OHIO BOARD OF REGENTS

HEI Financial Data Submissions

Campus Expenditure (CX) File
Revised September 28, 2004

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.

Submission Schedule

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

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 must be before the College Expenditure (CP) and Funding Unit Expenditure (FX) are submitted. Total I&G Expenditures must 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 10 characters Columns 5-14
Unrestricted Institutional Support	Enter the amount expended for institutional support.	Numeric 10 characters Columns 15-24
Unrestricted Other Academic Support	Enter the amount expended for other academic support.	Numeric 10 characters Columns 25-34
Unrestricted Library	Enter the amount expended to support campus libraries.	Numeric 10 characters Columns 35-44
Unrestricted Law Library	Enter the amount expended to support any law libraries on campus.	Numeric 10 characters Columns 45-54
Unrestricted Medical Library	Enter the amount expended to support any medical libraries on campus.	Numeric 10 characters Columns 55-64
Unrestricted POM	Enter the amount expended for plant operation and maintenance.	Numeric 10 characters Columns 65-74
Restricted Student Services	Enter the total amount of restricted student service funds expended by the campus for the fiscal year.	Numeric 10 characters Columns 75-84
Restricted Institutional Support	Enter the total amount of restricted institutional support funds expended by the campus for the fiscal year.	Numeric 10 characters Columns 85-94
Restricted Other Academic Support	Enter the total amount of restricted funds expended for other academic support by the campus for the fiscal year.	Numeric 10 characters Columns 95-104
Restricted Library	Enter the total amount of restricted funds expended for libraries by the campus for the fiscal year.	Numeric 10 characters Columns 105-114
Restricted Law Library	Enter the total amount of restricted funds expended for any law libraries by the campus for the fiscal year.	Numeric 10 characters Columns 115-124
Restricted Medical Library	Enter the total amount of restricted funds expended for any medical libraries by the campus for the fiscal year.	Numeric 10 characters Columns 125-134
Restricted POM	Enter the total amount of restricted funds expended for plant operation and maintenance by the campus for the fiscal year.	Numeric 10 characters Columns 135-144
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 12 characters Columns 145-156
Unrestricted General Fee Support for I&G	Enter the amount of General Fee revenues expended to support I&G activity.	Numeric 10 characters Columns 157-166
Restricted General Fee Support for I&G	Enter the amount of General Fee revenues expended to support I&G activity.	Numeric 10 characters Columns 167-176
Delete Switch	Enter Y if the Campus Expenditure (CX) file is to be deleted from the database. Otherwise, enter N.	Alphabetic 1 character Column 177

Additional Explanations

Note that restricted funds are those 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.

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

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. Also, exclude the costs of a student union and intercollegiate athletics.

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.

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.

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.

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.

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

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.

General Fee Support for I&G: Enter the total amount of I&G activity that was supported by expenditures made from General Fee revenues.

Return to Financial Files

http://regents.ohio.gov/hei/datasubdoc/financial/practice/cxfile.html
Last updated September 28, 2004