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Global Edits:
Execute the following edits for each record in submission file:
Note: in the following text, the Year field value for FX submission file is acquired from the FX header record.
A. Execute all common edits
Check for blank record
Write Error 011 on edit message report.
Check if record is too long
Write Error 035 on edit message report.
B. If Campus field value not in Institution/Campus Codes Verification
table
Write Error 001 on edit message report.
C. If Campus field value from the (FX)submission and institution field
value from the header record does not match a valid
Campus code column in the institution campus table
Write Error 040 on edit message report.
D. If Delete Switch is not "Y" or not "N" Write Error 013 on edit message report.
E. If Funding Unit, campus, and year field value from (FX) submission
does not match fund unit id, campus code, and yr number columns in
fund unit table with term code column equal to "SP".
Write Error 308 on edit message report.
F. If there are two or more records within Funding Unit Expenditure
(FX) submission containing same combination of Campus, Funding Unit, and
Delete Switch field values
Write Error 670 on edit message report and do perform no edits
on duplicate record
G. If the first character in any of the following field values
is not negative sign (-) or zero (0) or if the remaining characters are
not numeric Write the corresponding error message on the edit message report
Field Value Error Message
| Unrestricted Instructional Salary | Error 605 |
| Restricted Instructional Salary | Error 607 |
| Unrestricted Instructional Benefits | Error 609 |
| Restricted Instructional Benefits | Error 612 |
| Unrestricted Other Funding Unit Expenditures | Error 618 |
| Restricted Other Funding Unit Expenditures | Error 619 |
H. If Delete Switch field value is "Y" and Funding Unit Expenditure,
campus, and year field values do not match columns fund unit id,
campus code, and yr number in fund unit expense table.
Write Error 627 on edit message report.
I. If Delete Switch field value is "N" and Funding Unit Expenditure
record exists in fund expense table for campus code and yr num and fund
unit column values and there is not a corresponding record in the
submission with the same campus and funding unit field values, and Delete
Switch field value of Y
Write Error 626 on edit message report.
J. If Delete Switch field value is "Y" and ( Funding Unit field exists
in the faculty fund table for this campus code and yr num column values)
and Funding Unit Expenditure submission does not contain record for same
Campus and Funding Unit field values, with a Delete Switch field value
= "N"
Write Error 636 on edit message report
K. If Delete Switch field value is "Y" and Funding Unit field
exists on course sect table for campus code and any term code in this fiscal
year (winter and spring of the current year, summer and autumn of the previous
year) and Funding Unit Expenditure (FX) submission does not contain
record for same campus and funding unit field values, with a Delete
Switch field value = "N"
Write Error 636 on edit message report
L. Perform these edits for each fund unit id, campus code, and yr num column values in the faculty fund table matching Funding unit, campus, and year field values in the FX submission file.
M. If Unrestricted Faculty Salary field value is numeric and if the sum
of faculty salary expense column is greater than the Unrestricted Faculty
Salary field value in the FX submission with Delete Switch field equal
to N
Write Error 606 on edit message report.
N. If the Restricted Faculty Salary field value is numeric and if the sum
of faculty restrict salary expense column is greater than the Restricted
Faculty Salary field value in the FX submission with Delete Switch field
equal to N
Write Error 608 on edit message file.
O. If Unrestricted Benefits field value is numeric and if the sum of faculty
benefits expense column is greater than the Unrestricted Benefits field
value in the FX submission with Delete Switch field equal to N
Write Error 610 on edit message report.
P. If the Restricted Benefits field value is numeric and if the sum of
faculty restrict benefits expense column is greater than the Restricted
Benefits field value in the FX submission with Delete Switch field equal
to N
Write Error 613 on edit message report.
Q. Sum all of the expenses in the submission not deleted, plus the expenses previously loaded, plus all numeric fields previously loaded from the CP, plus the Unrestricted Student Services, Unrestricted Institutional Support, Unrestricted Other Academic Support, Unrestricted Library, Unrestricted Law Library, Unrestricted Medical Library, Unrestricted POM, Restricted Student Services, Restricted Institutional Support, Restricted Other Academic Support, Restricted Library, Restricted Law Library, Restricted Medical Library, and Restricted POM from the FX submission. If this sum is not equal to the Total I&G Expenditures figure listed in the CX
Write Error 650 on edit message report.
Process edits after all other edits are completed:
Summary Edit:
At the top of the .rsm file indicate the institution, year, term (NA), date, and time associated with the FX submission.
*See document at L:\Analysts\Edit and Load Specifications\Financial\Resource Analysis\Fxsum.txt for layout and formatting of Summary edit display.
Summary Edit Errors
P. If fund unit id column value in course sect table is NOT equal to
"NA" and is not null and combination of campus code and fund unit id column
values exists in course sect table for any term in the fiscal year (winter
and spring of the current year, summer and autumn of the previous year)
and combination of campus code (except for Southern State Community College
(SSCC) or Cuyahoga Community College (CYCC)) and fund unit id not in Funding
Unit Expenditure (FX) submission with Delete Switch field value = "N" and
(combination of campus code, year, and fund unit id not in Funding Unit
Expense table for this year and campus)
Write Error 603 on edit message report.
Q. If fund unit id column value in course sect table is NOT "NA" and is not null and fund unit id and campus code exist in course sect table and campus code field matches a campus code for either Southern State Community College (SSCC) or Cuyahoga Community College (CYCC) for any term in the fiscal year and fund unit id column values does not exist in Funding Unit Expenditure (FX) submission with Delete Switch field value = "N" and ( for Campus field equal to Institution field in submission header record for Write Error 603 on edit message report.
S. Calculate the sum of all expenses using steps 1&2 below. Compare to the sum of current instr dept resrch expens for fund code values "UE" and "RE" with budget actual code value of "A" in current expens table for inst code and yr num column values equal to Institution field and Year field values in header record.
1) Sum of all expenses in the submission file.
2) Plus the sum of columns (faculty salary expense, restrict faculty salary expens, benefits expense, restrict benefits expense, other fund expense, restrict other fund expense) on the Fund unit expense not deleted by the FX submission file
If the sum of all expenses equals less than 99% or more than 101% of the sum of the cur instr dept resrch expens column in the current expens table,
Write Error 662 on edit message report.
TABLE 02
| Record Identifier | Error Code | Error Message | Error Value |
TABLE 01
| Campus | Dollar Amount* | Percentage of Total IDR Expenditures |
A. Dollar Amount: Calculate by summing numeric fields in file for each campus. [Display as Dollar Amount]
B. From Current Expenditure table, sum the following Instruction and Department Research for funds UE and RE for Institution code column value equal to Institution Code in header record for year.
C. Calculate the following: Sum produced by step A/Sum divided by step B. Present as a percentage. [Display as Percentage of Total IDR Expenditures]
* Dollar Amount column in TABLE01 should accommodate up to nine digits, printing commas as appropriate and suppressing leading zeroes. Percentage of Total IDR Expenditures should display two decimal places with the percent sign following.
| Edit Message Code | Edit Message | Short Message |
| 001 | The Campus Code is not in the Institution/Campus Codes table. | Campus Code invalid |
| 013 | The Delete Switch is not Y or N. | Delete Switch not Y or N |
| 040 | The Campus Code in the input record does not correspond to the login Institution Code. | Campus Code does not associate |
| 308 | The Funding Unit is not in the Funding Unit Inventory table. | Funding Unit is not in table |
| 603 | Funding Unit in Course Section Taught table does not have record in FX submission file. | Missing Fund Unit |
| 605 | Unrestricted Faculty Salary contains nonnumeric data. | Unrestrict Fac Sal not numeric |
| 606 | Unrestricted Faculty Salary is less than sum of Unrestricted Faculty Salary in Faculty Funding table. | Unequal values |
| 607 | Restricted Faculty Salary contains nonnumeric data. | Restricted Fac Sal not numeric |
| 608 | Restricted Faculty Salary is less than sum of Restricted Faculty Salary in Faculty Funding table. | Unequal values |
| 609 | Unrestricted Benefits contains nonnumeric data. | Unrestricted Ben not numeric |
| 610 | Unrestricted Benefits is less than sum of Unrestricted Faculty Benefits in Faculty Funding table. | Unequal values |
| 612 | Restricted Benefits contains nonnumeric data. | Restricted Ben not numeric |
| 613 | Restricted Benefits is less than sum of Restricted Faculty Benefits in Faculty Funding table. | Unequal values |
| 618 | Unrestricted Other Funding Unit Expenditures contains nonnumeric data. | Unres Oth FU Exp not numeric |
| 619 | Revenues in CF are not equal to revenues reported in CB. | Unequal revenues |
| 626 | Funding Unit Expenditure record already exists on Funding Unit Expenditures table. | Record exists |
| 627 | Funding Unit Expenditure record does not exist on Funding Unit Expenditure table. | Record does not exist |
| 636 | Funding Unit used in Course Sections Taught table or Faculty Funding table. | Cannot Delete |
| 662 | Sum of Expenditures in FX submission is not equal to expenditures for Instruction and Department Research as reported in the CF file. | Not equal to IDR expenditures |
| 670 | Duplicate records have been submitted with same Campus, Year, Term, Funding Unit, and Delete Switch. | Duplicate Record |
Load Requirements
A. If Delete Switch set to Y
Delete corresponding record from Funding Unit
Expenditure table
If Delete Switch set to N
Add record to the Funding Unit Expenditure table
http://regents.ohio.gov/hei/financial/cxedit.html
Last updated
October 23, 2008