Other Academic Support	Enter the amount expended for other academic support.	Numeric 9 characters Columns 23-31
Unrestricted Library	Enter the amount expended to support campus libraries.	Numeric 9 characters Columns 32-40
Unrestricted Law Library	Enter the amount expended to support any law libraries on campus.	Numeric 9 characters Columns 41-49
Unrestricted Medical Library	Enter the amount expended to support any medical libraries on campus.	Numeric 9 characters Columns 50-58
Unrestricted POM	Enter the amount expended for plant operation and maintenance.	Numeric 9 characters Columns 59-67
Restricted Student Services	Enter the total amount of restricted student service funds expended by the campus for the fiscal year.	Numeric 9 characters Columns 68-76
Restricted Institutional Support	Enter the total amount of restricted institutional support funds expended by the campus for the fiscal year.	Numeric 9 characters Columns 77-85
Restricted Other Academic Support	Enter the total amount of restricted funds expended for other academic support by the campus for the fiscal year.	Numeric 9 characters Columns 86-94
Restricted Library	Enter the total amount of restricted funds expended for libraries by the campus for the fiscal year.	Numeric 9 characters Columns 95-103
Restricted Law Library	Enter the total amount of restricted funds expended for any law libraries by the campus for the fiscal year.	Numeric 9 characters Columns 104-112
Restricted Medical Library	Enter the total amount of restricted funds expended for any medical libraries by the campus for the fiscal year.	Numeric 9 characters Columns 113-121
Restricted POM	Enter the total amount of restricted funds expended for plant operation and maintenance by the campus for the fiscal year.	Numeric 9 characters Columns 122-130
Total I&G Expenditures	Enter the Total I&G expenditures for the campus for the fiscal year. The total should include the amounts listed above, plus the totals in Funding Unit Expenditure (FX) and College Expenditure (CP) files.	Numeric 10 characters Columns 131-140
Delete Switch	Enter Y if the Campus Expenditure (CX) record is to be deleted from the database. Otherwise, enter N.	Alphabetic 1 character Column 141

Additional Explanations

Note that restricted funds are those which 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.

All numeric values should be right-justified and zero-filled to the left. If an expenditure category does not pertain to the campus described in the record, fill the entire field with zeros.

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 Campus Expenditure (CX) file.

Unrestricted Student Services: Costs included in this category are for administration and operation of offices of admission and registration, and those activities whose primary purpose is to contribute to the students' emotional and physical well-being, as well as the students' cultural and social development outside of the formal curriculum. Note that student service activity funded through the general fee ought be excluded from this total. Also, exclude the costs of a student union and intercollegiate athletics.

Unrestricted Institutional Support: Costs included in this category are costs for general executive and administrative offices of the institution, including all costs of the governing board, president, vice-president, dean of faculty, business officer, and campus planning officer, and their respective office expenditures.

Unrestricted Other Academic Support: Costs include expenditures used for academic support exclusive of library expenditures. Campus-wide expenditures may include expenditures for museums, galleries, archives, audio-visual services, and ancillary support. Ancillary support is a direct expenditure for activities providing support services for the operations of the institution's instructional, research, and public service missions.

Unrestricted Library: Costs included in this category are costs incurred for the operation of a cataloged or otherwise classified collection of published material and media material.

Unrestricted Law Library: Costs included in this category are costs incurred for the operation of a cataloged or otherwise classified collection of published material and media material dealing with law.

Unrestricted Medical Library: Costs include expenditures for the operation of a cataloged or otherwise classified collection of published material and media material dealing with medicine.

Unrestricted POM: Costs include expenditures of current funds for the operation and maintenance of the physical plant, net of the amounts charged to auxiliary enterprises and hospitals. It does not include expenditures made from the institutional plant fund accounts. The total includes all expenditures for operations established to provide services and maintenance related to campus grounds and facilities. It also includes utilities, property insurance, fire protection, rented space, and similar items. Major repairs and major construction, costing $100,000 or more, should be excluded from this total.

Total I&G Expenditures: Enter the total (Restricted and Unrestricted) I&G expenditures incurred by a campus during the fiscal year. The total should include the amounts listed for the categories above, plus the totals in the Funding Unit Expenditure (FX) file and the College Expenditure (CP) file.

Return to Financial Files

http://regents.ohio.gov/hei/datasubdoc/financial/pilot/cxfile.html
Last updated August 20, 1998