OHIO BOARD OF REGENTS

HEI Research Incentive Data Submissions

Research Incentive (RE) File
Revised July 23, 2002

File Description

The Research Incentive (RE) file contains one record for all projects that are eligible for matching funds from the Research Incentive Program. Eligible research projects will comprise all externally sponsored basic and applied research, scholarly, and creative activities in any discipline present at an institution. Specific guidelines have been put in place to determine if a project is eligible for matching Research Incentive funds. Please note that the first record in your file should follow the header guidelines.

Before submitting your file, please review the guidelines located at: http://regents.ohio.gov/rsch/rschsupport.html

Submission Schedule

The Research Incentive (RE) file for the previously ending fiscal year is submitted once per calendar year from November 15 through December 15.

Relationship to Other File Submissions

Submission of this file is not dependent upon the prior submission of other files.

Data Fields

Fields	Field Attributes and Procedures	Data Format
Internal Account Number	Enter Institution's internal account number	Alphanumeric 12 characters Columns 1-12
Sponsor Type	Enter the code from the Sponsor Type Codes	Alphanumeric 1 character Column 13
Sponsor Name Code	Enter the Sponsor Name Code	Alphabetic 80 characters Columns 14-93
Pass Through Sponsor Type	Enter a code from the Sponsor Type Codes	Alphabetic 1 character Column 94
Pass Through Sponsor Name Code	Enter the Pass Through Name Code	Alphabetic 80 characters Columns 95-174
Project Title	Enter the exact project title of the project as it appears on the funding documents	Alphanumeric 255 characters Columns 175-429
Amount Expended	Enter the amount expended rounded to the nearest dollar	Numeric 12 characters Columns 430-441
Partial Claim	Enter Y or N	Alphabetic 1 character Column 442
Withdraw Switch	Enter Y only if record is to be withdrawn from the consideration. Otherwise, enter N.	Alphabetic 1 character Column 443

Definitions and Descriptions of Data Fields

Internal Account Number: This number is an institution assigned number for each Research Incentive project. If a Research Incentive project has more than one account number, list each account number on a separate line. If a project has more than one internal account number, be sure that the project title is identical for all records. If the Internal Account Number is less than 12 characters, right fill the field with spaces.

Sponsor Type: Enter the code that describes the entity that directly provided funds to your institution. If funds were passed through another organization before reaching your institution, enter the original source of funding in the Pass Through Sponsor Type and Pass Through Name fields.

        B - Business
        F - Federal
        O - Other
        P - Private Foundation
        S - State
        U - University or College in the State of Ohio
        V - University outside of State of Ohio

Sponsor Name Code: If "F" is listed in Sponsor Type Code, enter the code from the Federal Sponsor Table.

If "S" is listed in Sponsor Type Code, enter the code from the State Sponsor Table

If "F" or "S" is listed in Sponsor Type Code and the sponsor's name is not included in either the "Federal Sponsor Table" or the "State Sponsor Table," enter the name of the sponsor by inserting the word "OTHER" (capitalized), followed by a single dash "-" and the "Name of Sponsor," (e.g., "OTHER-Ohio Aerospace Institute"). Use up to 80 characters for the entire entry. Use a consistent spelling of the sponsor's name for all projects that are funded by this sponsor.

If "P," "B," "U," "V" or "O" is listed in Sponsor Type Code, enter the name of the sponsor, using up to 80 characters.

If funds were passed through another organization before reaching your institution, enter the original source of funding in the Pass Through Sponsor and Pass Through Name fields.

Pass Through Sponsor Type: NOTE: For Pass Through Type Code and Pass Through Type Name, provide data only if the source of funding identified in Sponsor Type Code and Sponsor Type Name is not the original source of funds. If the source of funding identified in Sponsor Name Code is the original source of funds, enter N for Pass Through Type Code. If funds were passed through the sponsor identified in the Sponsor Name Code field, but originated with another sponsor, enter a code from the code list below.

Pass Through Sponsor Name Code: Enter the code or the name from the "Sponsor Name Table" for Passed Through Sponsor Name. If Pass Through Sponsor Type is N, enter N for Pass Through Sponsor Name Code.

If "F" is listed in Pass Through Type Code, enter the code from the Federal Sponsor Table

If "S" is listed in Pass Through Type Name, enter the code from the State Sponsor Table

If "F" or "S" is listed in pass Through Type Code and the Sponsor's name is not included in either the "Federal Sponsor Table" or the "State Sponsor Table," enter the name of the sponsor by inserting the word "OTHER" (capitalized), followed by a single dash "-" and the "Name of Sponsor," (e.g., "OTHER-Ohio Aerospace Institute"). Use up to 80 characters for the entire entry. Use a consistent spelling of the sponsor's name.

If "P," "B," "U," "V" or "O" is listed in Pass Through Type Code, enter the name of the sponsor, using up to 80 characters.

Title: Enter the full project title as it appears on the grant or contract documents. If a project has more than one internal account number, be sure that the project title is identical for all records. Use up to 255 characters.

Amount Expended: Enter only the project amount that has been expended at your university. Enter the total project amount only if all project funds have been expended during the report period. In subcontracting arrangements, the institution performing the research receives credit. Subcontracts given to another organization and not expended at your institution for the actual conduct of research should not be included. Amount should be rounded to the nearest dollar. Fill with zeroes the unused positions to the left of the value entered. For example, an amount expended of $15,750 will be reported as 000000015750. All 12 characters of the field must contain a value. The decimal points are implied and not actually entered in the submission. In reporting a negative value, the negative symbol (-) must appear in the first space and spaces must be zero-filled between the negative symbol and the first digit.

Partial Claim: Enter a one character code to verify a partial claim: Y if yes, this is a partial claim, N if no, this is a full claim. If Y for yes is entered, additional information must be provided to support the claim. Please provide this additional information in hard copy and return with the diskette(s).

Return to Research Incentive Files

http://regents.ohio.gov/hei/datasubdoc/financial/production/refile.html
Last updated July 23, 2002