OHIO BOARD OF REGENTS

Edit Rules for each Auxiliary Funds (AU) Record

A. If Campus Code field from submission not found in campus code column of inst campus table,
      write Error 001 on edit error message report.

B. If there are blank lines in the submission,
      write Error 011 on edit error message report.

C. If Delete Switch field value is not equal to "Y" or "N",
      write Error 013 on edit error message report.

D. If there are non-blank characters beyond the allotted record length,
      write Error 035 on edit error message report.

E. If Campus Code field from submission not found in campus code column of inst campus table matching institution field (from header record) to inst code column,
      write Error 040 on edit error message report.

F. If Record Type field is not found in record type code column in record type table matching submission ("AU") and year fields (from header record) to submission and yr number columns,
 write Error 541 on edit error message report.

G. If Record Type, Auxiliary, and Restricted/Unrestricted, and Delete Switch fields are repeated within the file,
     write Error 688 on edit error message report.

 Edits for Record Type value of "R"

H. For Record Type field of R with Delete Switch Value of 'N', if Auxiliary field value is found in aux id column in aux revenue table matching institution and year (from the header record), and Restricted/Unrestricted field to inst code, yr num and revenue type code columns and submission does not contain a record with the same Record type, Auxiliary, and Restricted/Unrestricted fields with Delete Switch value of 'Y',
            write Error 543 on edit error message report.

I. For Record Type field of R with Delete Switch Value of 'Y', if Auxiliary field value is not found in aux id column in aux revenue table matching institution and year (from the header record), and Restricted/Unrestricted field to inst code, yr num and revenue type code columns,
           write Error 687 on edit error message report.

J. For Record Type field R, if first character in any of the following fields is not zero (0) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on the edit error message report.
 

 Edits for Record Type value of "E"

A. For Record Type field of E with Delete Switch Value of 'N', if Auxiliary field value is found in aux id column in aux expense table matching institution and year (from the header record) and Restricted/Unrestricted field to inst code, yr number and revenue type code columns and submission does not contain a record with the same Record type, Auxiliary, and Restricted/Unrestricted fields with Delete Switch value of 'Y',
            write Error 543 on edit error message report.

B. For Record Type field of E with Delete Switch Value of 'Y', if Auxiliary field value is not found in aux id column in aux_expens table matching institution and year (from the header record) and Restricted/Unrestricted field to inst code, yr number and revenue type code columns,
           write Error 726 on edit error message report.

C.  For Record Type of E, if first character in any of the following fields is not zero (0) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on edit error message report.
 
 

 Edits for Record Type value of "T"

B. For Record Type field of T with Delete Switch Value of 'Y', if Auxiliary is not found in aux id column in aux fund xfers table matching institution and year (from the header record) and Restricted/Unrestricted field to inst code, yr number and revenue type code columns,
            write Error 746 on edit error message report.

C. For Record Type of T, if first character in any of the following fields field is not zero (0) or negative sign (-) or if remaining characters in field are not numeric write the corresponding error from the table below on edit error message report.
 

Post Record Level Edits:

 Sales
 Separately Identified Fees
 Rentals
 Federal Grants and Contracts
 State Grants and Contracts
 Local Grants and Contracts
 Private Gifts, Grants, and Contracts
 Non-credit Instruction
 Endowment Income
 Other Sources

for all these records does not equal  current total revenue column in current revenue table matching institution and year (from the header record) to inst code and yr number columns and having a fund code column value of "UA" and budget actual code column value of "A",
      write Error 689 on edit error message report.

B. For all records with Record Type field value of "R", Restricted/Unrestricted field value of "R" and Delete Switch field value of "N", if sum of the following field values

 Sales
 Separately Identified Fees
 Rentals
 Federal Grants and Contracts
 State Grants and Contracts
 Local Grants and Contracts
 Private Gifts, Grants, and Contracts
 Non-credit Instruction
 Endowment Income
 Other Sources

 for all these records does not equal  current total revenue column in current revenue table matching institution and year (from the header record) to inst code and yr number columns and having a  fund code  column value of "RA" and budget actual code column value of "A",
       write Error 689 on edit error message report.

C. For all records with Record Type field value of "E", Restricted/Unrestricted field value of "U" and Delete Switch field value of "N", if sum of the following field values

 Administrative and General Salaries and Wages
 Administrative and General Staff Benefits
 Supplies
 Indirect Costs Recovered from Central Campus
 Other Administrative Expenditures
 Maintenance and Repair
 Other Miscellaneous Expenditures

 for all these records does not equal  current total expense column in current expens table matching institution and year (from the header record) to inst code and yr number columns and having a fund code  column value of "UA" and  budget actual code column value of "A",
      write Error 737 on edit error message report.

D. For all records with Record Type field value of "E", Restricted/Unrestricted field value of "R" and Delete Switch field value of "N", if sum of the following field values

 Administrative and General Salaries and Wages
 Administrative and General Staff Benefits
 Supplies
 Indirect Costs Recovered from Central Campus
 Other Administrative Expenditures
 Maintenance and Repair
 Other Miscellaneous Expenditures

 for all these records does not equal  current total expens column in current expense table matching institution and year (from the header record) to inst code and yr number columns and having a fund code  column value of "RA" and budget actual code column value of "A",
      write Error 737 on edit error message report.

E. For all records with Record Type field value of "T", Restricted/Unrestricted field value of "U" and Delete Switch field value of "N", if sum of the following field values

 Mandatory Transfers for Principal and Interest
 Nonmandatory Transfers for Renewals and Replacements
 Nonmandatory Transfers for Support  from/to Current Unrestricted Funds
 Nonmandatory Transfers for Current Allocated Fund Balance
 Transfers from General Fees
 Excess of Restricted Receipts Over Transfers to Revenue
 Refunded to Grantor

 for all these records does not equal  current total xfer column in current fund xfer table matching institution and year (from the header record) to inst code and yr number columns and having a fund code  column value of "UA" and  budget actual code column value of "A",
      write Warning B75 on edit error message report.

F. For all records with Record Type field value of "T", Restricted/Unrestricted field value of "R" and Delete Switch field value of "N", if sum of the following field values

Mandatory Transfers for Principal and Interest
Nonmandatory Transfers for Renewals and Replacements
Nonmandatory Transfers for Support  from/to Current Unrestricted Funds
Nonmandatory Transfers for Current Allocated Fund Balance
Transfers from General Fees
Excess of Restricted Receipts Over Transfers to Revenue
Refunded to Grantor

for all these records does not equal current total xfer column in current fund xfer table matching institution and year (from the header record) to inst code and yr number columns and having a fund code column value of "RA" and  budget actual code column value of "A",
     write Warning B76 on edit error message report.
 
 

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http://regents.ohio.gov/hei/financial/auedit.html
Last updated January 4, 2000