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pdfFinance
Integrated Postsecondary Education Data System
(IPEDS)
This IPEDS Finance data collection instrument was used during the
2014-15 data collection and will be used again during the 2015-16 data
collection. Changes to the 2015-16 IPEDS Finance component for
Public GASB Institutions (F1) are reflected on the next two pages.
Changes to IPEDS Finance component for
Public GASB Institutions (F1), 2015-16
The finance component for public GASB institutions (F1) will require these institutions to report on a
screening question and four additional fields related to expenses, liabilities, and deferral that occurred as
a result of GASB Statement 68.
Changes to the Form
General Information
New screening question:
Did your institution recognize additional (or decreased) pension expense, additional liability (or
assets), or additional deferral related to the implementation of GASB Statement 68 for one or more
defined benefit pension plans (either as a single employer, agent employer or cost-sharing multiple
employer) in Fiscal Year 2015?
O Yes
No
O
Part M: Additional (Unfunded) Pension Information
Institutions that answered Yes in the screening question will report amounts for the following additional
subcategories:
Part M: Additional (Unfunded) Pension Information
Line
No.
1
Current year
amount
Additional (or decreased) pension expense
2
Additional pension liability (or asset)
3
Deferred inflows of resources
4
Deferred outflows of resources
Changes to the Instructions
General Information
Pension: Indicate whether or not your institution recognized additional (or decreased) pension expense,
liability (or assets), and/or deferral related to the implementation of GASB Statement 68 for Fiscal Year
2015.
Note that if your institution fits any of the following criteria, there is no direct GASB 68 impact and you
should respond “No”:
• If your public institution does not have a defined pension benefit plan
• If your public institution is part of a higher education system and the system reflects the additional
unfunded pension expense and liability (and does not allocate the expense and liability to the
individual institutions)
• If your institution is a branch campus that did not have pension expense and liabilities allocated to it
• If your institution is part of a special funding situation and additional unfunded pension expense,
liability, or deferral are reported elsewhere
For more information about GASB Statement 68 "Accounting and Financial Reporting for Pensions – an
Amendment of GASB Statement No. 27," please visit
http://www.gasb.org/jsp/GASB/Page/GASBSectionPage&cid=1176163527940.
Part M: Additional (Unfunded) Pension Information (Only applicable for institutions that indicate
“Yes” to the screening question)
Additional (or decreased) pension expense: Enter any additional pension expense that was recognized
in your “Statement of Revenues, Expenses, and Changes in Net Position” as a result of the implementation
of GASB Statement 68. If a decrease to pension expense was recognized as a result of GASB 68, enter
the decrease as a negative number. This may include additional (or decreased) pension expense that is
related to unfunded pension liabilities of one or more defined benefit pension plan in which your institution
participates.
Additional pension liability (or asset): Enter any additional pension liability that was recognized in your
“Statement of Net Position” as a result of the implementation of GASB Statement 68. This may include
unfunded pension liabilities of one or more defined benefit pension plan in which your institution
participates. If your institution recognized additional pension asset as a result of GASB 68, enter the asset
as a negative value.
Deferred inflows of resources: Enter any additional deferred inflows of resources that were recognized as
a result of the implementation of GASB Statement 68.
Deferred outflows of resources: Enter any additional deferred outflows of resources that were recognized
as a result of the implementation of GASB Statement 68.
2014-15 Survey Materials > Form
date: 3/13/2015
Finance for degree-granting public institutions using GASB Reporting Standards
Overview
Finance Overview
Purpose
The purpose of the IPEDS Finance component is to collect basic financial information from items associated with the
institution's General Purpose Financial Statements.
There are changes made to the 2014-15 Finance data collection from the 2013-14 collection. The finance form for
private for-profit schools have been revised to make it more comparable with the finance public and private not-forprofit forms.
Resources:
To download the survey materials for this component: Survey Materials
To access your prior year data submission for this component: Reported Data
If you have questions about completing this survey, please contact the IPEDS Help Desk at 1-877-225-2568.
Finance - Public institutions
Reporting Standard
Please indicate which reporting standards are used to prepare your financial statements:
GASB (Governmental Accounting Standards Board), using standards of GASB 34 & 35
FASB (Financial Accounting Standards Board)
Please consult your business officer for the correct response before saving this screen. Your response to this
question will determine the forms you will receive for reporting finance data.
Finance - Public institutions
General Information
GASB-Reporting Institutions (aligned form)
To the extent possible, the finance data requested in this report should be provided from your institution's audited
General Purpose Financial Statements (GPFS). Please refer to the instructions specific to each screen of the survey for
details and references.
1. Fiscal Year Calendar
This report covers financial activities for the 12-month fiscal year: (The fiscal year reported should be the most
recent fiscal year ending before October 1, 2014.)
Beginning: month/year (MMYYYY)
Month:
Year:
And ending: month/year (MMYYYY)
Month:
Year:
2. Audit Opinion
Did your institution receive an unqualified opinion on its General Purpose Financial Statements from your auditor for the
fiscal year noted above? (If your institution is audited only in combination with another entity, answer this question based
on the audit of that entity.)
Unqualified
Don't know
Qualified
(Explain in
(Explain in
box below)
box below)
3. Reporting Model
GASB Statement No. 34 offers three alternative reporting models for special-purpose governments like colleges and
universities. Which model is used by your institution?
Business Type Activities
Governmental Activities
Governmental Activities with Business-Type Activities
4. Intercollegiate Athletics
If your institution participates in intercollegiate athletics, are the expenses accounted for as auxiliary enterprises or
treated as student services?
Auxiliary enterprises
Student services
Does not participate in intercollegiate athletics
Other (specify in box below)
5. Endowment Assets
Does this institution or any of its foundations or other affiliated organizations own endowment assets ?
Yes - (report endowment assets)
No
You may use the space below to provide context for the data you've reported above.
Part A - Statement of Financial Position
Most recent fiscal year ending before October 2014
If your institution is a parent institution then the amounts reported in Parts A and D should include ALL of your
child institutions
Line no.
Current year amount
Prior year amount
Current Assets
01
Total current assets
Noncurrent Assets
31
Depreciable capital assets, net of depreciation
04
Other noncurrent assets
CV=[A05-A31]
05
Total noncurrent assets
06
Total assets
CV=(A01+A05)
Current Liabilities
07
Long-term debt, current portion
08
Other current liabilities
CV=(A09-A07)
09
Total current liabilities
Noncurrent Liabilities
10
Long-term debt
11
Other noncurrent liabilities
CV=(A12-A10)
12
Total noncurrent liabilities
13
Total liabilities
CV=(A09+A12)
Net Assets
14
Invested in capital assets, net of related debt
15
Restricted-expendable
16
Restricted-nonexpendable
17
Unrestricted
CV=[A18-(A14+A15+A16)]
18
Total net assets
CV=(A06-A13)
You may use the space below to provide context for the data you've reported above.
Part A - Statement of Financial Position (Page 2)
Most recent fiscal year ending before October 2014
Line No. Description
Capital Assets
21
Land and land improvements
22
Infrastructure
23
Buildings
32
Equipment, including art and library collections
27
Construction in progress
28
Total for Plant, Property and Equipment
CV = (A21+ .. A27)
Accumulated depreciation
33
Intangible assets, net of accumulated amortization
34
Other capital assets
Ending balance
Prior year
Ending balance
You may use the space below to provide context for the data you've reported above.
Part E - Scholarships and Fellowships
Most recent fiscal year ending before October 2014
DO NOT REPORT FEDERAL DIRECT STUDENT LOANS (FDSL) ANYWHERE IN THIS SECTION
Line Source
Current year
Prior year
No.
amount
amount
01 Pell grants (federal)
02 Other federal grants (Do NOT include FDSL amounts)
03 Grants by state government
04 Grants by local government
05 Institutional grants from restricted resources
06 Institutional grants from unrestricted resources
CV=[E07-(E01+...+E05)]
07 Total gross scholarships and fellowships
Discounts and Allowances
08 Discounts and allowances applied to tuition and fees
09 Discounts and allowances applied to sales and services of
auxiliary enterprises
10 Total discounts and allowances
CV=(E08+E09)
11 Net scholarships and fellowships expenses after deducting
discounts and allowances
CV= (E07-E10) This amount will be carried forward to C10 of the
expense section.
You may use the space below to provide context for the data you've reported above.
Part B - Revenues and Other Additions
Most recent fiscal year ending before October 2014
Line No. Source of Funds
Current year amount Prior year amount
Operating Revenues
01
Tuition and fees, after deducting discounts & allowances
Grants and contracts - operating
02
Federal operating grants and contracts
03
State operating grants and contracts
04
Local government/private operating grants and contracts
04a Local government operating grants and contracts
04b Private operating grants and contracts
05
Sales and services of auxiliary enterprises,
after deducting discounts and allowances
06
Sales and services of hospitals,
after deducting patient contractual allowances
26
Sales and services of educational activities
07
Independent operations
08
Other sources - operating
CV=[B09-(B01+ ....+B07)]
09
Total operating revenues
Part B - Revenues and Other Additions
Most recent fiscal year ending before October 2014
Line Source of funds
No.
Nonoperating Revenues
10 Federal appropriations
Current year
amount
Prior year
amount
11
State appropriations
12
Local appropriations, education district taxes, and similar support
14
Grants-nonoperating
Federal nonoperating grants Do NOT include Federal Direct Student
Loans
State nonoperating grants
15
Local government nonoperating grants
16
Gifts, including contributions from affiliated organizations
17
Investment income
18
Other nonoperating revenues
CV=[B19-(B10+...+B17)]
Total nonoperating revenues
13
19
27
28
29
Total operating and nonoperating revenues CV=[B19+B09]
12-month Student FTE from E12
Total operating and nonoperating revenues per student FTE
CV=[B27/B28]
Part B - Revenues and Other Additions
Most recent fiscal year ending before October 2014
Line No. Source of funds
Other Revenues and Additions
20
Capital appropriations
Current year amount
Prior year amount
21
Capital grants and gifts
22
Additions to permanent endowments
23
Other revenues and additions
CV=[B24-(B20+...+B22)]
Total other revenues and additions
24
25
Total all revenues and other additions
CV=[B09+B19+B24]
You may use the space below to provide context for the data you've reported above.
Part C - Expenses and Other Deductions
Line Description
No.
Expenses and
Deductions
01 Instruction
Most recent fiscal year ending before October 2014
Report Total Operating AND Nonoperating Expenses in this section
1
2
3
4
5
6
Total
Salaries
Employee Operation
Depreciation Interest
amount
and wages fringe
and
benefits
maintenance
of plant
7
8
All
PY
other Total
Amount
02 Research
03 Public service
05 Academic support
06 Student services
07 Institutional support
08 Operation and
maintenance
of plant (see
instructions)
10 Scholarships and
fellowships
expenses, excluding
discounts and
allowances (from E11)
11 Auxiliary enterprises
0
12 Hospital services
13 Independent operations
14 Other expenses
and deductions
CV=[C19-(C01+...+C13)]
19 Total expenses and
0
deductions
Prior year amount
20 12-month Student FTE
from E12
21 Total expenses and
deductions per student
FTE CV=[C19/C20]
You may use the space below to provide context for the data you've reported above.
0
Part D - Summary of Changes In Net Position
Most recent fiscal year ending before October 2014
Line No. Description
Current year amount Prior year amount
01
Total revenues and other additions (from B25)
02
Total expenses and deductions (from C19)
03
Change in net position during year
CV=(D01-D02)
04
Net position beginning of year
05
Adjustments to beginning net position and other gains or losses
CV=[D06-(D03+D04)]
06
Net position end of year (from A18)
You may use the space below to provide context for the data you've reported above.
Part H - Details of Endowment Assets
Most recent fiscal year ending before October 2014
Line Value of Endowment Assets
No.
Include not only endowment assets held by the institution, but any assets held by
private foundations affiliated with the institution.
01 Value of endowment assets at the beginning of the fiscal year
Market
Value
02
Value of endowment assets at the end of the fiscal year
You may use the space below to provide context for the data you've reported above.
Prior Year
Amounts
Part J - Revenue Data for Bureau of Census
Source and type
01 Tuition and fees
02 Sales and services
Most recent fiscal year ending before October 2014
Amount
Total for all
Education and
Auxiliary
Hospitals
Agriculture
funds
general/independent
enterprises
extension/experiment
and operations
operations
services
(includes
endowment
funds,
but excludes
component
units)
(1)
(2)
(3)
(4)
(5)
03 Federal
grants/contracts
(excludes Pell Grants)
Revenue from the state government:
04 State appropriations,
current & capital
05 State grants and
contracts
Revenue from local governments:
06 Local appropriation,
current & capital
07 Local government
grants/contracts
08 Receipts from
property and nonproperty taxes
09 Gifts and private
grants, including
capital grants
10 Interest earnings
11 Dividend earnings
12 Realized capital gains
You may use the space below to provide context for the data you've reported above.
Part K - Expenditure Data for Bureau of Census
Most recent fiscal year ending before October 2014
Amount
Total for all funds and Education and Auxiliary
Hospitals
Agriculture
operations (includes
general/
enterprises
extension/
endowment funds, but
independent
experiment
excludes component units) operations
services
(1)
(2)
(3)
(4)
(5)
01 Salaries and wages
02 Employee benefits, total
03 Payment to state retirement
funds (maybe included in line 02
above)
04 Current expenditures other than
salaries
Capital outlay:
05 Construction
06 Equipment purchases
07 Land purchases
08 Interest on debt outstanding, all
funds and activities
09 Scholarships/fellowships
You may use the space below to provide context for the data you've reported above.
Category
Part L - Debt and Assets, page 1
Most recent fiscal year ending before October 2014
Debt
Category
01 Long-term debt outstanding at beginning of fiscal year
Amount
02 Long-term debt issued during fiscal year
03 Long-term debt retired during fiscal year
04 Long-term debt outstanding at end of fiscal year
05 Short-term debt outstanding at beginning of fiscal year
06 Short-term debt outstanding at end of fiscal year
You may use the space below to provide context for the data you've reported above.
Part L - Debt and Assets, page 2
Most recent fiscal year ending before October 2014
Assets
Category
07 Total cash and security assets held at end of fiscal year in sinking or debt service funds
Amount
08 Total cash and security assets held at end of fiscal year in bond funds
09 Total cash and security assets held at end of fiscal year in all other funds
You may use the space below to provide context for the data you've reported above.
Prepared by
This survey component was prepared by:
Keyholder
SFA Contact
HR Contact
Finance Contact
Academic Library Contact
Other
Name:
Email:
How long did it take to prepare
hours
minutes
this survey component?
The name of the preparer is being collected so that we can follow up with the appropriate person in the event that there
are questions concerning the data. The Keyholder will be copied on all email correspondence to other preparers.
The time it took to prepare this component is being collected so that we can continue to improve our estimate of the
reporting burden associated with IPEDS. Please include in your estimate the time it took for you to review instructions,
query and search data sources, complete and review the component, and submit the data through the Data Collection
System.
Thank you for your assistance.
2014-15 Survey Materials > Instructions
date: 3/13/2015
Finance Public using GASB
Purpose of Component
Changes in Reporting for 2014-15
General Instructions
Reporting Period Covered
Context Boxes
Coverage
What to Include
What Not to Include
Reporting with "Parent" and "Child" Relationships
Where to Get Help for Reporting
Where to Get Additional Help for Finance
Where the Reported Data Will Appear
Detailed Instructions
General Information
Part A: Statement of Financial Position
Part E: Scholarships and Fellowships
Part B: Revenues and Other Additions
Part C: Expenses and Other Deductions
Part D: Summary of Changes in Net Position
Part H: Endowment Assets
General Instructions for Census Data
Part J: Revenues
Part K: Expenditures
Part L: Debts and Assets
Purpose of Component
The purpose of the IPEDS Finance component is to collect basic financial information from items associated with the
institution's General Purpose Financial Statements (GPFS). Item areas include:
•
•
•
•
•
•
•
Statement of Financial Position
Revenues and Other Additions
Expenses and Other Deductions
Summary of Changes in Net Position
Scholarships and Fellowships
Details of Endowment Assets
Census Information
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Changes in Reporting
There have been no changes to the 2014-15 Finance data collection from the 2013-14 collection.
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General Instructions
Reporting Period Covered
The starting point for reporting should be amounts reported in the GPFS for the most recent fiscal year ending
before October 1, 2014. For institutions with fiscal years ending on December 31, this would be the calendar year
2013.
About the Data
Data providers for this component should be familiar with college and university accounting policies and practices as
described by the National Association of College and University Business Officers (NACUBO). To provide additional
help, accounting terms are underlined and colored blue. These terms are linked to definitions found in the online
glossary.
Four different types of data appear in this component. There are data:
•
•
•
•
Institutions provide from their GPFS and/or underlying records.
That are prior year data, shown in red, which can be used as a comparison with the current year's data
being reported.
That are carried forward from one part of the component to another part to insure that the data are
internally consistent.
Calculated from the other data elements.
In the latter two cases, the data provider is requested to check that the carried forward data and the calculated
data are consistent with the data found in the institution's GPFS. If the data carried forward or calculated are not
consistent with the institution's GPFS, then an error in data entry may have occurred.
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Context Boxes
Context boxes are provided to allow institutions to provide more information regarding survey component items.
Note that some context boxes are posted on the College Navigator Website, which is the college search tool offered
by NCES. NCES will review entries in these context boxes for applicability and appropriateness before posting them
on the College Navigator Website; institutions should check grammar and spelling of their entries.
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Coverage
What to Include
The reporting entity's financial accounting policies and procedures should be the beginning basis for reporting to this
IPEDS survey component. However, deviations from the GPFS may be required to respond to this IPEDS survey
component. Some of these deviations include:
•
•
•
•
•
If financial categories in the institution’s GPFS are more aggregated than required for this IPEDS survey
component, then use underlying institutional records to determine the necessary amounts.
If financial categories in the institution’s GPFS are more detailed than required, then combine the GPFS
amounts and report only the combined number for this IPEDS survey component.
If amounts are reported in categories in the GPFS that differ from those required for the IPEDS survey,
move those amounts to the IPEDS-requested categories.
Report all financial amounts in WHOLE DOLLARS only, omitting cents.
For any item on the survey component where exact data do not exist in the GPFS, please give estimates.
What NOT to Include
Do not report any projected amounts for future years. Do not make adjustments for prior-year corrections unless
they are included as such corrections in the GPFS.
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Additional Instructions for Institutions Reporting Finance Data for Other Institutions
Most degree-granting institutions reporting IPEDS data report all their data for each IPEDS component, including
this finance component. However, some institutions (called “children”) are set up to report only certain parts of the
IPEDS finance component, while the “parent” institution reports all portions of the finance component but does not
double count those items already reported by the children institutions. Here is what each type of institution should
report:
Part
Part
Part
Part
Part
Part
Part
Part
Part
Part
A – Statement of Financial Position
B – Revenues and Other Additions
C – Expenses and Other Deductions
D – Summary of Changes In Net Position
E – Scholarships and Fellowships
H - Details of Endowment Assets
J - Revenue Data for Bureau of Census
K - Expenditure Data for Bureau of Census
L - Debt and Assets
Reports
Reports
Reports
Reports
Reports
Reports
Reports
Reports
Reports
Parent Institution
Child Institution
sum of Parent and Child data Does not report
parent data only
Reports child data only
parent data only
Reports child data only
sum of Parent and Child data Does not report
parent data only
Reports child data only
parent data only
Reports child data only
parent data only
Reports child data only
parent data only
Reports child data only
parent data only
Does not report
Parent institutions should report the sum of Parent and Child data for Parts A and D, and should report Parent data
only in parts B, C, E, H, J, K and L. This is done so that revenues and other additions, expenses and other
deductions, details of endowment assets, revenue data for Bureau of Census, Expenditure data for Bureau of
Census, and debt and assets are not double counted by Parent and Child institutions.
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Where to Get Help with Reporting
IPEDS Help Desk
Phone: 1-877-225-2568
Email: [email protected]
Web Tutorials
You can also consult the IPEDS website which contains several tutorials on IPEDS data collection, a self-paced
overview of IPEDS tools, and other valuable resources.
IPEDS Resource Page
The IPEDS Resource Page (located on the IPEDS homepage) contains frequently asked questions, a link to the
IPEDS Glossary, data tip sheets, an archive of survey instruments, information on the race/ethnicity categories, and
other valuable information.
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Where to Get Additional Help for Reporting Finance on this Component
There may be places on and off your campus to get assistance in reporting.
Assistance on campus
Although institutions may be organized in different ways and use different titles for offices, an office on your
campus that might help you to report data on this survey component might be called:
•
•
•
•
•
•
•
Office
Office
Office
Office
Office
Office
Office
of
of
of
of
of
of
of
the Chief Financial Officer
Administration and Finance
Finance
Budget
Financial Services
the Comptroller (or Controller)
Accounting
Assistance off campus
Additional references may be found in the National Association of College and University Business Officers’
(NACUBO) Financial Accounting and Reporting Manual (FARM) which is available online. Additional information may
be found at the NACUBO website (www.nacubo.org). Someone at your institutions in one or more of the offices
listed above may already have access to the FARM.
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Where the Reported Data Will Appear
Data collected through IPEDS will be accessible at the institution- and aggregate-levels.
At the institution-level, data will appear in the:
•
•
•
•
College Navigator Website
IPEDS Data Center
IPEDS Data Feedback Reports
College Affordability and Transparency Center Website
At the aggregate-level, data will appear in:
•
•
•
•
•
IPEDS First Looks
IPEDS Table Library
IPEDS Data Feedback Reports
The Digest of Education Statistics
The Condition of Education
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Detailed Instructions
This section provides line-by-line instructions for each Part of the Finance Component.
In the instructions, numbers found in parentheses at the end of each line provide additional reference to paragraphs
in the National Association of College and Universities' Business Officers' (NACUBO) Financial Accounting and
Reporting Manual (FARM). There are also some references to the Statement of Financial Accounting Standards
(SFAS).
Initial Login Screen
Check (click) the appropriate box to indicate the standards used to prepare the financial report data to be included
on this IPEDS Finance Survey. If the institution's general purpose financial statements were prepared using GASB
standards as revised by GASB Statement 34 and 35, mark the first option. The Finance Survey forms you will see
will reflect the new standards.
If the institution uses FASB reporting standards (similar to private institutions), check the second option. The forms
provided will reflect the terminology of FASB not-for-profit reporting standards.
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General Information
Fiscal Year: Enter the beginning and ending dates of the period covered for the reported financial data. If the
period is not a full 12-month year, explain in the context box below why a 12-month period was not included.
Audit Opinion: Check the appropriate box to indicate if the GPFS received a qualified opinion from your auditors. A
"qualified opinion" occurs when the auditor includes exceptions to the opinion that "The financial statements present
fairly, in all respects, the financial position as of (date) and the results of the operations for the year ended, in
conformity with accounting standards generally accepted in the United States." When no such exceptions are
included, the opinion is considered "unqualified." If “qualified” is checked, please note in the context box the nature
of the qualification. If the statements have not been audited, please check “Don’t know” and note in the context box
that the GPFS are unaudited.
GASB alternative models: Check the appropriate box to indicate the model alternative from GASB Statement No.
34 that is used in preparing the GPFS.
Intercollegiate Athletics: According to NACUBO descriptions of functional expenses, intercollegiate athletics may
be treated as auxiliary enterprises (if operated as an essentially self-supporting operation) or as student services (if
the program is not operated as an essentially self-supporting operation). Please indicate whether your institution
treats expenses for intercollegiate athletics as auxiliary enterprises, as student services, or in another functional
category, or if the institution does not participate in intercollegiate athletics.
Endowments: Indicate whether the institution or any foundations affiliated with the institution hold endowments
for the institution. Endowments are funds required to be held permanently while some or all of its investment
earnings are intended for institutional use. This question also refers to term endowments and funds functioning as
endowment.
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Part A – Statement of Financial Position
This part is intended to report the assets, liabilities, and net assets.
Data should be consistent with the Statement of Net Assets in the GPFS.
All current and noncurrent classifications should be determined as discussed in Chapter 3 of Accounting Research
Bulletin No. 43.
Current Assets
01 – Total current assets – Report all current assets on this line. Include cash and cash equivalents, investments,
accounts and notes receivables (net of allowance for uncollectible amounts), inventories, and all other assets
classified as current assets. In order to comply with GASB Statement 63 please also include deferred outflows of
resources in this line.
Noncurrent Assets
31 – Depreciable capital assets, net of depreciation – Report all capital assets reduced by the total
accumulated depreciation. Capital assets include improvements to land, easements, buildings, building
improvements, vehicles, machinery, equipment, infrastructure, and all other tangible or intangible depreciable
assets that are used in operations and that have initial useful lives extending beyond a single reporting period.
Include only depreciable capital assets on this line; non-depreciable capital assets will be included on line 04. Report
the net amount of all depreciable capital assets after reducing the gross amount for accumulated depreciation.
04 – Other noncurrent assets – This amount is generated by subtracting the amount on line 31 from line 5. This
should be the amount of all noncurrent assets reported by the institution not included on line 31 and 04.
05 – Total noncurrent assets – Report the total of all noncurrent assets as reported in the institution’s GPFS.
06 – Total assets – This amount is generated by adding the amounts on lines 01 and 05.
Current Liabilities
07 – Long-term debt, current portion – Report the amount due in the next operating cycle (usually a year) for
amounts otherwise reported as long-term or noncurrent debt. Include only outstanding debt on this line; the
current portion of other long-term liabilities, such as compensated absences, will be included on line 08.
08 – Other current liabilities – This amount is generated by deducting from the amount on line 09 the amount
on line 07.
09 – Total current liabilities – Report the total of all current liabilities as reported in the institution’s GPFS. In
order to comply with GASB Statement 63 please include deferred inflows of resources in this line.
Noncurrent Liabilities
10 – Long-term debt – Report the amount for long-term debt arising from debt issuance and lease-purchase
agreements. Other long-term liabilities, such as compensated absences, claims and judgments, pensions, and other
similar noncurrent liabilities will be included on line 11. Note that the amount of long-term debt due within the next
operating cycle is reported on line 07.
11 – Other noncurrent liabilities – This amount is generated by deducting the amount on line 10 from the
amount on line 12.
12 – Total noncurrent liabilities – Report the total of all noncurrent liabilities as reported in the institution’s
GPFS.
13 – Total liabilities - This amount is generated by adding the amounts on lines 09 and 12.
Net Assets
14 – Invested in capital assets, net of related debt – Report the component of net assets represented by the
total of all capital assets, reduced by accumulated depreciation, and reduced by the amount of outstanding bonds,
mortgages, notes, or other borrowings that are attributable to the acquisition, construction, or improvement of
those assets (see indebtedness on capital assets). Some outstanding debt may be reported in both current and
noncurrent liabilities. Include restricted capital assets.
15 – Restricted-expendable – Report restricted net assets that are expendable. Net assets should be reported as
restricted when constraints placed on use are either (a) externally imposed by creditors, grantors, contributors, or
laws and regulations of other governments or (b) imposed by law through constitutional provisions or enabling
legislation. Expendable net assets are all those not required to be retained in perpetuity.
16 – Restricted-nonexpendable – Report net assets that are restricted and nonexpendable. See line 15 for the
definition of restricted. Nonexpendable net assets are those that are required to be retained in perpetuity.
17 – Unrestricted – This amount is generated by taking the amount from line 18 and subtracting the total of lines
14-16. This should be the amount of net assets that do not meet the definition of “restricted” or “invested in capital
assets, net of related debt.”
18 – Total net assets – This amount is generated by taking the amount on line 06 (total assets) and subtracting
the amount on line 13 (total liabilities). This should equal the amount reported as total net assets in the institution’s
GPFS.
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Part A – Statement of Financial Position, Page 2
Capital Assets
Report the ending balance of the asset categories shown on each line of the form. Report only assets reported as
capital assets by the institution. Do not include those plant values that are a part of endowment funds or other
capital fund investments in real estate. Financial reporting standards do not specify the exact categories of capital
assets that must be reported. Respondents should match their categories to the categories provided on this part as
closely as possible even if the categories are not exact matches. An institution may have capital assets that do not
fit within any of these categories; such assets are simply not reported in this part. Report property obtained under
capital leases in the categories that best describe the property, such as equipment, buildings, etc. Amounts
reported in this part do not necessarily agree with amounts reported on the Statement of Net Assets above.
Gross Asset Amounts – The amounts on these lines are the total carrying amounts of the capital assets, without
reducing the amounts for accumulated depreciation.
21 – Land & land improvements – Report land and other land improvements, such as athletic fields, golf
courses, lakes, etc.
22 – Infrastructure – Report infrastructure assets such as roads, bridges, drainage systems, water and sewer
systems, etc.
23 – Buildings – Report structures built for occupancy or use, such as for classrooms, research, administrative
offices, storage, etc. Include built-in fixtures and equipment that are essentially part of the permanent structure.
32 – Equipment, including art and library collections – Report moveable tangible property such as research
equipment, vehicles, office equipment, library collections (capitalized amount of books, films, tapes, and other
materials maintained in library collections intended for use by patrons), and capitalized art collections.
27 – Construction in progress – Report capital assets under construction and not yet placed into service.
28 – Accumulated depreciation – Report all depreciation amounts, including depreciation on assets that may
not be included on any of the above lines.
33 – Intangible assets, net of accumulated amortization – Report all assets consisting of certain nonmaterial
rights and benefits of an institution, such as patents, copyrights, trademarks and goodwill. The amount report
should be reduced by total accumulated amortization.
34 – Other capital assets – Report all other amounts for capital assets not reported in lines 21 through 28, and
lines 32 and 33.
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Part E - Scholarships and Fellowships
This part is intended to report details about scholarships and fellowships.
For each source on lines 01–06, enter the amount of resources received that are used for scholarships and
fellowships. Scholarships and fellowships include: grants-in-aid, trainee stipends, tuition and fee waivers, and prizes
to undergraduate students. Student grants do not include amounts provided to students as payments for teaching
or research or as fringe benefits.
For lines 08 and 09, identify amounts that are reported in the GPFS as allowances only. "Allowance" means the
institution displays the financial aid amount as a deduction from tuition and fees or a deduction from auxiliary
enterprise revenues in its GPFS.
The allowance category is intended to be consistent with the definitions provided in the NACUBO Advisory Report
Accounting and Reporting Scholarship Discounts and Allowances to Tuition and Other Fee Revenues by Public
Institutions of Higher Education (AR 2000-05, September 1, 2000), which is available at the NACUBO website
(www.nacubo.org). AR 2000-05 states:
"A scholarship allowance is the difference between the stated charge for goods and services provided by the
institution and the amount that is paid by students and/or third parties making payments on behalf of students. In
considering what is or is not revenue (for Part D), the following rule applies: amounts received to satisfy student
tuition and fees will be reported as revenue only once (e.g., student fees, gifts, federal grants and contracts such as
Pell Grants, and investment income), and only amounts received from students and third-party payers to satisfy
tuition and fees will be recognized as tuition and fee revenue."
Refer to these specific instructions for more information about reporting student scholarships and fellowships.
01 – Pell grants (federal) — Report the gross amount of Pell grants disbursed or otherwise made available to
recipients by your institution.
02 – Other federal grants — Enter the amount awarded to the institution under federal student aid programs
other than Pell, such as Supplemental Education Opportunity Grants (SEOG), DHHS training grants (aid portion
only), DOD grants, Department of Veterans Affairs grants, and State Student Incentive Grants (SSIG). Report
institutional matching funds for SEOGs under institutional grants from unrestricted sources. Include the federal
support portion of State Student Incentive Grants (SSIGs). Do not include Federal Direct Student Loans or Federal
Work Study.
03 – Grants by state government — Report expenditures for scholarships and fellowships that were funded by
your state such as the state share of State Student Incentive Grants (SSIGs). Report portable student aid from
another state as a state source.
04 – Grants by local government — Report expenditures for scholarships and fellowships that were funded by
local governments.
05 – Institutional grants from restricted sources — Report expenditures for scholarships and fellowships
received from private sources (e.g., businesses, foundations, individuals, foreign governments) that used restrictedexpendable net assets of the institution.
06 – Institutional grants from unrestricted sources — This line is generated by taking the total on line 07 and
subtracting the total of lines 01-05. This amount should include expenditures for scholarships and fellowships from
unrestricted net assets of your institution. The institutional matching portion of federal, state or local grants should
be reported here. Include athletic scholarships if appropriate.
07 – Total gross scholarships and fellowships — Enter total scholarship & fellowship amounts.
Discounts & Allowances – Report the amount of the gross scholarships and fellowships entered above that were
recorded as discounts & allowances. (FARM para. 360.41)
08 – Discounts & allowances applied to tuition & fees – Report the amount of discounts & allowances that
were recorded as an offset (reduction) to student tuition & fees.
09 – Discounts & allowances applied to sales & services of auxiliary enterprises – Report the amount of
discounts & allowances that were recorded as an offset (reduction) to revenues of auxiliary enterprises (room and
board, books, meals, etc.).
10 – Total discounts & allowances – This line is generated by summing the discounts and allowances reported to
both tuition & fees and auxiliary enterprises entered in lines 9 and 10.
11 – Net scholarships and fellowships after deducting discounts & allowances – This amount is generated
by taking the difference between total gross scholarships and fellowships (line 7) and subtracting the total discounts
and allowances (line 10). This amount should reflect scholarships and fellowships expenses in the form of outright
grants to students selected and awarded by the institution and should not include monies treated as discounts and
allowances. This amount will be carried forward to Part C Line 10 for Net scholarship and fellowships expenses.
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Part B - Revenues and Other Additions, Operating Revenue
This part is intended to report revenues by source.
The revenues reported in this part should agree with the revenues reported in the institution’s GPFS.
Includes all operating revenues, nonoperating revenues, and other additions for the reporting period. This includes
unrestricted and restricted revenues and additions, whether expendable or nonexpendable.
Exclude from revenue (and expenses) interfund or intraorganizational charges and credits. Interfund and
intraorganizational charges and credits include interdepartmental charges, indirect costs, and reclassifications from
temporarily restricted net assets.
Operating revenues result from providing services and producing and delivering goods (see GASB Statement No.
9, paragraphs 16-19).
Nonoperating revenues are those generated from non-exchange transactions, such as appropriations, gifts, and
investment earnings. They are often used to support the operations of the institution. The term nonoperating does
not preclude use for operating expenses.
In some cases an institution may report certain revenues in an operating or nonoperating category different from
that shown on the IPEDS forms. This IPEDS component is not intended to dictate how an institution reports such
revenues in its own GPFS. However, for consistency of reporting it is requested that information from the GPFS be
reported to IPEDS as requested below.
For institutions receiving American Recovery and Reinvestment Act (ARRA) revenues during the reporting period,
report these amounts as part of line 19, Total nonoperating revenues. If the GPFS shows a separate amount for
ARRA revenues in another revenue category (e.g., Federal operating grants and contracts) remove that amount
from that other category for IPEDS reporting.
Refer to these specific instructions for more information about reporting revenues and investment return.
Operating Revenues
01 – Tuition & fees, after deducting discounts & allowances — Report all tuition & fees (including student
activity fees) assessed against students for education purposes. Include revenues for tuition and fees net of
discounts & allowances from institutional and governmental scholarships, waivers, etc. (report gross revenues
minus discounts and allowances). Include here those tuition and fees that are remitted to the state as an offset to
state appropriations. (Charges for room, board, and other services rendered by auxiliary enterprises are not
reported here; see line 05.)
02 – Federal operating grants and contracts — Report revenues from federal governmental agencies that are
for specific research projects or other types of programs and that are classified as operating revenues. Examples
are research projects and similar activities for which amounts are received or expenditures are reimbursable under
the terms of a grant or contract. Include federal land grant appropriations if considered operating revenue. Do not
include Pell grants or other federal student aid here (see line 13 in this part). Do not include any ARRA
revenues on this line (see line 19 in this part).
03 – State operating grants and contracts — Report revenues from state governmental agencies that are for
specific research projects or other types of programs and that are classified as operating revenues. Examples are
research projects and similar activities for which amounts are received or expenditures are reimbursable under the
terms of a grant or contract. Do not include any ARRA revenues on this line (see line 19 in this part).
04a – Local government operating grants and contracts — Report revenues from local governmental agencies
that are for specific research projects or other types of programs and that are classified as operating revenues.
Examples are research projects and similar activities for which amounts are received or expenditures are
reimbursable under the terms of a grant or contract.
04b – Private operating grants and contracts — Report revenues from nongovernmental agencies and
organizations that are for specific research projects or other types of programs and that are classified as operating
revenues. Examples are research projects and similar activities for which amounts are received or expenditures are
reimbursable under the terms of a grant or contract.
05 – Sales & services of auxiliary enterprises, after deducting discounts & allowances — Report revenues
(net of discounts & allowances) generated by auxiliary enterprises that exist to furnish a service to students,
faculty, or staff, and that charge a fee that is directly related to the cost of the service. Examples are residence
halls, food services, student health services, intercollegiate athletics, college unions, college stores, and movie
theaters.
06 – Sales & services of hospitals, after deducting patient contractual allowances — Include operating
revenues (net of patient contractual allowances) for a hospital operated by the institution and clinics associated with
training. Exclude clinics that are part of the student health services program that should be reported on line 03 or
06, as appropriate.
26 – Sales & services of educational activities – Include all operating revenues derived from the sales of goods
or services that are incidental to the conduct of instruction, research or public service, and revenues of activities
that exist to provide instructional and laboratory experience for students and that incidentally create goods and
services that may be sold. Examples include film rentals, scientific and literary publications, testing services,
university presses, dairies, and patient care clinics that are not part of a hospital.
07 – Independent operations — Include all operating revenues associated with operations independent of the
primary missions of the institution. This category generally includes only those revenues associated with major
federally funded research and development centers. Do not include the net profit (or loss) from operations owned
and managed as investments of the institution’s endowment funds.
08 – Other sources-operating — This amount is generated by taking the amount on line 09 and subtracting the
total of lines 01-07. This amount should include all operating revenues not included on lines 01-07.
09 – Total Operating Revenues — Report total operating revenues from your GPFS.
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Part B - Revenues and Other Additions, Nonoperating
Nonoperating revenues are those generated from non-exchange transactions, such as appropriations, gifts, and
investment earnings. They are often used to support the operations of the institution. The term nonoperating does
not preclude use for operating expenses.
Nonoperating Revenues
10 – Federal appropriations — Report all amounts received by the institution through acts of a federal legislative
body, except grants and contracts. Funds reported in this category are for meeting current operating expenses, not
for specific projects or programs. An example is federal land-grant appropriations. If your institution accounts for
land grant appropriations as operating revenue, include the amount received on line 02. Do not include any ARRA
revenues on this line (see line 19 in this part).
11 – State appropriations — Report all amounts received by the institution through acts of a state legislative
body, except grants and contracts and amounts reportable on line 20. Funds reported in this category are for
meeting current operating expenses, not for specific projects or programs. Do not include any ARRA revenues
on this line (see line 19 in this part).
12 – Local appropriations, education district taxes & similar support — Report all amounts received from
property or other taxes assessed directly by or for an institution below the state level. Include any other similar
general support provided to the institution from governments below the state level, including local government
appropriations.
Grants - Nonoperating
13 – Federal nonoperating grants – Report all amounts reported as nonoperating revenues from federal
governmental agencies that are provided on a nonexchange basis. Include Pell Grants and other Federal
student grant aid, including Veterans Education Benefits here. Do not include revenues from the Federal
Direct Student Loan (FDSL) Program. Do not include capital grants & gifts reported on line 21. Do not include any
ARRA revenues on this line (see line 19 in this part).
14 – State nonoperating grants — Report all amounts reported as nonoperating revenues from state
governmental agencies that are provided on a nonexchange basis. Do not include capital grants & gifts reported on
line 21. Do not include any ARRA revenues on this line (see line 19 in this part).
15 – Local government nonoperating grants — Report all amounts reported as nonoperating revenues from
local governmental agencies and organizations that are provided on a nonexchange basis. Do not include capital
grants & gifts reported on line 21.
16 – Gifts, including contributions from affiliated organizations — Report revenues from private donors for
which no legal consideration is provided; these would be nonexchange transactions as defined in GASB Statement
No. 33 Accounting and Financial Reporting for Nonexchange Transactions. Include all gifts or contributions to the
institution except those classified as additions to permanent endowments or capital grants & gifts. Include gifts from
affiliated organizations. Include the amount of contributed services recognized by the institution. Do not include on
this line amounts subject to reporting on line 21.
17 – Investment income — Report on this line all investment income not reported on other lines.
18 – Other nonoperating revenues — This amount is generated by taking the total entered on line 19 and
deducting the total of lines 10 through 17. A negative number may signify an error. Please check for keying errors
and recheck totals. For institutions that received American Recovery and Reinvestment Act (ARRA)
revenues during the reporting period, allow these amounts to be reported through this calculated value
by including the amount in line 19.
19 – Total nonoperating revenues — Report the total of all nonoperating revenues from your GPFS. This
amount should include ARRA revenues received by the institution, if any.
27 – Total operating and nonoperating revenues – This amount is generated by adding lines 09 and 19.
28 – 12-month Student FTE from E12 – This number for full-time equivalent (FTE) student enrollment is carried
over from the 12-month enrollment survey.
29 – Total operating and nonoperating revenues per Student FTE – This amount is generated by dividing line
27 by line 28. This calculated value is used by the system to compare the data reported by the institution to the
data of institutions that are in the same sector (e.g., public/private, 4-year/2-year) to see if the calculated value is
an extreme value that is too high or low. While it is not anticipated that your institution would have the same
overall revenues, this comparison may be useful for ensuring that all appropriate revenues have been included in
the finance survey component, or excluded when appropriate.
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Part B - Revenues and Other Additions, Other
Other Revenues and Additions
20 – Capital appropriations — Report amounts provided by government appropriations intended primarily for
acquisition or construction of capital assets for the institution.
21 – Capital grants & gifts — Report amounts received from gifts or grants primarily intended to provide for the
acquisition or construction of capital assets for the institution.
22 – Additions to permanent endowments — Report gifts and other additions to endowments that are
permanently nonexpendable.
23 – Other revenues & additions — This amount is generated by taking the total on line 24 and deducting the
total of lines 20 through 22.
24 – Total other revenues and additions — This should be the total of all revenue and additions included in the
GPFS below the line on the Statement of Revenues, Expenses, and Changes in Net Assets for “income before other
revenues, expenses, gains, and losses.” There may be more than one figure in your own GPFS and thus it may be
necessary to combine the revenues and additions reported in this category.
25 – Total all revenues and other additions — This amount is automatically generated by adding the amounts
from lines 09, 19, and 24.
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Part C - Expenses and Other Deductions
This part is intended to report expenses by function. All expenses recognized in the GPFS should be reported using
the expense functions provided on lines 01–19. These functional categories are consistent with NACUBO Advisory
Report 2000-8, Recommended Disclosure of Alternative Expense Classification Information for Public Higher
Education Institutions.
The total for expenses on line 19 should agree with the total expenses reported in your GPFS including
interest expense and any other nonoperating expenses.
Include all operating expenses and nonoperating expenses and deductions. See GASB Statement No. 9, paragraphs
16-19, for an explanation of operating activities. Included are the costs incurred for salaries and wages, goods, and
other services used in the conduct of the institution’s operations. Not included is the acquisition cost of capital
assets, such as equipment and library books, to the extent the assets are capitalized under the institution’s
capitalization policy.
Do not include losses or other unusual or nonrecurring items in Part C. (Special items including gains and losses
should be accounted for in Part D.)
Operation and maintenance of plant, depreciation, and interest expenses are no longer reported as separate
expense categories. Instead these expenses are to be distributed among the other functional expense categories.
NACUBO has prepared guidance to assist GASB reporters make these allocations in Advisory Report 2010-1, Public
Institutions: Methodologies for Allocating Depreciation, Operation and Maintenance of Plant, and Interest Expenses
to Functional Expense Categories available here.
The advisory report also has detailed definitions for the expense categories available in Appendix B for institutions
that do not have access to the NACUBO FARM referenced in the instructions below.
Functional and Natural Expenses
Column 1, Total amount - Enter the total expense for each applicable functional category listed on lines 01–13.
No amount may be entered on line 8 for total operations and maintenance expenses. This line is provided to assist
in the allocation of operation and maintenance expenses. Total expenses, line 19, should agree with the total
expenses reported in your GPFS.
Column 2, Salaries & wages – This column describes the natural classification of salary and wage expenses
incurred in each functional category. For this classification, enter the amount of salary and wage expenses for the
function identified in lines 01-13 and 19.
Column 3, Benefits - Enter in this column the amount of benefits expenses incurred in each functional category
identified on lines 01-13 and 19.
Column 4, Operation and Maintenance of Plant - This column, in conjunction with Line 8, is used to show the
distribution of operation and maintenance of plant expenses to the various functions. Enter in this column the
allocated amount of operation and maintenance of plant expenses to each function listed on lines 01-13. The total
operation and maintenance of plant expenses should be entered as a negative amount on line 8 of this column, so
that the net total of the column as well as the net total of line 8 is zero. (FARM para. 703.14)
Column 5, Depreciation - Enter in this column the amount of depreciation allocated to each functional category
identified on lines 01-13 and 19. (FARM para. 703.15)
Column 6, Interest - Enter in this column the amount of interest incurred on debt allocated to each function
identified on lines 01-13 and 19. (FARM para. 703.16)
Column 7, All other - This column will be calculated by the survey program as the difference between the total
amount entered in column 1 and the sum of columns 2 through 6. Please check the calculated amount for accuracy
to determine that no keying errors have occurred.
Refer to these specific instructions for more information about reporting expenses.
01 – Instruction - Expenses of the colleges, schools, departments, and other instructional divisions of the
institution and expenses for departmental research and public service that are not separately budgeted should be
included in this classification. Include expenses for both credit and noncredit activities. Exclude expenses for
academic administration where the primary function is administration (e.g., academic deans); such expenses should
be reported on line 05. The instruction category includes academic instruction, occupational and vocational
instruction, community education, preparatory and adult basic education, and remedial and tutorial instruction
conducted by the teaching faculty for the institution’s students. (FARM para. 703.4)
02 – Research - This category includes all expenses for activities specifically organized to produce research
outcomes and commissioned by an agency either external to the institution or separately budgeted by an
organizational unit within the institution. Do not report nonresearch sponsored programs (e.g., training programs).
(FARM para. 703.5)
03 – Public service - Report expenses for all activities budgeted specifically for public service and for activities
established primarily to provide noninstructional services beneficial to groups external to the institution. Examples
are seminars and projects provided to particular sectors of the community. Include expenditures for community
services and cooperative extension services. (FARM para. 703.6)
05 – Academic support - This category includes expenses for the support services that are an integral part of the
institution’s primary missions of instruction, research, and public service. Include expenses for museums, libraries,
galleries, audio/visual services, ancillary support, academic administration, personnel development, and course and
curriculum development. Include expenses for veterinary and dental clinics if their primary purpose is to support the
institutional program. (FARM para. 703.7)
06 – Student services - Report expenses for admissions, registrar activities, and activities whose primary purpose
is to contribute to students’ emotional and physical well-being and to their intellectual, cultural, and social
development outside the context of the formal instructional program. Examples are career guidance, counseling,
and financial aid administration. This category also includes intercollegiate athletics and student health services,
except when operated as self-supporting auxiliary enterprises. (FARM para. 703.8)
07 – Institutional support - Report expenses for the day-to-day operational support of the institution. Include
expenses for general administrative services, executive direction and planning, legal and fiscal operations, and
public relations/development. (FARM para. 703.9)
08 – Operation & maintenance of plant - This line, in conjunction with Column 4, is used to show the
distribution of operation and maintenance of plant expenses to the various functions. Report all expenses for
operations established to provide service and maintenance related to grounds and facilities used for educational and
general purposes. Also include expenses for utilities, fire protection, property insurance, and similar items. In the
column for operation and maintenance of plant (column 4), enter (as a negative amount) on this line the total
amount of operation and maintenance of plant expenses allocated to the other functions. (FARM para. 703.14)
10 – Scholarships and fellowships expenses, excluding discounts & allowances - This amount is carried
forward from Part E: Scholarships and Fellowships, line 11. Scholarships and fellowships expenses in the
form of outright grants to students selected and awarded by the institution. This is the amount that exceeds fees
and charges assessed to students by the institution and that would not have been recorded as discounts &
allowances. This classification will include the excess of awards over fees and charges from Pell grants and other
resources, including funds originally restricted for student assistance. Do not include loans to students or amounts
where the institution is given custody of the funds but is not allowed to select the recipients; these are transactions
recorded in balance sheet accounts and not revenues and expenses. (FARM para. 703.10)
11 – Auxiliary enterprises - Report expenses of essentially self-supporting operations of the institution that exist
to furnish a service to students, faculty, or staff, and that charge a fee that is directly related to, although not
necessarily equal to, the cost of the service. Examples are residence halls, food services, student health services,
intercollegiate athletics, college unions, college stores, and barber shops when the activities are operated as
auxiliary enterprises. (FARM para. 703.11)
12 – Hospital services - Report all expenses associated with the operation of a hospital, including nursing
expenses, other professional services, general services, administrative services, fiscal services, and charges for
physical plant operations. (FARM para. 703.12)
13 – Independent operations - Include all expenses for operations that are independent of or unrelated to the
primary missions of the institution (i.e., instruction, research, public service), although they may contribute
indirectly to the enhancement of these programs. This category is generally limited to expenses of major federally
funded research and development centers. Do not include the expenses of operations owned and managed as
investments of the institution’s endowment funds. (FARM para. 703.13)
14 - Other expenses and deductions - This amount is generated by taking the total of line 19 and deducting the
total of lines 01 through 13.
19 – Total Expenses & Deductions - Enter on this line totals that agree with the institution’s GPFS.
20 – 12-month Student FTE from E12 – This number for full-time equivalent (FTE) student enrollment is carried
over from the 12-month enrollment survey.
21 – Total Expenses & Deductions per Student FTE - This amount is generated by dividing line 19 by line 20.
This calculated value is used by the system to compare the data reported by the institution to the data of
institutions that are in the same sector (e.g., public/private, 4-year/2-year) to see if the calculated value is an
extreme value that is too high or low. While it is not anticipated that your institution would have the same overall
expenses, this comparison may be useful for ensuring that all appropriate expenses have been included in the
finance survey component, or excluded when appropriate.
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Part D - Summary of Changes in Net Position
This part is intended to report a summary of changes in net position and to determine that all amounts being
reported on the Statement of Financial Position (Part A), Revenues and Other Additions (Part B), and Expenses and
Other Deductions (Part B) are in agreement.
01 – Total revenues & other additions – The amount on this line is brought forward from Part B, line 25.
02 – Total expenses & other deductions – The amount on this line is brought forward from Part C, line 19.
03 – Change in net position during year – This amount is generated by subtracting line 02 from line 01.
04 – Net position beginning of year – Enter the amount of the total net position at the beginning of the year.
05 – Adjustments to beginning net position and other gains or losses – This amount is generated by
subtracting lines 03 and 04 from line 06. In addition to adjustments to the beginning net position, it may also
reflect other gains or losses such as those associated with the sale of plant assets or other extraordinary
transactions.
06 – Net position end of year – This amount is brought forward from Part A, line 18.
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Part H – Details of Endowment Assets
This part is intended to report details about endowments.
This part appears only for institutions answering yes to the general information question regarding endowment
assets.
Report the amounts of gross investments of endowment, term endowment, and funds functioning as endowment for
the institution and any of its foundations, other affiliated organizations, and component units. DO NOT reduce
investments by liabilities for Part H.
For institutions participating in the NACUBO-Commonfund Study of Endowments (NCSE), this amount should be
comparable with values reported to NACUBO. NCSE asks that endowment information be reported as of June 30th
regardless of when the institution's fiscal year ends.
01 – Value of endowment assets at the beginning of the fiscal year — If the market value of some
investments is not available, use whatever value was assigned by the institution in reporting market values in the
annual financial report.
02 – Value of endowment assets at the end of the fiscal year — Report here the market values of the
endowment assets at the end of the fiscal year. If the market value is not available for some investments, use
whatever value was assigned by the institution in reporting market values in the annual financial report.
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General Instructions for Parts J, K and L
Report data for the same fiscal year as reported in parts A through E. Report gross amounts but exclude interfund
transfers. Include the transactions of all funds of your institution.
These instructions conform to the U. S. Census Bureau’s Government Finance and Employment Classification
Manual. This manual can be viewed on the Internet at
http://www2.census.gov/govs/pubs/classification/2006_classification_manual.pdf
Do not delay reporting to await audited figures if substantially accurate figures can be supplied on a preliminary
basis. The amounts reported for the Census Bureau part of the form are used for statistical purposes only. They are
not audited, used for any indicators of compliance and have no implications for policy. They are not released to the
public at the institutional level, but rather are aggregated to the parent government level and included with the
transactions of the parent government.
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Part J - Revenues
Report only in the unshaded blocks. Information for shaded blocks is obtained from other Parts of this form, or is
not applicable to your institution.
Line
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
All amounts will be obtained from Parts B and E. The Census Bureau includes tuition and fees from part B
plus discounts and allowances (applied to tuition) from Part E).
Sales and services -- Report separately only sales and service attributable to activities indicated for column
2 and column 4. All other amounts will be obtained from Parts B and E, or will be calculated.
Exclude Pell and other student grants and any Federal loans received on behalf of the students. Include all
other direct Federal grants, including research grants, in the appropriate column.
Include state appropriations in the proper column. Include all operating and non-operating appropriations,
as well as all current and capital appropriations.
Include state grants and contracts in the proper column. Do not include state student grant aid.
Include local government appropriations in the appropriate column, regardless of whether appropriations
were for current or capital. This generally applies only to local institutions of higher education.
Include local grants and contracts in the appropriate column.
This item applies only to local institutions of higher education. Include in column 1 any revenue from locally
imposed property taxes or other taxes levied by the local higher education district. Include all funds –
current, restricted, unrestricted and debt service. Exclude taxes levied by another government and
transferred to the local higher education district by the levying government.
Include gifts for both current and capital uses. Include grants from private organizations and individuals
here. Include additions to permanent endowments if they are gifts. Exclude gifts to component units.
Report the total interest earned in column 1. Include all funds and endowments.
Dividends should be reported separately if available. Report only the total, in column 1, from all funds
including endowments but excluding dividends of any component units. Note: if dividends are not separately
available, please report include with Interest earnings in J10, column 1.
Report only the total earnings. The Census Bureau does not treat unrealized gains as revenues. Use column
1 only.
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Part K - Expenditures
Report only in the unshaded blocks. Information for shaded blocks is obtained from other Parts of this form, or is
not applicable to your institution.
Line
1.
2.
3.
Report only the salaries & wages for Education and General and for Agricultural extension/experiment
services, if applicable. The Census Bureau will obtain all other detail from Part C.
Report only the employee benefits for staff associated with Education and General and for Agricultural
extension/experiment services, if applicable. The Census Bureau will obtain all other detail from Part C.
Applies to state institutions only. Include amounts paid to retirement systems operated by your state
government only. Include employer contributions only. Exclude employee contributions withheld.
4.
5.
6.
7.
8.
9.
Includes supplies, materials, contracts and professional services, utilities, travel, and insurance. Excludes
both employer and employee contributions to retirement, scholarships and fellowships (see line 09), capital
outlay, and salaries.
Construction from all funds (plant, capital, or bond funds) includes expenditure for the construction of new
structures and other permanent improvements, additions replacements, and major alterations. Report in
proper column according to function.
Equipment purchases from all funds (plant, capital, or bond funds).
From all funds (plant, capital, or bond funds), include the cost of land and existing structures, as well as the
purchase of rights-of-way.
Interest paid on revenue debt only. Includes interest on debt issued by the institution, such as that which is
repayable from pledged earnings, charges or gees (e.g. dormitory, stadium, or student union revenue
bonds). Report only the total, in column 1. Excludes interest expenditure of the parent state or local
government on debt issued on behalf of the institution and backed by that parent government. Also
excludes interest on debt issued by a state dormitory or housing finance agency on behalf of the institution.
Do not report. The Census Bureau will obtain all amounts from Part E.
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Part L - Debt and Assets
Report only in the unshaded blocks. Information for shaded blocks is obtained from other Parts of this form, or is
not applicable to your institution.
Lines 01 through 06 – Include revenue debt only. Includes debt issued by the institution, such as that which is
repayable from pledged earnings, charges or fees (e.g. dormitory, stadium, or student union revenue bonds).
Excludes debt of the parent state or local government issued on behalf of the institution and backed by that parent
government. Also excludes debt issued by a state dormitory or housing finance agency on behalf of the institution.
Report the appropriate category. Long-term debt and short-term debt are distinguished by length of term for
repayment, with one year being the boundary. Short-term debt must be interest bearing.
Lines 07, 08, and 09 – Report the total amount of cash and security assets held in each category. Report assets at
book value to the extent possible. Includes ash on hand in each type of fund. Sinking funds are those used
exclusively to service debt. Bond funds are those established by your institution to disburse revenue bond proceeds.
(Exclude bond funds established by your parent state or local government to disburse the proceeds of debt they
guarantee.) All other funds might include current, plant, or endowment funds. Exclude the value of fixed assets and
exclude any student loan funds established by the Federal government.
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date: 3/13/2015
Glossary
Term
Definition
Academic support
A functional expense category that includes expenses of activities and services that support the institution's
primary missions of instruction, research, and public service. It includes the retention, preservation, and display
of educational materials (for example, libraries, museums, and galleries); organized activities that provide
support services to the academic functions of the institution (such as a demonstration school associated with a
college of education or veterinary and dental clinics if their primary purpose is to support the instructional
program); media such as audiovisual services; academic administration (including academic deans but not
department chairpersons); and formally organized and separately budgeted academic personnel development
and course and curriculum development expenses. Also included are information technology expenses related to
academic support activities; if an institution does not separately budget and expense information technology
resources, the costs associated with the three primary programs will be applied to this function and the
remainder to institutional support. Institutions include actual or allocated costs for operation and maintenance of
plant, interest, and depreciation.
Accumulated depreciation
The total depreciation charged as expenses as of the reporting date (in the current year and in prior years) on
the capital assets of the institution. FASB Statement No. 117 and GASB Statement No. 34 require that
accumulated depreciation to date be recognized.
Additions to permanent
endowments
Gifts or grants received by a GASB institution that are restricted to a permanent endowment (institutions often
have endowment funds that are classified as permanent endowments). Funds must be held in perpetuity with
only the income generally available for use.
Adjustments to beginning
net position
Unusual and infrequent adjustments to assets that are not recorded as current year revenues, expenses, gains,
or losses. This includes adjustments for retroactive applications of changes in accounting principles and prior
period adjustments.
Audit opinion
An audit, performed by external (or outside) auditors, that usually consists of a one-page "opinion" letter on the
general-purpose financial statements. The "opinion" paragraph of the letter usually states that "In our opinion,
the financial statements present fairly, in all material respects, the financial position as of (date) and the results
of operations for the year then ended, in conformity with accounting standards generally accepted in the United
States." If the auditor cannot state completely the substance of the previous "opinion" sentence, then the
auditor will add a phrase such as "...except for..." and state the basis for the exception. When the auditor
includes exceptions to the opinion, the opinion is considered to be a "qualified opinion;" when no such exceptions
are included, the opinion is considered to be an "unqualified opinion."
Auxiliary enterprises
expenses
Expenses for essentially self-supporting operations of the institution that exist to furnish a service to students,
faculty, or staff, and that charge a fee that is directly related to, although not necessarily equal to, the cost of
the service. Examples are residence halls, food services, student health services, intercollegiate athletics (only if
essentially self-supporting), college unions, college stores, faculty and staff parking, and faculty housing.
Institutions include actual or allocated costs for operation and maintenance of plant, interest and depreciation.
Auxiliary enterprises
revenues
Revenues generated by or collected from the auxiliary enterprise operations of the institution that exist to
furnish a service to students, faculty, or staff, and that charge a fee that is directly related to, although not
necessarily equal to, the cost of the service. Auxiliary enterprises are managed as essentially self-supporting
activities. Examples are residence halls, food services, student health services, intercollegiate athletics, college
unions, college stores, and movie theaters.
Buildings
Capital assets built or acquired for occupancy and use by the entity. These are structures such as classrooms,
research facilities, administrative offices, and storage. Includes built-in fixtures and equipment that are
essentially part of the permanent structure. Buildings held for the production of revenue are classified as
investments.
Capital appropriations
Nonoperating revenues appropriated to a GASB institution by a government with the requirement that the funds
be used primarily to acquire, construct, or improve capital assets, including buildings, land, equipment, and
similar capital assets.
Capital assets
Tangible or intangible assets that are capitalized under an institution's capitalization policy; some of these assets
are subject to depreciation and some are not. These assets consist of land and land improvements, buildings,
building improvements, machinery, equipment, infrastructure, and all other assets that are used in operations
and that have initial useful lives extending beyond one year. Capital assets also include collections of works of
art and historical treasure and library collections; however under certain conditions such collections may not be
capitalized. They also include property acquired under capital leases and intangible assets such as patents,
copyrights, trademarks, goodwill, and software. Excluded are assets that are part of endowment funds or other
capital fund investments in real estate.
Capital grants and gifts
Revenues of a GASB institution, other than capital appropriations, where a funding source external to the
institution specifies that they be used primarily to acquire, construct, or improve capital assets. Includes gifts
designated for a capital project.
Construction in progress
Capital assets under construction or development that have not yet been placed into service, such as a building
or parking lot. Capital assets are not subject to depreciation while in a construction in progress status.
Contributions from affiliated
entities
Revenues from non-consolidated affiliated entities, such as fund raising foundations, booster clubs, other
institutionally-related foundations, and similar organizations created to support the institution or organizational
units of the institution. General purpose financial statements for FASB institutions include a separate line for
these revenues; GASB institutions classify such revenues as gifts.
Current assets
Assets that are reasonably expected to be realized in cash or sold or consumed during the next normal operating
cycle (normally one year) of the institution. Liquidity or nearness to cash is not the basis for classifying assets as
current or non-current; thus cash or investments intended for liquidation of liabilities due beyond the one-year
period would not be current assets.
Current liabilities
Liabilities whose liquidation is reasonably expected to require the use of resources classified as current assets or
the creation of other current liabilities within the next year. May include accounts payable, accrued salaries and
wages, deferred revenues, and long term debt current portion, among others.
Depreciation
The allocation or distribution of the cost of capital assets, less any salvage value, to expenses over the estimated
useful life of the asset in a systematic and rational manner. Depreciation for the year is the amount of the
allocation or distribution for the year involved.
Discounts and allowances
That part of a scholarship or fellowship that is used to pay institutional charges such as tuition and fees or room
and board charges.
Dividend earnings
Distribution of earnings to shareholders that may be in the form of cash, stock, or property.
Endowment assets
Gross investments of endowment funds, term endowment funds, and funds functioning as endowment for the
institution and any of its foundations and other affiliated organizations.
Equipment
Moveable tangible property such as research equipment, vehicles, machinery, and office equipment that meets
the institution's capitalization policy for capital assets.
Fringe benefits
Cash contributions in the form of supplementary or deferred compensation other than salary. Excludes the
employee's contribution. Employee fringe benefits include retirement plans, social security taxes, medical/dental
plans, guaranteed disability income protection plans, tuition plans, housing plans, unemployment compensation
plans, group life insurance plans, worker's compensation plans, and other benefits in-kind with cash options.
Gifts
Revenues received from gift or contribution nonexchange transactions. Includes bequests, promises to give
(pledges), gifts from an affiliated organization or a component unit not blended or consolidated, and income
from funds held in irrevocable trusts or distributable at the direction of the trustees of the trusts. Includes any
contributed services recognized (recorded) by the institution. FASB and GASB standards differ somewhat on
when to recognize contributions or nonexchange revenues, with FASB standards generally causing revenues to
be recognized earlier in certain circumstances.
Government appropriations
(revenues)
Revenues received by an institution through acts of a legislative body, except grants and contracts. These funds
are for meeting current operating expenses and not for specific projects or programs. The most common
example is a state's general appropriation. Appropriations primarily to fund capital assets are classified as capital
appropriations.
Grants and contracts
(revenues)
Revenues from governmental agencies and nongovernmental parties that are for specific research projects,
other types of programs , or for general institutional operations (if not government appropriations). Examples
are research projects, training programs, student financial assistance, and similar activities for which amounts
are received or expenses are reimbursable under the terms of a grant or contract, including amounts to cover
both direct and indirect expenses. Includes Pell Grants and reimbursement for costs of administering federal
financial aid programs. Grants and contracts should be classified to identify the governmental level - federal,
state, or local - funding the grant or contract to the institution; grants and contracts from other sources are
classified as nongovernmental grants and contracts. GASB institutions are required to classify in financial reports
such grants and contracts as either operating or nonoperating.
Grants by state government
These are state monies awarded to the institution under student financial aid programs, including the state
portion of State Student Incentive Grants (SSIG).
Hospital services
Expenses associated with a hospital operated by the postsecondary institution (but not as a component unit) and
reported as a part of the institution. This classification includes nursing expenses, other professional services,
general services, administrative services, and fiscal services. Also included are information technology expenses,
actual or allocated costs for operation and maintenance of plant, interest and depreciation related to hospital
capital assets.
Independent operations
Expenses associated with operations that are independent of or unrelated to the primary missions of the
institution (i.e., instruction, research, public service) although they may contribute indirectly to the enhancement
of these programs. This category is generally limited to expenses of a major federally funded research and
development center. Also includes information technology expenses, actual or allocated costs for operation and
maintenance of plant, interest and depreciation related to the independent operations. Expenses of operations
owned and managed as investments of the institution's endowment funds are excluded.
Independent operations
(revenues)
Revenues associated with operations independent of or unrelated to the primary missions of the institution (i.e.,
instruction, research, public service) although they may contribute indirectly to the enhancement of these
programs. Generally includes only those revenues associated with major federally funded research and
development centers. Net profit (or loss) from operations owned and managed as investments of the institution's
endowment funds is excluded.
Infrastructure
Capital assets consisting of roads, bridges, drainage systems, water and sewer systems, and other similar
assets. Infrastructure assets usually have longer useful lives than other capital assets such as buildings.
Institutional grants from
restricted resources
Institutional grants to students funded from restricted-expendable resources for student aid, such as
scholarships and fellowships. (Used for reporting under GASB Standards.)
Institutional grants from
unrestricted resources
Institutional grants to students that are funded from resources that are not restricted to any particular purpose.
(Used for reporting under GASB Standards.)
Institutional support
A functional expense category that includes expenses for the day-to-day operational support of the institution.
Includes expenses for general administrative services, central executive-level activities concerned with
management and long range planning, legal and fiscal operations, space management, employee personnel and
records, logistical services such as purchasing and printing, and public relations and development. Also includes
information technology expenses related to institutional support activities. If an institution does not separately
budget and expense information technology resources, the IT costs associated with student services and
operation and maintenance of plant will also be applied to this function.
Instruction
A functional expense category that includes expenses of the colleges, schools, departments, and other
instructional divisions of the institution and expenses for departmental research and public service that are not
separately budgeted. Includes general academic instruction, occupational and vocational instruction, community
education, preparatory and adult basic education, and regular, special, and extension sessions. Also includes
expenses for both credit and non-credit activities. Excludes expenses for academic administration where the
primary function is administration (e.g., academic deans). Information technology expenses related to
instructional activities if the institution separately budgets and expenses information technology resources are
included (otherwise these expenses are included in academic support). Institutions include actual or allocated
costs for operation and maintenance of plant, interest, and depreciation.
Integrated Postsecondary
Education Data System
(IPEDS)
The Integrated Postsecondary Education Data System (IPEDS), conducted by the NCES, began in 1986 and
involves annual institution-level data collections. All postsecondary institutions that have a Program Participation
Agreement with the Office of Postsecondary Education (OPE), U.S. Department of Education (throughout IPEDS
referred to as "Title IV") are required to report data using a web-based data collection system. IPEDS currently
consists of the following components: Institutional Characteristics (IC); 12-month Enrollment (E12);Completions
(C); Human Resources (HR) composed of Employees by Assigned Position (EAP), Fall Staff (S),and Salaries
(SA); Fall Enrollment (EF); Graduation Rates (GRS); Finance (F); and Student Financial Aid (SFA).
Invested in capital assets,
net of related debt
Net assets of GASB institutions that consist of capital assets net of accumulated depreciation, reduced by the
outstanding indebtedness on capital assets. FASB institutions do not use this classification; most of the
equivalent net assets are considered unrestricted net assets.
Investment income
Revenues derived from the institution's investments, including investments of endowment funds. Such income
may take the form of interest income, dividend income, rental income or royalty income and includes both
realized and unrealized gains and losses.
Land and land improvements
Capital assets consisting of land and improvements such as athletic fields, golf courses, or lakes. Land is
nondepreciable; some land improvements are depreciable and some are nondepreciable.
Liabilities
Debts and obligations of the institution owed to outsiders or claims or rights, expressed in monetary terms, of an
institution's creditors. GASB institutions are required to report liabilities under two categories - current liabilities
and noncurrent liabilities.
Library collections
Comprise of documents held locally and remote resources for which permanentor temporary access rights have
been acquired. Access rights may be acquired by the library itself, by a consortium and/or through external
funding. Acquisition is to be understood as securing rights and including it on the OPAC (online public access
catalog) or other databases of the library.
Local appropriations,
education district taxes, and
similar support
Local appropriations are government appropriations made by a governmental entity below the state level.
Education district taxes include all tax revenues assessed directly by an institution or on behalf of an institution
when the institution will receive the exact amount collected. These revenues also include similar revenues that
result from actions of local governments or citizens (such as through a referendum) that result in receipt by the
institution of revenues based on collections of other taxes or resources (sales taxes, gambling taxes, etc.).
Local grants
Local monies awarded to the institution under local government student aid programs .
Long-term debt
Debt of the institution in the form of bonds, notes, capital leases, and other forms of debt that are repayable
over a period greater than one year.
Long-term debt, current
portion
The amount of long-term debt that the institution is expected to pay or liquidate during the next year using
current assets.
Market value
The value of a good as determined in the market at a specific point in time or what individuals in the market for
the good are willing to pay to obtain the good at a given point in time.
Net Assets
The excess of assets over liabilities or the residual interest in the institution's assets remaining after liabilities are
deducted. The change in net assets results from revenues, gains, expenses, and losses. FASB institutions classify
net assets into three categories: permanently restricted, temporarily restricted, and unrestricted. This term is
similar to the "Net position" term used by GASB instiutions.
Net position
The excess of assets over liabilities or the residual interest in the institution's assets remaining after liabilities are
deducted. The change in net assets results from revenues, gains, expenses, and losses. GASB institutions
classify net assets into three categories: invested in capital, net of related debt; restricted (with separate
displays of restricted-expendable and restricted-nonexpendable net assets); and unrestricted. This term is
similar to the "Net assets" term used by FASB institutions.
Noncurrent assets
Assets that are not reasonably expected to be realized in cash or sold or consumed during the next normal
operating cycle (normally one year) of the institution. Liquidity or nearness to cash is not the basis for
determining classification as current or noncurrent. Thus cash investments intended for liquidation of liabilities
due beyond the one-year period are noncurrent assets, as would assets segregated for the liquidation of longterm debts (including amounts due within the next operating cycle). Assets designated to be used to acquire,
construct, or improve capital assets would be noncurrent.
Noncurrent liabilities
Liabilities whose liquidation is not reasonably expected to require the use of resources classified as current
assets or the creation of other current liabilities within the next year. This includes the noncurrent portion of long
-term debt and long-term accrued liabilities (such as for compensated absences, claims and judgments, and post
-employment/post-retirement benefits); liability for refundable advances to the federal government for the
Perkins Loan Program and similar loan programs; and debt due within the next operating cycle, if payment will
be made from segregated assets classified as noncurrent assets.
Nonoperating
GASB requires that revenues and expenses be separated between operating and nonoperating. Operating
revenues and expenses result from providing goods and services. Nonoperating activities are those outside the
activities that are part of the operating activities of the institution. Most government appropriations are
nonoperating because they are not generated by the operations of the institution. Investment income is
nonoperating in most instances because institutions are not engaged in investing as an operating activity. Gifts
are defined as nonoperating. Nonexchange transactions generate nonoperating revenues.
Operating
GASB requires that revenues and expenses be separated between operating and nonoperating. Operating
revenues and expenses result from providing goods and services. Operating transactions are incurred in the
course of the operating activities of the institution.
Operation and maintenance
of plant
A functional expense category that includes expenses for operations established to provide service and
maintenance related to campus grounds and facilities used for educational and general purposes. Specific
expenses include utilities, fire protection, property insurance, and similar items. This function does include
amounts charged to auxiliary enterprises, hospitals, and independent operations. Also includes information
technology expenses related to operation and maintenance of plant activities if the institution separately budgets
and expenses information technology resources (otherwise these expenses are included in institutional support).
Institutions may, as an option, distribute depreciation expense to this function.
Other federal grants
Federal monies awarded to the institution under federal government student aid programs, such as
Supplemental Educational Opportunity Grants (SEOG), DHHS training grants (aid portion only), the Leveraging
Education Assistance Partnership (LEAP) program, and other federal student aid programs. Pell grants are not
included in this classification. Note: if the federal government selects the student recipients and simply transmits
the funds to the institution for disbursement to the student, the amounts are not considered as revenues and
subsequently there are no discounts and allowances or scholarships and fellowships expenses. If the funds are
made available to the institution for selection of student recipients, then the amounts received are considered as
nonoperating revenues and subsequently as discounts and allowances or scholarships and fellowships expenses.
Patient contractual
allowances
Contractual allowances provided to insurers or other group health providers which are deducted from fees for
services provided by hospitals (thus not included in hospital revenues).
Pell Grant program
(Higher Education Act of 1965, Title IV, Part A, Subpart I, as amended.) Provides grant assistance to eligible
undergraduate postsecondary students with demonstrated financial need to help meet education expenses.
Public service
A functional expense category that includes expenses for activities established primarily to provide
noninstructional services beneficial to individuals and groups external to the institution. Examples are
conferences, institutes, general advisory service, reference bureaus, and similar services provided to particular
sectors of the community. This function includes expenses for community services, cooperative extension
services, and public broadcasting services. Also includes information technology expenses related to the public
service activities if the institution separately budgets and expenses information technology resources (otherwise
these expenses are included in academic support). Institutions include actual or allocated costs for operation and
maintenance of plant, interest, and depreciation.
Realized capital gains
A capital gain on securities held in a portfolio that has become actual by the sale or other type of surrender of
one or many securities.
Research
A functional expense category that includes expenses for activities specifically organized to produce research
outcomes and commissioned by an agency either external to the institution or separately budgeted by an
organizational unit within the institution. The category includes institutes and research centers, and individual
and project research. This function does not include nonresearch sponsored programs (e.g., training programs).
Also included are information technology expenses related to research activities if the institution separately
budgets and expenses information technology resources (otherwise these expenses are included in academic
support.) Institutions include actual or allocated costs for operation and maintenance of plant, interest, and
depreciation.
Restricted-expendable (net
assets)
Net assets of GASB institutions that are expendable but subject to imposed restrictions. Restrictions exist when
constraints placed on use are either (a) externally imposed by creditors, grantors, contributors, or laws and
regulations of other governments, or (b) imposed by law through constitutional provisions or enabling
legislation.
Restricted-nonexpendable
(net assets)
Net assets of GASB institutions subject to restrictions that prohibit the expenditure of the net assets in
perpetuity. Restrictions exist when constraints placed on use are either (a) externally imposed by creditors,
grantors, contributors, or laws and regulations of other governments, or (b) imposed by law through
constitutional provisions or enabling legislation. Permanent endowments are the most common example.
Salaries and wages
Amounts paid as compensation for services to all employees - faculty, staff, part-time, full-time, regular
employees, and student employees. This includes regular or periodic payment to a person for the regular or
periodic performance of work or a service and payment to a person for more sporadic performance of work or a
service (overtime, extra compensation, summer compensation, bonuses, sick or annual leave, etc.).
Sales and services of
educational activities
(revenues)
Revenues from the sales of goods or services that are incidental to the conduct of instruction, research or public
service. Examples include film rentals, sales of scientific and literary publications, testing services, university
presses, dairy products, machine shop products, data processing services, cosmetology services, and sales of
handcrafts prepared in classes.
Sales and services of
hospitals (revenues)
Revenues (net of discounts, allowances, and provisions for uncollectible accounts receivable) generated by
hospitals from daily patient, special and other services. Revenues of health clinics that are part of a hospital
should be included in this category, unless such clinics are part of the student health services program.
Scholarships and fellowships
(expenses)
That portion of scholarships and fellowships granted that exceeds the amount applied to institutional charges
such as tuition and fees or room and board. The amount reported as expense excludes allowances and
discounts. The FASB survey uses the term "net grants in aid to students" rather than "scholarships and
fellowships."
Student services
A functional expense category that includes expenses for admissions, registrar activities, and activities whose
primary purpose is to contribute to students emotional and physical well-being and to their intellectual, cultural,
and social development outside the context of the formal instructional program. Examples include student
activities, cultural events, student newspapers, intramural athletics, student organizations, supplemental
instruction outside the normal administration, and student records. Intercollegiate athletics and student health
services may also be included except when operated as self-supporting auxiliary enterprises. Also may include
information technology expenses related to student service activities if the institution separately budgets and
expenses information technology resources(otherwise these expenses are included in institutional support.)
Institutions include actual or allocated costs for operation and maintenance of plant, interest, and depreciation.
Title IV institution
An institution that has a written agreement with the Secretary of Education that allows the institution to
participate in any of the Title IV federal student financial assistance programs (other than the State Student
Incentive Grant (SSIG) and the National Early Intervention Scholarship and Partnership (NEISP) programs).
Tuition and fees (published
charges)
The amount of tuition and required fees covering a full academic year most frequently charged to students.
These values represent what a typical student would be charged and may not be the same for all students at an
institution. If tuition is charged on a per-credit-hour basis, the average full-time credit hour load for an entire
academic year is used to estimate average tuition. Required fees include all fixed sum charges that are required
of such a large proportion of all students that the student who does not pay the charges is an exception.
Unrestricted net assets
The net assets of both FASB and GASB institutions that do not fit the definition of other categories of net assets.
These are net assets held by the institution upon which no restrictions have been placed by the donor or other
party external to the institution.
2014-15 Survey Materials > FAQ
date: 3/13/2015
Finance
Click one of the following questions to view the answer.
General
1) Who is required to complete this survey?
2) Where do I get the data to fill out this survey?
3) My institution received funds from the American Recovery and Reinvestment Act (ARRA). Where should they be reported?
4) We haven’t been audited yet and won’t have an audited financial statement until May. Do I still have to fill this out?
5) What period should the finance survey cover? (Updated: 12/16/2014)
6) How do I know what reporting standards are used to prepare the financial statements?
7) What happens if I respond incorrectly to the reporting standards screening question?
8) What is the difference between “business-type” activities and “governmental” activities?
9) What is combined ("parent/child") reporting and how does it work?
10) Can a system office report combined data?
11) When does a system office need to report data?
12) My institution is part of a system and the system was audited as a unit, so we don’t have an opinion just on this school. How do
I answer the question about the audit opinion?
13) My institution does not award degrees. Do we still need to complete the Finance component?
14) My institution offered an early retirement program last year to faculty and staff as a long-term plan to reduce costs. An expense
of $5 million dollars was incurred. How should this be reported in IPEDS finance reporting?
15) How are revenues per student FTE and expenses per student FTE calculated, and why were they added to the screens?
Public Institutions Using GASB Standards
1) Can public institutions report using FASB?
2) I see the term CV on several lines of the finance survey. What is this referring to?
3) What are operating versus nonoperating revenues?
4) We reported federal appropriations in operating revenues rather than non-operating revenues in our financial statements. How
should I report them on IPEDS?
5) What are some examples of independent operations?
6) I have an edit that says that Other revenue (or expense) can’t be negative. I didn’t enter it. What do I do?
7) What are discounts and allowances (Part E)? (We don’t discount our tuition.)
8) We do not capitalize our library. Do I report it on Part A page 2?
9) Why does operation and maintenance of plant appear as both a row and column in Part C (expenses and other deductions)?
10) How should my institution report the allocation of depreciation, operation and maintenance of plant (O&M), and interest
expenses to the other functional expense categories in Part C?
11) If my institution is a GASB-reporter, where should my institution report the gain or loss on the sale of a plant asset?
12) Where did component units go?
13) How do I report deferred outflows and deferred inflows in Part A: Statement of Financial Position?
Private Not-for-Profit and Public Institutions Using FASB
1)
2)
3)
4)
5)
6)
7)
8)
My institution is primarily a hospital with a small instruction program. How should I report the hospital part of my institution?
What are some examples of independent operations?
What value do I use to report plant, property, and equipment on the second page of Part A?
I have an edit that says that Other revenue (or expense) can’t be negative. I didn’t enter it. What do I do?
I see the term CV on several lines of the finance survey. What is this referring to?
What is the difference between funded and unfunded institutional grants as reported on the Student Grants part of the survey?
What are allowances in Part C (Scholarships and Fellowships)?
Why does operation and maintenance of plant appear as both a row and column in Part E (expenses)?
Private for-profit institutions
What income tax expenses should my institution report if I belong to both a multi-institution/multicampus organization and an IPEDS parent/child relationship?
1)
2) I have an edit that says that Other revenue (or expense) can’t be negative. I didn’t enter it. What do I do?
3) I see the term CV on several lines of the finance survey. What is this referring to?
4) What are allowances in Part C (Student Grants)?
5) Why does operation and maintenance of plant appear as both a row and column in Part E (expenses)? (Updated: 12/17/2014)
6) The financial records of my institution do not break down expenses the way they are listed on Part E. How do I report expenses
for my institution? (Updated: 12/17/2014)
Answers:
General
1) Who is required to complete this survey?
All Title IV postsecondary institutions are required to respond to the Finance survey. Institutions that have a
Program Participation Agreement (PPA) with the Department of Education are required to respond.
HOWEVER, if your institution is a branch campus of another institution and you SHARE a PPA, then you may
make arrangements with the Help Desk to submit one finance survey that covers all of your campuses.
Because data provided for institutions are most useful if reported individually, campuses are encouraged to
report separately if possible, but reporting together is allowed if the campuses share a PPA.
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2) Where do I get the data to fill out this survey?
Each institution should have annual financial statements that are audited by an outside auditor. These
financial statements are referred to as general purpose financial statements (GPFS). The finance survey is
designed to follow the format of the financial statements suggested by the Financial Accounting Standards
Board (FASB) and the Governmental Accounting Standards Board (GASB). Some of the data necessary to
complete the IPEDS Finance Survey may require institutions to adjust the amounts reported in their GPFS;
typically these adjustments pull in information included in the notes to the financial statements.
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3) My institution received funds from the American Recovery and Reinvestment Act (ARRA). Where should they be
reported?
GASB-reporting institutions should report ARRA revenues into the total included in Part B, line 19 (Total
nonoperating revenues)
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4) We haven’t been audited yet and won’t have an audited financial statement until May. Do I still have to fill this out?
YES, you must complete the finance component. Base your response on the information you have at this
point. Answer the audit question as “don’t know” and make a note in the context section that the financial
statements have not yet been audited.
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5) What period should the finance survey cover? (Updated: 12/16/2014)
The finance survey data should come from the last fiscal year that ended on or before October 31, 2014. For
example, if your institution’s fiscal year ends on June 30, it would come from the financial statements
covering the year ending June 30, 2014. If your institution’s fiscal year ends on December 31, your financial
statements for the year ending December 31, 2013 would be used.
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6) How do I know what reporting standards are used to prepare the financial statements?
Ask your finance officer. This person should be aware of any changes in accounting standards. Typically,
public institutions report using GASB report standards whereas private institutions report using FASB
standards.
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7) What happens if I respond incorrectly to the reporting standards screening question?
You will get the wrong finance forms. If you find you have responded incorrectly, go back to the screening
question and change your response. When you save the screen the old data will disappear and the new
correct forms will be available.
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8) What is the difference between “business-type” activities and “governmental” activities?
These activity types refer to how the institution reports, or will report, its financial activities in their general
purpose financial statements (GPFS), as defined in GASB Statement 34. Governmental activities generally
are financed through taxes, intergovernmental revenues, and other nonexchange revenues. Business-type
activities are financed in whole or in part by fees charged to external parties for goods or services.
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9) What is combined ("parent/child") reporting and how does it work?
Institutional keyholders MUST call the Help Desk before reporting combined data. A Help Desk representative
will set up a combined reporting situation for you. We call this a “parent/child” relationship. In this case, one
institution reports data for the entire unit, which includes the main campus (parent) and all branch campuses
(children). All institutions in the combined report MUST share the same Program Participation Agreement
(PPA). Multiple institutions MUST NOT report identical combined data for the same audit. Please refer to
http://nces.ed.gov/ipeds/factsheets/fct_new_finance_03072007_2.asp for more information on parent/child
relationships.
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10) Can a system office report combined data?
A system office may report combined data for institutions that are included it its system- wide audit if they
are included in the same PPA. For institutions that are not included in the same PPA, the system may report
Part A data (Statement of Net Assets, Statement of Financial Position, or Balance Sheet) for the institutions
included in the system-wide audit, but each institution must report its own revenues, expenses, and
scholarships. A more detailed description may be found at
http://nces.ed.gov/ipeds/factsheets/fct_new_finance_03072007_2.asp. If a system will be reporting this
way, they must contact the Help Desk before reporting combined data.
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11) When does a system office need to report data?
A system office needs to report data when reporting combined data or when it has its own separate budget.
If a system office’s budget is integrated into an institution such as a flagship university, it may be included in
that institution’s finance survey.
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12) My institution is part of a system and the system was audited as a unit, so we don’t have an opinion just on this
school. How do I answer the question about the audit opinion?
You should base your answer on the audit for the system since that audit includes your institution.
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13) My institution does not award degrees. Do we still need to complete the Finance component?
Yes. However, the finance survey forms for non degree-granting institutions requires less information to be
provided than for degree-granting institutions.
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14) My institution offered an early retirement program last year to faculty and staff as a long-term plan to reduce
costs. An expense of $5 million dollars was incurred. How should this be reported in IPEDS finance reporting?
The $5 million dollars in expense should be reported in the Total amount of the Employee fringe benefits or
Benefits (rather than being allocated across the other functions such as Instruction, Research, or Institutional
support). By doing so, the $5 million dollar expense will appear as an Other expenses & deductions within
the benefits column. The consequence of this reporting is that the one-time early retirement buyout will not
affect the historical nature of total or benefits costs by function. An explanation may also be added to the
context box to explain this early retirement buyout. The Financial Accounting and Reporting Manual (FARM)
from the National Association of College and University Business Officers offers little guidance on this topic.
However, the FARM contains useful language from GASB (Statement 47) and FASB (Concept Statement 2)
indicating that such expenses should be treated as benefits: “In financial statements based on accrual
accounting, employers should recognize a liability and expense for voluntary termination benefits (for
example, early-retirement incentives) when the offer has been accepted and the amount can be estimated.”
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15) How are revenues per student FTE and expenses per student FTE calculated, and why were they added to the
screens?
The calculation of these values takes the amounts reported for revenues and expenditures from the finance
survey form and divides those amounts by the 12 month FTE student enrollment from the 12 month
enrollment survey that was completed in the fall data collection. These calculated values are used by the
system to compare the data reported by the institution to the data of institutions that are in the same sector
(e.g., public/private, 4-year/2-year) to see if the calculated value is an extreme value that is too high or low.
While it is not anticipated that your institution would have the same overall revenue or expenses, this
comparison may be useful for ensuring that all appropriate amounts have been included in the finance
survey component, or excluded when appropriate.
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Public Institutions Using GASB Standards
1) Can public institutions report using FASB?
Yes, but only in very rare instances. Your finance/business officer will know which version of the finance
component should be completed.
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2) I see the term CV on several lines of the finance survey. What is this referring to?
CV is an abbreviation for Calculated Value. You do not need to enter an amount on this line. Once you click
on Verify and Save, the system will calculate the amount based on other data you have entered. A formula
may be found in the same block where you find the abbreviation CV.
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3) What are operating versus nonoperating revenues?
Operating revenues are received in exchange for goods or services provided, such as sales or tuition. The
payer must also be the one who receives the services. Nonoperating revenues result from “nonexchange
transactions” such as donations, state appropriations, tax revenues, and certain grants.
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4) We reported federal appropriations in operating revenues rather than non-operating revenues in our financial
statements. How should I report them on IPEDS?
Federal appropriations are usually accounted for as non-operating revenues, similarly to state appropriations.
Amounts reported as federal appropriations are intended to meet current operating expenses, and not
generally intended for a specific purpose as operating revenues are. If, however, the institution included the
revenue in operating revenue, report it there for purposes of IPEDS as well.
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5) What are some examples of independent operations?
Independent operations include federally funded labs such as Argonne at the University of Chicago, the
Livermore Labs in the UC system, and the Jet Propulsion Lab at Cal Tech. These are major ancillary
operations that are related to the primary missions of instruction, research, and public service but they are
so significant as to warrant separate classification.
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6) I have an edit that says that Other revenue (or expense) can’t be negative. I didn’t enter it. What do I do?
This amount is a calculated value. It is derived by subtracting the sum of the detail items above this amount
from the total below it. Negative amounts in these fields are caused when the total entered is less that the
sum of the detail items entered. Check for keying errors and recheck totals. Nonoperating expenses, such as
interest on debt, should be reported on Part C.
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7) What are discounts and allowances (Part E)? (We don’t discount our tuition.)
Discounts and allowances are simply the part of scholarships used to pay institutional charges such as tuition
and fees or room and board. The difference between total scholarships (reported in the top part of Part E)
and net scholarships expenses (reported on Part C) is total discounts and allowances.
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8) We do not capitalize our library. Do I report it on Part A page 2?
If you do not capitalize it, do not report it in property, plant, and equipment.
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9) Why does operation and maintenance of plant appear as both a row and column in Part C (expenses and other
deductions)?
In the new aligned form for GASB institutions, operation and maintenance of plant appear as both a row and
column in Part C (expenses and other deductions). The row and column are designed to be used to show
how the institution distributes operation and maintenance (O&M) of plant expenses. The total row and
column have zeroes for O&M. Consequently, the cell where the O&M column and row intersect should be a
negative number equal to the total O&M expenses of the institution.
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10) How should my institution report the allocation of depreciation, operation and maintenance of plant (O&M), and
interest expenses to the other functional expense categories in Part C?
The National Association of College and University Business Officers (NACUBO) has prepared an advisory
report (AR 2010-1), entitled, Public Institutions: Methodologies for Allocating Depreciation, Operation and
Maintenance of Plant, and Interest Expenses to Functional Expense Categories
http://www.nacubo.org/Documents/BusinessPolicyAreas/AR_2010_1.pdf to assist public institutions in
developing an approach to allocating these expenses among the functional expense categories. The Advisory
Report steps through a cost allocation approach. Because independent institutions have been allocating such
costs for more than a decade, the Report focuses on methods currently used by independent institutions.
Operation and maintenance expenses should still also be reported in their applicable natural categories,
including salaries, employee benefits, interest, depreciation, and all other expenses. The operations and
maintenance column of the operations and maintenance row must be the negative amount of total
operations and maintenance.
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11) If my institution is a GASB-reporter, where should my institution report the gain or loss on the sale of a plant
asset?
Such components in the changes in the net assets of the institution should be reflected in Line 05 in Part D Summary of Changes in Net Assets. Although this line is a calculated value that is entitled, Adjustments to
beginning net assets, this is the most appropriate place for these values to be captured (instead of as Other
revenue or Other expenses in Part B or C). Although this type of transaction is NOT an adjustment to
beginning net assets, this is the best place for it to be captured in the IPEDS finance component for
comparability with FASB-reporters. Additionally, institutions having such type of transactions should explain
that in the context box available in Part D.
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12) Where did component units go?
Separate reporting was eliminated when institutions moved to the new aligned reporting that was
mandatory starting in 2010-11. Because the reporting of component units is unique to institutions using
GASB standards (mostly used by public institutions) and not required by those using FASB standards (mostly
private institutions), alignment would be better achieved if these units were not included. However,
component unit information should still be included when reporting endowment assets in Part H.
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13) How do I report deferred outflows and deferred inflows in Part A: Statement of Financial Position?
In order to comply with GASB Statement 63, deferred outflows and deferred inflows will need to be reported
in Part A: Statement of Financial Position. Deferred outflows of resources should be included in Line 01 "
Total Current Assets" and deferred inflows of resources should be included in Line 09 "Total Current
Liabilities." This will cause the total assets to equal total assets plus deferred outflows of resources and total
liabilities to equal total liabilities plus deferred inflows of resources.
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Private Not-for-Profit and Public Institutions Using FASB
1) My institution is primarily a hospital with a small instruction program. How should I report the hospital part of my
institution?
Hospitals with a small nursing school or radiologic technology program should report activity for the
instructional program only. The hospital revenues and expenses should not be included. If the instructional
program revenues and expenses cannot be separated from the hospital, contact the Help Desk for further
options for reporting.
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2) What are some examples of independent operations?
Independent operations include federally funded labs such as Argonne at the University of Chicago, the
Livermore Labs in the University of California system, and the Jet Propulsion Lab at Cal Tech. These are
major ancillary operations that are related to the primary missions of instruction, research, and public
service but they are so significant as to warrant separate classification.
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3) What value do I use to report plant, property, and equipment on the second page of Part A?
This is the book value (or the value reported in the accounting records) of these assets without consideration
for accumulated depreciation. This amount should be reported in the notes to the financial statements, or
may be supplied by the business/finance officer of the institution.
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4) I have an edit that says that Other revenue (or expense) can’t be negative. I didn’t enter it. What do I do?
This amount is a calculated value. It is derived by subtracting the sum of the detail items above this amount
from the total below it. Negative amounts in these fields are caused when the total entered is less that the
sum of the detail items entered. Check for keying errors and recheck totals.
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5) I see the term CV on several lines of the finance survey. What is this referring to?
CV is an abbreviation for Calculated Value. You do not need to enter an amount on this line. Once you click
on Verify and Save, the system will calculate the amount based on other data you have entered. A formula
may be found in the same block where you find the abbreviation CV.
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6) What is the difference between funded and unfunded institutional grants as reported on the Student Grants part of
the survey?
Funded grants are institutional resources restricted for student aid, such as scholarships and fellowships.
They have been restricted by an outside source such as a donor or contract. Unfunded institutional grants
are those that are awarded to students from unrestricted institutional resources.
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7) What are allowances in Part C (Scholarships and Fellowships)?
Allowances are the portion of scholarships awarded to students that are used to pay institutional charges
such as tuition and fees or room and board.
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8) Why does operation and maintenance of plant appear as both a row and column in Part E (expenses)?
The row and column are designed to be used to show how the institution distributes operation and
maintenance (O&M) of plant expenses. Since not- for-profit accounting does not recognize O&M as a
function, the total row and column have zeroes for O&M. Consequently, the cell where the O&M column and
row intersect should be a negative number equal to the total O&M expenses of the institution.
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Private for-profit institutions
What income tax expenses should my institution report if I belong to both a multiinstitution/multi-campus organization and an IPEDS parent/child relationship?
1)
If the institution can report combined tax expenses for itself and child institutions, it is encouraged to do so. However, if the
institution cannot dis-aggregate tax expenses for itself and child institutions to report, it may report the aggregate amount
paid by the multi-institution/multi-campus organization.
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2) I have an edit that says that Other revenue (or expense) can’t be negative. I didn’t enter it. What do I do?
This amount is a calculated value. It is derived by subtracting the sum of the detail items above this amount
from the total below it. Negative amounts in these fields are caused when the total entered is less that the
sum of the detail items entered. Check for keying errors and recheck totals.
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3) I see the term CV on several lines of the finance survey. What is this referring to?
CV is an abbreviation for Calculated Value. You do not need to enter an amount on this line. Once you click
on Verify and Save, the system will calculate the amount based on other data you have entered. A formula
may be found in the same block where you find the abbreviation CV.
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4) What are allowances in Part C (Student Grants)?
Allowances are the portion of scholarships awarded to students that are used to pay institutional charges
such as tuition and fees or room and board.
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5) Why does operation and maintenance of plant appear as both a row and column in Part E (expenses)? (Updated:
12/17/2014)
The row and column are designed to be used to show how the institution distributes operation and
maintenance (O&M) of plant expenses. Since not- for-profit accounting does not recognize O&M as a
function, the total row and column have zeroes for O&M. Consequently, the cell where the O&M column and
row intersect should be a negative number equal to the total O&M expenses of the institution.
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6) The financial records of my institution do not break down expenses the way they are listed on Part E. How do I
report expenses for my institution? (Updated: 12/17/2014)
The National Association of College and University Business Officers (NACUBO) has prepared an advisory
report (AR 2010-1), entitled, Public Institutions: Methodologies for Allocating Depreciation, Operation and
Maintenance of Plant, and Interest Expenses to Functional Expense
Categories http://www.nacubo.org/Documents/BusinessPolicyAreas/AR_2010_1.pdf to assist public
institutions in developing an approach to allocating these expenses among the functional expense categories.
The Advisory Report steps through a cost allocation approach. Because independent institutions have been
allocating such costs for more than a decade, the Report focuses on methods currently used by independent
institutions.
Operation and maintenance expenses should still also be reported in their applicable natural categories,
including salaries, employee benefits, interest, depreciation, and all other expenses. The operations and
maintenance column of the operations and maintenance row must be the negative amount of total
operations and maintenance. If you need further assistance classifying your expenses, please call the Help
Desk.
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2014-15 Survey Materials > Narrative Edits
date: 3/13/2015
Finance for Degree-granting, Public institutions using GASB Reporting Standards
Edit specifications for the 2014-15 IPEDS Web-Based Data Collection
Finance Component
Applicable to Degree-granting, Public GASB-reporting institutions that are NOT 'full children'
NOTE: The specifications in this document apply to the institutions listed above and related administrative
offices. Some sections and parts may not apply to your particular institution. Please read the specifications
carefully to determine which sections and/or parts apply to your institution.
All screens must be completed in order to lock the survey.
Screening Questions
Part A: Assets and Property
Part E: Scholarships and Fellowships
Part B: Revenues and Other Additions
Part C: Expenses and Other Deductions
Part D: Summary of Changes in Net Position
Part H: Details of Endowment Assets
Part J: Census Revenue Data
Part K: Census Expenditure Data
Part L: Debt and Assets
Please note that in the Finance survey component, administrative offices that are full parents must
complete screens based on the level of their full child institution.
Screening Questions
Reporting Method
To begin this survey, you must indicate which reporting standards your institution uses to prepare its financial statements.
Your options include the following:
• GASB (Governmental Accounting Standards Board), using standards of GASB 34 & 35
• FASB (Financial Accounting Standards Board)
Note: If you select FASB for the question above, then you are not referencing the correct narrative edit document. Please
refer to the document for public institutions using FASB Reporting Standards.
General Information
On this screen, you must provide the following information. The answers given here will determine which screens your
institution is shown throughout the remainder of this survey.
• Enter the Beginning date for your institution’s Fiscal Year Calendar by month (MM) and year (YYYY). The date
reported should be for the most recent fiscal year ending before October 1, 2014.
• Enter the Ending date for your institution’s Fiscal Year Calendar by month (MM) and year (YYYY). The date
reported should be for the most recent fiscal year ending before October 1, 2014 .
•
•
•
•
Indicate the type of audit opinion your institution received on its General Purpose Financial Statements for the
fiscal year specified above. You may choose from the following options:
◦ Unqualified
◦ Qualified (If this option is selected, then you must explain the nature of the qualification in the context
box at the bottom of the screen.)
◦ Don’t know (If this option is selected, then you must provide an explanation in the context box at the
bottom of the screen.)
Indicate which of the following three alternative reporting models available for special-purpose governments (from
GASB Statement No. 34) is used by your institution:
◦ Business Type Activities
◦ Governmental Activities
◦ Governmental Activities with Business Type Activities
Indicate how your institution accounts for intercollegiate athletic expenses. You may choose from the following
options:
◦ Auxiliary enterprises
◦ Student services
◦ Does not participate in intercollegiate athletics
◦ Other (If this option is selected, then you must specify in the context box at the bottom of the screen.)
Does your institution or any of its foundations or other affiliated organizations own endowment assets? Choose
Yes or No.
◦ If Yes is selected, an additional screen will be provided to report these assets in Part H.
The system will perform the following edits on the data entered:
• The Month entered for the Beginning date of the fiscal year should be between 1 and 12.
• The Month entered for the Ending date of the fiscal year should be between 1 and 12.
• The Year entered for the Beginning date of the fiscal year should be either 2012 or 2013.
• The Year entered for the Ending date of the fiscal year should be either 2012 or 2013.
• The fiscal year Beginning date cannot be earlier than October 2012.
• The fiscal year Ending date cannot be later than October 2014.
• The fiscal year Ending date must be between 1 and 12 months later than the reported fiscal year Beginning
date.
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Part A: Assets and Property
Applicable to institutions that are NOT partial children, amounts reported by parent institutions should
include ALL of the child institutions
For Part A, you must report your institution’s assets, liabilities, net assets, and capital assets for the most recent 12month fiscal year.
Statement of Net Assets, Page 1
Enter the Current year amount for each of the following:
• Total current assets (line 01)
• Depreciable capital assets, net of depreciation (line 31)
• Total noncurrent assets (line 05)
• Long-term debt, current portion (line 07)
• Total current liabilities (line 09)
• Long-term debt, noncurrent portion (line 10)
• Total noncurrent liabilities (line 12)
• Invested in capital assets, net of related debt (line 14)
• Restricted net assets-expendable (line 15)
• Restricted net assets-nonexpendable (line 16)
Upon saving the screen, the system uses the above values to calculate additional information which may be used
throughout this survey. Prior year amounts are displayed for your reference.
The system will perform the following edits on the data entered:
• A value must be entered for Total current assets (line 01).
• The value reported for Total current assets must be greater than 0.
• The calculated value for Total assets (line 06) is expected to be greater than 0.
•
•
•
•
•
•
•
•
•
•
•
•
The calculated value for Total assets is expected to be within a 50% range of the corresponding Prior year
amount.
If the Prior year amount of Total assets is greater than 0, then the current year value may NOT be equal to
that amount.
The calculated value for Other current liabilities (line 08) cannot be negative.
The value reported for Total current liabilities (line 09) is expected to be greater than 0.
The calculated value for Other noncurrent liabilities (line 11) cannot be negative.
The calculated value for Total liabilities (line 13) is expected to be greater than 0.
The calculated value for Total liabilities is expected to be within a 50% range of the corresponding Prior year
amount.
If the Prior year amount of Total liabilities is greater than 0, then the current year value may NOT be equal to
that amount.
A value is expected to be entered for Invested in capital assets, net of related debt (line 14).
The value reported for Invested in capital assets, net of related debt cannot be negative.
The calculated value for Unrestricted net assets (line 17) is expected to be greater than 0.
The calculated value for Total net assets (line 18) cannot be negative.
Statement of Net Assets, Page 2
On this
•
•
•
•
•
•
•
•
screen, enter the Ending balance for each of the following:
Land and land improvements (line 21)
Infrastructure (line 22)
Buildings (line 23)
Equipment, including art and library collections (line 32)
Construction in progress (line 27)
Accumulated depreciation (line 28)
Intangible assets, net of accumulated amortization (line 33)
Other capital assets (line 34)
Upon saving the screen, the system uses the first five items above to calculate a Total for Plant, Property and
Equipment value for use throughout this survey. Prior year amounts are displayed for your reference.
The system will perform the following edits on the data entered:
• The calculated value for Total for Plant, Property and Equipment is expected to be greater than 0.
• The value reported for Accumulated Depreciation (line 28) is expected to be greater than 0.
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Part E: Scholarships and Fellowships
On this screen, you must report details about your institution’s scholarship and fellowship expenses for the most recent 12
-month fiscal year.
Enter the Current year amount for each of the following:
• Pell grants, federal (line 01)
• Other federal grants (line 02)
• Grants by state government (line 03)
• Grants by local government (line 04)
• Institutional grants from restricted resources (line 05)
• Total gross scholarships and fellowships (line 07)
• Discounts and allowances applied to tuition and fees (line 08)
• Discounts and allowances applied to sales and services of auxiliary enterprises (line 09)
Upon saving the screen, the system uses the above values to calculate additional information such as Institutional grants
from unrestricted resources (line 06 = line 07 - (line 01 through line 05)), Total discounts and allowances (line 10 = line
08 + line 09), and Net scholarships and fellowships expenses after deducting discounts and allowances (line 11 = line 07 line 10) which may be used throughout this survey. Prior year amounts are displayed for your reference.
The system will perform the following edits on the data entered:
• If your institution is NOT an administrative office, then the value reported for Pell grants (line 01) is expected to
be greater than 0.
• The value reported for Pell grants is expected to be within a 50% range of the corresponding Prior year
amount.
•
•
•
•
•
•
•
•
•
•
•
•
The value reported for Other federal grants (line 02) is expected to be within a 50% range of the corresponding
Prior year amount.
A value is expected to be entered for Grants by state government (line 03).
The calculated value for Institutional grants from unrestricted sources (line 06) cannot be negative.
The value reported for Total gross scholarships and fellowships (line 07) is expected to be within a 50%
range of the corresponding Prior year amount.
If the Prior year amount of Total gross scholarships and fellowships (line 07) is greater than 0, then the
current year value may NOT be equal to that amount.
If your institution is NOT an administrative office, then a value must be entered for Discounts and allowances
applied to tuition and fees (line 08).
The value reported for Discounts and allowances applied to tuition and fees (line 08) is expected to be
greater than 0.
The value reported for Discounts and allowances applied to tuition and fees is expected to be within a 50%
range of the corresponding Prior year amount.
If the value reported for Sales and services of auxiliary enterprises on the Operating Revenues screen in
Part B of this survey is greater than 0, then the value reported for Discounts and allowances applied to sales
and services of auxiliary enterprises on this screen must also be greater than 0.
The calculated value for Total discounts and allowances (line 10) must be less than or equal to the value
reported for Total gross scholarships and fellowships (line 07).
If your institution is NOT an administrative office, then the calculated value for Net scholarships and
fellowships expenses after deducting discounts and allowances (line 11) is expected to be greater than 0.
If your institution is NOT an administrative office, then the calculated value for Net scholarships and
fellowships expenses after deducting discounts and allowances cannot be negative.
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Part B: Revenues and Other Additions
For Part B, you must report your institution’s operating revenues, nonoperating revenues, and other revenues using the
screens provided.
Operating Revenues, Part 1
On this screen, you must report your institution’s operating revenues for the most recent 12-month fiscal year.
Applicable to 4-year institutions
Enter the Current year amount for each of the following:
• Tuition and fees (line 01)
• Federal operating grants and contracts (line 02)
• State operating grants and contracts (line 03)
• Local government operating grants and contracts (line 04a)
• Private operating grants and contracts (line 04b)
• Sales and services of auxiliary enterprises (line 05)
• Sales and services of hospitals (line 06)
• Sales and services of educational activities (line 26)
• Independent operations (line 07)
• Total operating revenues (line 09)
Upon saving the screen, the system uses the above values to calculate additional information which may be used
throughout this survey. Prior year amounts are displayed for your reference.
The system will perform the following edits on the data entered:
• The value reported for Tuition and fees (line 01) is expected to be greater than 0.
• The value reported for Tuition and fees is expected to be within a 50% range of the corresponding Prior year
amount.
• The value reported for Sales and services of hospitals (line 06) cannot be negative.
• The value reported for Independent operations (line 07) cannot be negative.
• The calculated value for Other sources - operating (line 08) cannot be negative.
• The value reported for Total operating revenues (line 09) must be greater than 0.
• The value reported for Total operating revenues is expected to be within a 50% range of the corresponding
Prior year amount.
• If the Prior year amount of Total operating revenues is greater than 0, then the current year value may NOT
be equal to that amount.
The following edit will compare the data entered on this screen to other parts of the Finance component:
• The value reported for Sales and services of hospitals is expected to be less than 75% of the value calculated
for Total all revenues and other additions on the Other Revenues, Part 3 screen below.
Applicable to 2-year institutions, and administrative offices that are not full parents
Enter the Current year amount for each of the following:
• Tuition and fees (line 01)
• Federal operating grants and contracts (line 02)
• State operating grants and contracts (line 03)
• Local government operating grants and contracts (line 04a)
• Private operating grants and contracts (Line 04b)
• Sales and services of auxiliary enterprises (line 05)
• Sales and services of educational activities (line 26)
• Total operating revenues (line 09)
Upon saving the screen, the system uses the above values to calculate additional information which may be used
throughout this survey. Prior year amounts are displayed for your reference.
The system will perform the following edits on the data entered:
• If your institution is NOT an administrative office, then the value reported for Tuition and fees (line 01) is
expected to be greater than 0.
• The value reported for Tuition and fees is expected to be within a 50% range of the corresponding Prior year
amount.
• The calculated value for Other sources - operating (line 08) cannot be negative.
• If your institution is NOT an administrative office, then the value reported for Total operating revenues (line
09) must be greater than 0.
• The value reported for Total operating revenues is expected to be within a 50% range of the corresponding
Prior year amount.
• If the Prior year amount of Total operating revenues is greater than 0, then the current year value may NOT
be equal to that amount.
Nonoperating Revenues, Part 2
On this screen, you must report your institution’s nonoperating revenues for the most recent 12-month fiscal year.
Enter the Current year amount for each of the following:
• Federal appropriations (line 10)
• State appropriations (line 11)
• Local appropriations, education district taxes and similar support (line 12)
• Federal nonoperating grants (line 13)
• State nonoperating grants (line 14)
• Local government nonoperating grants (line 15)
• Gifts, including contributions from affiliated organizations (line 16)
• Investment income (line 17)
• Total nonoperating revenues (line 19)
Upon saving the screen, the system uses the above values and other values entered throughout Part B to calculate
additional information which may be used throughout this survey. Prior year amounts are displayed for your reference.
Additionally, the 12-month Student FTE from the current year 12-month Enrollment survey is displayed (line 28). This
value is used in combination with the reported data to calculate the Total operating and nonoperating revenues per
student FTE (line 29).
The system will perform the following edits on the data entered:
• A value must be entered for State appropriations (line 11).
• If your institution is NOT an administrative office, then the value reported for Federal nonoperating grants (line
13) is expected to be greater than 0.
• If your institution is NOT an administrative office, then a value is expected to be entered for Gifts (line 16).
• The calculated value reported for Other nonoperating revenues (line 18) cannot be negative.
• A value must be entered for Total nonoperating revenues (line 19).
• The value reported for Total nonoperating revenues is expected to be greater than 0.
• If the Prior year amount of Total nonoperating revenues is greater than 0, then the current year value may
NOT be equal to that amount.
•
•
If your institution is a 4-year institution and a value greater than 0 is preloaded for the 12-month Student FTE
from E12 (line 28), then the value calculated for Total operating and nonoperating revenues per student
FTE (line 29) is expected to be between 5,000 and 1 2 0,000. If the value is greater than 200,000, then a fatal
error will occur.
If your institution is a 2-year institution and a value greater than 0 is preloaded for the 12-month Student FTE
from E12 (line 28), then the value calculated for Total operating and nonoperating revenues per student
FTE (line 29) is expected to be between 3 ,000 and 60 ,000. If the value is greater than 75 ,000, then a fatal
error will occur.
The following edit will compare the data entered on this screen to other parts of the Finance component:
• The value reported for Federal nonoperating grants is expected to be greater than or equal to the amount
reported for Pell grants in Part E of this survey.
Other Revenues, Part 3
On this screen, you must report your institution’s other revenues and additions for the most recent 12-month fiscal year.
Enter the Current year amount for each of the following:
• Capital appropriations (line 20)
• Capital grants and gifts (line 21)
• Additions to permanent endowments (line 22)
• Total other revenues and additions (line 24)
Upon saving the screen, the system uses the above values and other values entered throughout Part B to calculate
additional information, including the Total all revenues and other additions (line 25) value, for use throughout this
survey. Prior year amounts are displayed for your reference.
The system will perform the following edits on the data entered:
• If your institution is NOT an administrative office, and the calculated value for Total all revenues and other
additions (line 25) is greater than 100 million, then the value entered for Additions to permanent
endowments (line 22) should be greater than 0.
• The value reported for Additions to permanent endowments (line 22) cannot be negative.
• The calculated value for Other revenues and additions (line 23) cannot be negative.
• A value must be entered for Total other revenues and additions (line 24).
• The value reported for Total other revenues and additions (line 24) cannot be negative
• If your institution is NOT an administrative office, and the calculated value for Total all revenues and other
additions (line 25) is greater than 100 million, then the value entered for Total other revenues and additions
(line 24) should be greater than 0.
• The calculated value for Total all revenues and other additions (line 25) is expected to be greater than 0.
• The calculated value for Total all revenues and other additions (line 25) is expected to be within a 50% range
of the corresponding Prior year amount.
• If the Prior year amount of Total all revenues and other additions is greater than 0, then the current year
value may NOT be equal to that amount.
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Part C: Expenses and Other Deductions
For Part C, you must report your institution’s expenses by function for the most recent 12-month fiscal year.
Applicable to 4-year institutions
For each applicable expense type (Total amount, Salaries and wages, Employee fringe benefits, Operation and
maintenance of plant, Depreciation, and Interest), enter the amount of operating and non-operating expenses
incurred in each of the following functional categories:
• Instruction (line 01)
• Research (line 02)
• Public service (line 03)
• Academic support (line 05)
• Student services (line 06)
• Institutional support (line 07)
• Operation and maintenance of plant (line 08)
• Auxiliary enterprises (line 11)
• Hospital services (line 12)
•
•
Independent operations (line 13)
Total expenses and deductions (line 19)
Upon saving the screen, the system will use the above values to calculate the amount of All other expenses (column 7)
within each functional category, and the amount of Other expenses and deductions (line 14) incurred by expense type.
For your reference, the PY Total Amount for each functional category is displayed, along with the Prior year amount of
Total expenses and deductions by expense type.
Additionally, the 12-month Student FTE from the current year 12-month Enrollment survey is displayed (line 20). This
value is used in combination with the reported data to calculate the Total expenses and deductions per student FTE
(line 21).
The system will perform the following edits on the data entered:
• For each functional category, the values reported for each expense type must be less than or equal to the Total
amount (column 1) reported for that category.
• For each expense type and functional category, the value reported cannot be negative ; with the following
exceptions:
◦ The Operation and maintenance of plant expense type (column 4) in the Operation and
maintenance of plant category (line 08).
◦ The Interest expense type (column 6) in the Hospital services category (line 12).
◦ The Interest expense type (column 6) in the Independent Operations category (line 13).
• The Total amount (column 1) reported for Instruction (line 01) is expected to be greater than 0.
• The Total Amount reported for Instruction (line 01) is expected to be within a 50% range of the corresponding
PY Total Amount (column 8).
• The Total Amount reported for Research (line 02) is expected to be within a 50% range of the corresponding
PY Total Amount (column 8).
• The Total Amount reported for Public service (line 03) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
• A Total Amount (column 1) must be entered for Academic support (line 05).
• The Total Amount reported for Academic support (line 05) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
• A Total Amount (column 1) must be entered for Student Services (line 06).
• The Total Amount reported for Student Services (line 06) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
• A Total Amount (column 1) must be entered for Institutional support (line 07).
• The Total Amount reported for Institutional support (line 07) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
• The Total amount (column 1) reported for Total expenses and deductions (line 15) must be greater than 0.
• If the Prior year amount of Total expenses and deductions (line 19) is greater than 0, then the Total
Amount reported may NOT be equal to that amount.
• For each expense type, the value reported for Total expenses and deductions (line 15) is expected to be within
a 50% range of the corresponding Prior year amount.
• The Salaries and wages (column 2) reported for Instruction (line 01) is expected to be greater than 0.
• The Salaries and wages (column 2) reported for Total expenses and deductions (line 15) must be greater
than 0.
• The Employee fringe benefits (column 3) reported for Total expenses and deductions (line 15) must be
greater than 0.
• If the value reported for the Operation and maintenance of plant expense type (column 4) in the Operation
and maintenance of plant category (line 08) is less than -1 million, then the amount reported for Instruction
(line 01) in column 4 must be within a range of -10% to -70% of the absolute value of that amount.
• If a value greater than 0 is reported on any line for the Operation and maintenance of plant expense type
(column 4), then the value reported for the Operation and maintenance of plant expense type (column 4) in
the Operation and maintenance of plant category (line 08) on this screen must be negative.
• A Total expenses and deductions (line 19) value must be entered for Depreciation (column 5).
• If the Total expenses and deductions (line 19) reported for Depreciation (column 5) is greater than 1 million,
then the amount allocated to Instruction (line 01) must be between 10% and 70% of the total amount.
• If the Total expenses and deductions reported for Depreciation (column 5) is greater than 1 million, then the
value calculated for Other expenses and deductions (line 14) must be less than 50% of the total amount.
• A Total expenses and deductions (line 19) value must be entered for Interest (column 6).
• If the Total expenses and deductions (line 19) reported for Interest (column 6) is greater than 1 million, then
the amount allocated to Instruction (line 01) must be between 10% and 70% of the total amount.
• If the Total expenses and deductions reported for Interest (column 6) is greater than 1 million, then the
value calculated for Other expenses and deductions (line 14) must be less than 50% of the total amount.
• If a value greater than 0 is preloaded for the 12-month Student FTE from E12 (line 20), then the
value calculated for Total expenses and deductions per student FTE (line 21) is expected to be between
6,000 and 120,000. If the value is greater than 200,000, then a fatal error will occur.
The following edits will compare the data entered on this screen to other parts of the Finance component:
•
•
•
•
•
•
•
If the Total for Plant, Property and Equipment calculated on the Statement of Net Assets, Page 2 screen in
Part A of this survey is greater than 10 million, then the value reported for the Operation and maintenance of
plant expense type (column 4) in the Operation and maintenance of plant category (line 08) on this screen
must be negative.
If the value reported for Sales and services of auxiliary enterprises on the Operating Revenues screen in
Part B of this survey is equal to 0, then the Total amount (column 1) reported for Auxiliary enterprises (line
11) on this screen is also expected to be equal to 0.
If the value reported for Sales and services of hospitals on the Operating Revenues screen in Part B of this
survey is equal to 0, then the Total amount (column 1) reported for Hospital services (line 12) on this screen
is also expected to be equal to 0.
If the value reported for Independent operations on the Operating Revenues screen in Part B of this survey
is equal to 0, then the Total amount (column 1) reported for Independent operations (line 13) on this screen
is also expected to be equal to 0.
The sum of Total operating revenues and Total nonoperating revenues reported in Part B of this survey is
expected to be within a 25% range of the Total amount (column 1) reported for Total expenses and
deductions (line 19) on this screen.
If the Total for Plant Property and Equipment reported in Part A of this survey is greater than 10 million,
then the Total expenses and deductions (line 19) reported for Depreciation (column 5) must be greater than
0.
If the Long term debt reported in Part A of this survey is greater than 1 million, then the Total expenses and
deductions (line 19) reported for Interest (column 6) must be greater than 0.
Applicable to 2-year institutions
For each applicable expense type (Total amount, Salaries and wages, Employee fringe benefits, Operation and
maintenance of plant, Depreciation, and Interest), enter the amount of operating and non-operating expenses
incurred in each of the following functional categories:
• Instruction (line 01)
• Research (line 02)
• Public service (line 03)
• Academic support (line 05)
• Student services (line 06)
• Institutional support (line 07)
• Operation and maintenance of plant (line 08)
• Auxiliary enterprises (line 11)
• Total expenses and deductions (line 19)
Upon saving the screen, the system will use the above values to calculate the amount of All other expenses (column 7)
within each functional category, and the amount of Other expenses and deductions (line 14) incurred by expense type.
For your reference, the PY Total Amount for each functional category is displayed, along with the Prior year amount of
Total expenses and deductions by expense type.
Additionally, the 12-month Student FTE from the current year 12-month Enrollment survey is displayed (line 20). This
value is used in combination with the reported data to calculate the Total expenses and deductions per student FTE
(line 21).
The system will perform the following edits on the data entered:
• For each functional category , the values reported for each expense type must be less than or equal to the Total
amount (column 1) reported for that category.
• For each expense type and functional category, the value reported cannot be negative ; with the following
exception:
◦ The Operation and maintenance of plant expense type (column 4) in the Operation and
maintenance of plant category (line 08).
• The Total amount (column 1) reported for Instruction (line 01) is expected to be greater than 0.
• The Total Amount reported for Instruction (line 01) is expected to be within a 50% range of the corresponding
PY Total Amount (column 8).
• The Total Amount reported for Research (line 02) is expected to be within a 50% range of the corresponding
PY Total Amount (column 8).
• The Total Amount reported for Public service (line 03) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
• A Total Amount (column 1) must be entered for Academic support (line 05).
• The Total Amount reported for Academic support (line 05) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
• A Total Amount (column 1) must be entered for Student Services (line 06).
• The Total Amount reported for Student Services (line 06) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
• A Total Amount (column 1) must be entered for Institutional support (line 07).
• The Total Amount reported for Institutional support (line 07) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
The Total amount (column 1) reported for Total expenses and deductions (line 15) must be greater than 0.
If the Prior year amount of Total expenses and deductions (line 19) is greater than 0, then the Total
Amount reported may NOT be equal to that amount .
For each expense type, the value reported for Total expenses and deductions (line 15) is expected to be within
a 50% range of the corresponding Prior year amount .
The Salaries and wages (column 2) reported for Instruction (line 01) is expected to be greater than 0.
The Salaries and wages (column 2) reported for Total expenses and deductions (line 15) must be greater
than 0.
The Employee fringe benefits (column 3) reported for Total expenses and deductions (line 15) must be
greater than 0.
If the value reported for the Operation and maintenance of plant expense type (column 4) in the Operation
and maintenance of plant category (line 08) is less than -1 million, then the amount reported for Instruction
(line 01) in column 4 must be within a range of -10% to -70% of the absolute value of that amount.
If a value greater than 0 is reported on any line for the Operation and maintenance of plant expense type
(column 4), then the value reported for the Operation and maintenance of plant expense type (column 4) in
the Operation and maintenance of plant category (line 08) on this screen must be negative.
A Total expenses and deductions (line 19) value must be entered for Depreciation (column 5).
If the Total expenses and deductions (line 19) reported for Depreciation (column 5) is greater than 1 million,
then the amount allocated to Instruction (line 01) must be between 10% and 70% of the total amount.
If the Total expenses and deductions reported for Depreciation (column 5) is greater than 1 million, then the
value calculated for Other expenses and deductions (line 14) must be less than 50% of the total amount.
A Total expenses and deductions (line 19) value must be entered for Interest (column 6).
If the Total expenses and deductions (line 19) reported for Interest (column 6) is greater than 1 million, then
the amount allocated to Instruction (line 01) must be between 10% and 70% of the total amount.
If the Total expenses and deductions reported for Interest (column 6) is greater than 1 million, then the
value calculated for Other expenses and deductions (line 14) must be less than 50% of the total amount.
If a value greater than 0 is preloaded for the 12-month Student FTE from E12 (line 20), then the value
calculated for Total expenses and deductions per student FTE (line 21) is expected to be between 3,000 and
60,000. If the value is greater than 75,000, then a fatal error will occur.
The following edits will compare the data entered on this screen to other parts of the Finance component:
• If the Total for Plant, Property and Equipment calculated on the Statement of Net Assets, Page 2 screen in
Part A of this survey is greater than 10 million, then the value reported for the Operation and maintenance of
plant expense type (column 4) in the Operation and maintenance of plant category (line 08) on this screen
must be negative.
• If the value reported for Sales and services of auxiliary enterprises on the Operating Revenues screen in
Part B of this survey is equal to 0, then the Total amount (column 1) reported for Auxiliary enterprises (line
11) on this screen is also expected to be equal to 0.
• The sum of Total operating revenues and Total nonoperating revenues reported in Part B of this survey is
expected to be within a 25% range of the Total amount (column 1) reported for Total expenses and
deductions (line 19) on this screen.
• If the Total for Plant Property and Equipment reported in Part A of this survey is greater than 10 million,
then the Total expenses and deductions (line 19) reported for Depreciation (column 5) must be greater than
0.
• If the Long term debt reported in Part A of this survey is greater than 1 million, then the Total expenses and
deductions (line 19) reported for Interest (column 6) must be greater than 0.
Applicable to administrative offices that are not full parents
For each applicable expense type (Total amount, Salaries and wages, Employee fringe benefits, Operation and
maintenance of plant, Depreciation, and Interest), enter the amount of operating and non-operating expenses
incurred in each of the following functional categories:
• Instruction (line 01)
• Research (line 02)
• Public service (line 03)
• Academic support (line 05)
• Student services (line 06)
• Institutional support (line 07)
• Operation and maintenance of plant (line 08)
• Scholarships and fellowships expenses (line 10)
• Auxiliary enterprises (line 11)
• Total expenses and deductions (line 19)
Upon saving the screen, the system will use the above values to calculate the amount of All other expenses (column 7)
within each functional category, and the amount of Other expenses and deductions (line 14) incurred by expense type.
For your reference, the PY Total Amount for each functional category is displayed, along with the Prior year amount of
Total expenses and deductions by expense type.
Additionally, the 12-month Student FTE from the current year 12-month Enrollment survey is displayed (line 20). This
value is used in combination with the reported data to calculate the Total expenses and deductions per student FTE
(line 21).
The system will perform the following edits on the data entered:
• For each functional category, the values reported for each expense type must be less than or equal to the Total
amount (column 1) reported for that category.
• For each expense type and functional category, the value reported cannot be negative; with the following
exception:
◦ The Operation and maintenance of plant expense type (column 4) in the Operation and
maintenance of plant category (line 08).
• The Total Amount reported for Instruction (line 01) is expected to be within a 50% range of the corresponding
PY Total Amount (column 8).
• The Total Amount reported for Research (line 02) is expected to be within a 50% range of the corresponding
PY Total Amount (column 8).
• The Total Amount reported for Public service (line 03) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
• A Total Amount (column 1) must be entered for Academic support (line 05).
• The Total Amount reported for Academic support (line 05) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
• A Total Amount (column 1) must be entered for Student Services (line 06).
• The Total Amount reported for Student Services (line 06) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
• A Total Amount (column 1) must be entered for Institutional support (line 07).
• The Total Amount reported for Institutional support (line 07) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
• The Total amount (column 1) reported for Scholarships and fellowships expenses (line 10) is expected to be
equal to 0.
• The Total amount (column 1) reported for Total expenses and deductions (line 15) must be greater than 0.
• If the Prior year amount of Total expenses and deductions (line 19) is greater than 0, then the Total
Amount reported may NOT be equal to that amount.
• For each expense type, the value reported for Total expenses and deductions (line 15) reported is expected to
be within a 50% range of the corresponding Prior year amount.
• The Salaries and wages (column 2) reported for Total expenses and deductions (line 15) must be greater
than 0.
• The Employee fringe benefits (column 3) reported for Total expenses and deductions (line 15) must be
greater than 0.
• If a value greater than 0 is reported on any line for the Operation and maintenance of plant expense type
(column 4), then the value reported for the Operation and maintenance of plant expense type (column 4) in
the Operation and maintenance of plant category (line 08) on this screen must be negative.
• A Total expenses and deductions (line 19) value must be entered for Depreciation (column 5).
• If the Total expenses and deductions reported for Depreciation (column 5) is greater than 1 million, then the
value calculated for Other expenses and deductions (line 14) must be less than 50% of the total amount.
• A Total expenses and deductions (line 19) value must be entered for Interest (column 6).
• If the Total expenses and deductions reported for Interest (column 6) is greater than 1 million, then the
value calculated for Other expenses and deductions (line 14) must be less than 50% of the total amount.
The following edits will compare the data entered on this screen to other parts of the Finance component:
• If the amount of Tuition and fees reported on the Operating Revenues screen in Part B of this survey is equal
to 0, then the values reported for Instruction (line 01) and Public service (line 03) on this screen are also
expected to be equal to 0 for the following expense types:
◦ Total amount (column 1)
◦ Salaries and wages (column 2)
◦ Employee fringe benefits (column 3)
◦ Depreciation (column 5)
• If the value reported for Sales and services of auxiliary enterprises on the Operating Revenues screen in
Part B of this survey is equal to 0, then the Total amount (column 1) reported for Auxiliary enterprises (line
11) on this screen is also expected to be equal to 0.
• If the Total for Plant Property and Equipment reported in Part A of this survey is greater than 10 million,
then the Total expenses and deductions (line 19) reported for Depreciation (column 5) must be greater than
0.
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Part D: Summary of Changes in Net Position
Applicable to institutions that are NOT partial parents
On this screen, you must report details about your institution’s changes in net position for the most recent 12-month fiscal
year.
Enter the Current year amount for Net position beginning of year (line 04).
The values for Total Revenues and other additions from Part B, Total expenses and deductions from Part C, and
Net position end of year from Part A are preloaded for your reference. Upon saving the screen, the system uses the
above values to calculate additional information which may be used throughout this survey. Prior year amounts are
displayed for your reference.
The system will perform the following edits on the data entered:
• The calculated value for Change in net position during year (line 03) is expected to be greater than 0.
• The value reported for Net position beginning of year (line 04) is expected to be equal to the Prior year
amount of Net position end of year (line 06).
• The calculated value for Adjustments to beginning net position (line 05) is expected to be between -10 million
and 10 million.
Applicable to institutions that are partial parents, the amounts reported should include ALL of the child
institutions
On this screen, you must report details about changes in net position for your institution and all of its children for the
most recent 12-month fiscal year.
Enter the Current year amount for each of the following:
• Total revenues and other additions for this institution AND all of its child institutions (line 01)
• Total expenses and deductions for this institution AND all of its child institutions (line 02)
• Net position beginning of year for this institution AND all of its child institutions (line 04)
The value for Net position end of year from Part A is displayed for your reference. Upon saving the screen, the system
uses the above values to calculate additional information which may be used throughout this survey.
The system will perform the following edits on the data entered:
• A value must be entered for Total revenues and other additions (line 01).
• The value reported for Total revenues and other additions (line 01) is expected to be within a 50% range of
the Prior year amount.
• If the Prior year amount reported for Total revenues and other additions (line 01) is greater than 0, then
the current year value may NOT be equal to that amount.
• A value must be entered for Total expenses and deductions (line 02).
• The value reported for Total expenses and deductions (line 02) is expected to be within a 50% range of the
Prior year amount.
• The amount reported for Total expenses and deductions (line 02) cannot be equal to the corresponding Prior
year amount.
• The calculated value for Change in net position during year (line 03) is expected to be greater than 0.
• The amount entered for Net position beginning of year (line 04) is expected to be equal to the Prior year
amount of Net position end of year (line 06).
• The calculated value for Adjustments to beginning net position (line 05) is expected to be between -10 million
and 10 million.
The following edits will compare the data entered on this screen to other parts of the Finance component:
• The value reported for Total revenues and other additions (line 01) on this screen must be greater than the
value calculated for Total all revenues and other additions on the Other Revenues screen in Part B of this
survey.
• The value reported for Total expenses and deductions (line 02) on this screen must be greater than the Total
amount reported for Total expenses and deductions in Part C of this survey.
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Part H: Endowment Assets
Applicable to institutions that answered 'Yes' to the Endowment Assets screening question
On this screen, you must report details about your institution’s endowment assets during the most recent 12-month fiscal
year. This not only includes those endowment assets held by the institution, but also any assets held by private
foundations affiliated with the institution.
Enter the Market Value for each of the following:
• Endowment assets at the beginning of the fiscal year (line 01)
• Endowment assets at the end of the fiscal year (line 02)
The system will perform the following edits on the data entered:
•
•
•
If the Prior year amount of Endowment assets at the end of the fiscal year (line 02) is greater than 0, then
the current year value of Endowment assets at the beginning of the fiscal year (line 01) is expected to be
equal to that amount.
The value reported for Endowment assets at the end of the fiscal year (line 02) must be greater than 0.
If the Prior year amount of Endowment assets at the end of the fiscal year is greater than 0, then the
current year value may NOT be equal to that amount.
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Part J: Census Revenue Data
On this screen, you must report your institution’s revenue data for the U.S. Census Bureau for the most recent 12-month
fiscal year.
For each applicable expense type (Total for all funds and operations, Education and general/independent
operations, Auxiliary enterprises, Hospitals, and Agriculture extension/experiment services), enter an amount
for each of the following source types:
• Sales and Services (line 02)
• Federal grant and contracts, excludes Pell grants (line 03)
• State appropriations, current and capital (line 04)
• State grants and contracts (line 05)
• Local appropriation, current and capital (line 06)
• Local government grants and contracts (line 07)
• Receipts from property and non-property taxes (line 08)
• Gifts and private grants, including capital grants (line 09)
• Interest earnings (line 10)
• Dividend earnings (line 11)
• Realized capital gains (line 12)
The system will not perform any edits on the data entered on this screen.
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Part K: Census Expenditure Data
On this screen, you must report your institution’s expenditure data for the U.S Census Bureau for the most recent 12month fiscal year.
For each applicable type of revenue (Total for all funds and operations, Education and general/independent
operations, Auxiliary enterprises, Hospitals, and Agriculture extension/experiment services), enter an amount
for each of the following source types:
• Salaries and wages (line 01)
• Employee benefits, total (line 02)
• Payment to state retirement funds, may be included in employee benefits (line 03)
• Current expenditures other than salaries (line 04)
• Construction (line 05)
• Equipment purchases (line 06)
• Land purchases (line 07)
• Interest on debt outstanding, all funds and activities (line 08)
The system will not perform any edits on the data entered on this screen.
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Part L: Debt and Assets
For Part L, you must report your institution’s debt and assets for the U.S Census Bureau for the most recent 12-month
fiscal year.
Debt
Enter an amount for each of the following categories related to your institution’s debt:
• Long-term debt outstanding at beginning of fiscal year (line 01)
•
•
•
•
•
Long-term debt issued during fiscal year (line 02)
Long-term debt retired during fiscal year (line 03)
Long-term debt outstanding at end of fiscal year (line 04)
Short-term debt outstanding at beginning of fiscal year (line 05)
Short-term debt outstanding at end of fiscal year (line 06)
The system will not perform any edits on the data entered on this screen.
Assets
Enter an amount for each of the following categories
• Total cash and security assets held at end of
• Total cash and security assets held at end of
• Total cash and security assets held at end of
related to your institution’s assets:
fiscal year in sinking or debt service funds (line 07)
fiscal year in bond funds (line 08)
fiscal year in all other funds (line 09)
The system will not perform any edits on the data entered on this screen.
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2014-15 Survey Materials > Form
date: 3/13/2015
Finance for non-degree-granting public institutions using GASB Reporting Standards
Overview
Finance Overview
Purpose
The purpose of the IPEDS Finance component is to collect basic financial information from items associated with the
institution's General Purpose Financial Statements.
There are changes made to the 2014-15 Finance data collection from the 2013-14 collection. The finance form for
private for-profit schools have been revised to make it more comparable with the finance public and private not-forprofit forms.
Resources:
To download the survey materials for this component: Survey Materials
To access your prior year data submission for this component: Reported Data
If you have questions about completing this survey, please contact the IPEDS Help Desk at 1-877-225-2568.
Finance - Public institutions
Reporting Standard
Please indicate which reporting standards are used to prepare your financial statements:
GASB (Governmental Accounting Standards Board), using standards of GASB 34 & 35
FASB (Financial Accounting Standards Board)
Please consult your business officer for the correct response before saving this screen. Your response to this
question will determine the forms you will receive for reporting finance data.
Finance - Public institutions
General Information
GASB-Reporting Institutions (aligned form)
To the extent possible, the finance data requested in this report should be provided from your institution's audited
General Purpose Financial Statements (GPFS). Please refer to the instructions specific to each screen of the survey for
details and references.
1. Fiscal Year Calendar
This report covers financial activities for the 12-month fiscal year: (The fiscal year reported should be the most
recent fiscal year ending before October 1, 2014.)
Beginning: month/year (MMYYYY)
Month:
Year:
And ending: month/year (MMYYYY)
Month:
Year:
2. Audit Opinion
Did your institution receive an unqualified opinion on its General Purpose Financial Statements from your auditor for the
fiscal year noted above? (If your institution is audited only in combination with another entity, answer this question based
on the audit of that entity.)
Unqualified
Don't know
Qualified
(Explain in
(Explain in
box below)
box below)
You may use the space below to provide context for the data you've reported above.
Part E - Scholarships and Fellowships
Most recent fiscal year ending before October 2014
DO NOT REPORT FEDERAL DIRECT STUDENT LOANS (FDSL) ANYWHERE IN THIS SECTION
Line Source
Current year
Prior year
No.
amount
amount
01 Pell grants (federal)
02 Other federal grants (Do NOT include FDSL amounts)
03 Grants by state government
04 Grants by local government
05 Institutional grants from restricted resources
06 Institutional grants from unrestricted resources
CV=[E07-(E01+...+E05)]
07 Total gross scholarships and fellowships
Discounts and Allowances
08 Discounts and allowances applied to tuition and fees
09 Discounts and allowances applied to sales and services of
auxiliary enterprises
10 Total discounts and allowances
CV=(E08+E09)
11 Net scholarships and fellowships expenses after deducting
discounts and allowances
CV= (E07-E10) This amount will be carried forward to C10 of the
expense section.
You may use the space below to provide context for the data you've reported above.
Part B - Revenues and Other Additions
Most recent fiscal year ending before October 2014
Line No. Source of Funds
Current year amount Prior year amount
Operating Revenues
01
Tuition and fees, after deducting discounts and allowances
Grants and contracts - operating
02
Federal operating grants and contracts
03
State operating grants and contracts
04
Local government/private operating grants and contracts
04a Local government operating grants and contracts
04b Private operating grants and contracts
26
Sales and services of educational activities
08
Other sources - operating
CV=[B09-(B01+ ....+B26)]
09
Total operating revenues
Part B - Revenues and Other Additions
Most recent fiscal year ending before October 2014
Line Source of funds
No.
Nonoperating Revenues
10 Federal appropriations
Current year
amount
Prior year
amount
11
State appropriations
12
Local appropriations, education district taxes, and similar support
14
Grants-nonoperating
Federal nonoperating grants Do NOT include Federal Direct Student
Loans
State nonoperating grants
15
Local government nonoperating grants
16
Gifts, including contributions from affiliated organizations
17
Investment income
18
Other nonoperating revenues
CV=[B19-(B10+...+B17)]
Total nonoperating revenues
13
19
27
28
29
Total operating and nonoperating revenues CV=[B19+B09]
12-month Student FTE from E12
Total operating and nonoperating revenues per student FTE
CV=[B27/B28]
Part B - Revenues and Other Additions
Most recent fiscal year ending before October 2014
Line No. Source of funds
Other Revenues and Additions
24
Total other revenues and additions
Current year amount
Prior year amount
25
Total all revenues and other additions
CV=[B09+B19+B24]
You may use the space below to provide context for the data you've reported above.
Part C - Expenses and Other Deductions
Line Description
No.
Expenses and
Deductions
01 Instruction
Most recent fiscal year ending before October 2014
Report Total Operating AND Non-Operating Expenses in this section
1
2
3
4
5
6
Current
Salaries
Employee Operation
Depreciation Interest
year total and wages fringe
and
benefits
maintenance
of plant
7
8
All PY
other Total
Amount
02 Research
03 Public service
05 Academic support
06 Student services
07 Institutional support
08 Operation and
0
maintenance
of plant (see
instructions)
10 Scholarships and
fellowships
expenses, excluding
discounts and
allowances (from E11)
14 Other expenses
and deductions
CV=[C19-(C01+...+C10)]
19 Total expenses and
0
deductions
Prior year amount
20 12-month Student FTE
from E12
21 Total expenses and
deductions per student
FTE CV=[C19/C20]
You may use the space below to provide context for the data you've reported above.
0
Part J - Revenue Data for Bureau of Census
Source and type
01 Tuition and fees
02 Sales and services
Most recent fiscal year ending before October 2014
Amount
Total for all
Education and
Auxiliary
Hospitals
Agriculture
funds
general/independent
enterprises
extension/experiment
and operations
operations
services
(includes
endowment
funds,
but excludes
component
units)
(1)
(2)
(3)
(4)
(5)
03 Federal
grants/contracts
(excludes Pell Grants)
Revenue from the state government:
04 State appropriations,
current & capital
05 State grants and
contracts
Revenue from local governments:
06 Local appropriation,
current & capital
07 Local government
grants/contracts
08 Receipts from
property and nonproperty taxes
09 Gifts and private
grants, including
capital grants
10 Interest earnings
11 Dividend earnings
12 Realized capital gains
You may use the space below to provide context for the data you've reported above.
Part K - Expenditure Data for Bureau of Census
Most recent fiscal year ending before October 2014
Amount
Total for all funds and Education and Auxiliary
Hospitals
Agriculture
operations (includes
general/
enterprises
extension/
endowment funds, but
independent
experiment
excludes component units) operations
services
(1)
(2)
(3)
(4)
(5)
01 Salaries and wages
02 Employee benefits, total
03 Payment to state retirement
funds (maybe included in line 02
above)
04 Current expenditures other than
salaries
Capital outlay:
05 Construction
06 Equipment purchases
07 Land purchases
08 Interest on debt outstanding, all
funds and activities
09 Scholarships/fellowships
You may use the space below to provide context for the data you've reported above.
Category
Part L - Debt and Assets, page 1
Most recent fiscal year ending before October 2014
Debt
Category
01 Long-term debt outstanding at beginning of fiscal year
Amount
02 Long-term debt issued during fiscal year
03 Long-term debt retired during fiscal year
04 Long-term debt outstanding at end of fiscal year
05 Short-term debt outstanding at beginning of fiscal year
06 Short-term debt outstanding at end of fiscal year
You may use the space below to provide context for the data you've reported above.
Part L - Debt and Assets, page 2
Most recent fiscal year ending before October 2014
Assets
Category
07 Total cash and security assets held at end of fiscal year in sinking or debt service funds
Amount
08 Total cash and security assets held at end of fiscal year in bond funds
09 Total cash and security assets held at end of fiscal year in all other funds
You may use the space below to provide context for the data you've reported above.
Prepared by
This survey component was prepared by:
Keyholder
SFA Contact
HR Contact
Finance Contact
Academic Library Contact
Other
Name:
Email:
How long did it take to prepare
hours
minutes
this survey component?
The name of the preparer is being collected so that we can follow up with the appropriate person in the event that there
are questions concerning the data. The Keyholder will be copied on all email correspondence to other preparers.
The time it took to prepare this component is being collected so that we can continue to improve our estimate of the
reporting burden associated with IPEDS. Please include in your estimate the time it took for you to review instructions,
query and search data sources, complete and review the component, and submit the data through the Data Collection
System.
Thank you for your assistance.
2014-15 Survey Materials > Instructions
date: 3/13/2015
Finance Public GASB non degree
Purpose of Component
Changes in Reporting for 2014-15
General Instructions
Reporting Period Covered
Context Boxes
Coverage
What to Include
What Not to Include
Where to Get Help for Reporting
Where to Get Additional Help for Finance
Where the Reported Data Will Appear
Detailed Instructions
General Information
Part E: Scholarships and Fellowships
Part B: Revenues and Other Additions
Part C: Expenses and Other Deductions
General Instructions for Census Data
Part J: Revenues
Part K: Expenditures
Part L: Debts and Assets
Purpose of Component
The purpose of the IPEDS Finance component is to collect basic financial information from items associated with the
institution's General Purpose Financial Statements (GPFS). Item areas include:
•
•
•
•
Scholarships and Fellowships
Revenues and Other Additions
Expenses and Other Deductions
Census Information
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Changes in Reporting
There have been no changes to the 2014-15 Finance data collection from the 2013-14 collection.
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General Instructions
Reporting Period Covered
The starting point for reporting should be amounts reported in the GPFS for the most recent fiscal year ending
before October 1, 2014. For institutions with fiscal years ending on December 31, this would be the calendar year
2013.
About the Data
Data providers for this component should be familiar with college and university accounting policies and practices as
described by the National Association of College and University Business Officers (NACUBO). To provide additional
help, accounting terms are underlined and colored blue. These terms are linked to definitions found in the online
glossary.
Four different types of data appear in this component. There are data:
•
•
•
•
Institutions provide from their GPFS and/or underlying records.
That are prior year data, shown in red, which can be used as a comparison with the current year's data
being reported.
That are carried forward from one part of the component to another part to insure that the data are
internally consistent.
Calculated from the other data elements.
In the latter two cases, the data provider is requested to check that the carried forward data and the calculated
data are consistent with the data found in the institution's GPFS. If the data carried forward or calculated are not
consistent with the institution's GPFS, then an error in data entry may have occurred.
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Context Boxes
Context boxes are provided to allow institutions to provide more information regarding survey component items.
Note that some context boxes are posted on the College Navigator Website, which is the college search tool offered
by NCES. NCES will review entries in these context boxes for applicability and appropriateness before posting them
on the College Navigator Website; institutions should check grammar and spelling of their entries.
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Coverage
What to Include
The reporting entity's financial accounting policies and procedures should be the beginning basis for reporting to this
IPEDS survey component. However, deviations from the GPFS may be required to respond to this IPEDS survey
component. Some of these deviations include:
•
•
•
•
•
If financial categories in the institution’s GPFS are more aggregated than required for this IPEDS survey
component, then use underlying institutional records to determine the necessary amounts.
If financial categories in the institution’s GPFS are more detailed than required, then combine the GPFS
amounts and report only the combined number for this IPEDS survey component.
If amounts are reported in categories in the GPFS that differ from those required for the IPEDS survey,
move those amounts to the IPEDS-requested categories.
Report all financial amounts in WHOLE DOLLARS only, omitting cents.
For any item on the survey component where exact data do not exist in the GPFS, please give estimates.
What NOT to Include
Do not report any projected amounts for future years. Do not make adjustments for prior-year corrections unless
they are included as such corrections in the GPFS.
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Where to Get Help with Reporting
IPEDS Help Desk
Phone: 1-877-225-2568
Email: [email protected]
Web Tutorials
You can also consult the IPEDS website which contains several tutorials on IPEDS data collection, a self-paced
overview of IPEDS tools, and other valuable resources.
IPEDS Resource Page
The IPEDS Resource Page (located on the IPEDS homepage) contains frequently asked questions, a link to the
IPEDS Glossary, data tip sheets, an archive of survey instruments, information on the race/ethnicity categories, and
other valuable information.
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Where to Get Additional Help for Reporting Finance on this Component
There may be places on and off your campus to get assistance in reporting.
Assistance on campus
Although institutions may be organized in different ways and use different titles for offices, an office on your
campus that might help you to report data on this survey component might be called:
•
•
•
•
•
•
•
Office
Office
Office
Office
Office
Office
Office
of
of
of
of
of
of
of
the Chief Financial Officer
Administration and Finance
Finance
Budget
Financial Services
the Comptroller (or Controller)
Accounting
Assistance off campus
Additional references may be found in the National Association of College and University Business Officers’
(NACUBO) Financial Accounting and Reporting Manual (FARM) which is available online. Additional information may
be found at the NACUBO website (www.nacubo.org). Someone at your institutions in one or more of the offices
listed above may already have access to the FARM.
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Where the Reported Data Will Appear
Data collected through IPEDS will be accessible at the institution- and aggregate-levels.
At the institution-level, data will appear in the:
•
•
•
•
College Navigator Website
IPEDS Data Center
IPEDS Data Feedback Reports
College Affordability and Transparency Center Website
At the aggregate-level, data will appear in:
•
•
•
•
•
IPEDS First Looks
IPEDS Table Library
IPEDS Data Feedback Reports
The Digest of Education Statistics
The Condition of Education
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Detailed Instructions
This section provides line-by-line instructions for each Part of the Finance Component.
In the instructions, numbers found in parentheses at the end of each line provide additional reference to paragraphs
in the National Association of College and Universities' Business Officers' (NACUBO) Financial Accounting and
Reporting Manual (FARM). There are also some references to the Statement of Financial Accounting Standards
(SFAS).
Initial Login Screen
Check (click) the appropriate box to indicate the standards used to prepare the financial report data to be included
on this IPEDS Finance Survey. If the institution's general purpose financial statements were prepared using GASB
standards as revised by GASB Statement 34 and 35, mark the first option. The Finance Survey forms you will see
will reflect the new standards.
If the institution uses FASB reporting standards (similar to private institutions), check the second option. The forms
provided will reflect the terminology of FASB not-for-profit reporting standards.
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General Information
Fiscal Year: Enter the beginning and ending dates of the period covered for the reported financial data. If the
period is not a full 12-month year, explain in the context box below why a 12-month period was not included.
Audit Opinion: Check the appropriate box to indicate if the GPFS received an unqualified opinion from your
auditors. A "qualified opinion" occurs when the auditor includes exceptions to the opinion that "The financial
statements present fairly, in all respects, the financial position as of (date) and the results of the operations for the
year ended, in conformity with accounting standards generally accepted in the United States." When no such
exceptions are included, the opinion is considered "unqualified." If “qualified” is checked, please note in the context
box the nature of the qualification. If the statements have not been audited, please check “Don’t know” and note in
the context box that the GPFS are unaudited.
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Part E - Scholarships and Fellowships
This part is intended to report details about scholarships and fellowships.
For each source on lines 01–06, enter the amount of resources received that are used for scholarships and
fellowships. Scholarships and fellowships include: grants-in-aid, trainee stipends, tuition and fee waivers, and prizes
to undergraduate students. Student grants do not include amounts provided to students as payments for teaching
or research or as fringe benefits.
For lines 08 and 09, identify amounts that are reported in the GPFS as allowances only. "Allowance" means the
institution displays the financial aid amount as a deduction from tuition and fees or a deduction from auxiliary
enterprise revenues in its GPFS.
The allowance category is intended to be consistent with the definitions provided in the NACUBO Advisory Report
Accounting and Reporting Scholarship Discounts and Allowances to Tuition and Other Fee Revenues by Public
Institutions of Higher Education (AR 2000-05, September 1, 2000), which is available at the NACUBO website
(www.nacubo.org). AR 2000-05 states:
"A scholarship allowance is the difference between the stated charge for goods and services provided by the
institution and the amount that is paid by students and/or third parties making payments on behalf of students. In
considering what is or is not revenue (for Part D), the following rule applies: amounts received to satisfy student
tuition and fees will be reported as revenue only once (e.g., student fees, gifts, federal grants and contracts such as
Pell Grants, and investment income), and only amounts received from students and third-party payers to satisfy
tuition and fees will be recognized as tuition and fee revenue."
Refer to these specific instructions for more information about reporting student scholarships and fellowships.
01 – Pell grants (federal) — Report the gross amount of Pell grants disbursed or otherwise made available to
recipients by your institution.
02 – Other federal grants — Enter the amount awarded to the institution under federal student aid programs
other than Pell, such as Supplemental Education Opportunity Grants (SEOG), DHHS training grants (aid portion
only), DOD grants, Department of Veterans Affairs grants, and State Student Incentive Grants (SSIG). Report
institutional matching funds for SEOGs under institutional grants from unrestricted sources. Include the federal
support portion of State Student Incentive Grants (SSIGs). Do not include Federal Direct Student Loans or Federal
Work Study.
03 – Grants by state government — Report expenditures for scholarships and fellowships that were funded by
your state such as the state share of State Student Incentive Grants (SSIGs). Report portable student aid from
another state as a state source.
04 – Grants by local government — Report expenditures for scholarships and fellowships that were funded by
local governments.
05 – Institutional grants from restricted sources — Report expenditures for scholarships and fellowships
received from private sources (e.g., businesses, foundations, individuals, foreign governments) that used restrictedexpendable net assets of the institution.
06 – Institutional grants from unrestricted sources — This line is generated by taking the total on line 07 and
subtracting the total of lines 01-05. This amount should include expenditures for scholarships and fellowships from
unrestricted net assets of your institution. The institutional matching portion of federal, state or local grants should
be reported here. Include athletic scholarships if appropriate.
07 – Total gross scholarships and fellowships — Enter total scholarship & fellowship amounts.
Discounts & Allowances – Report the amount of the gross scholarships and fellowships entered above that were
recorded as discounts & allowances. (FARM para. 360.41)
08 – Discounts & allowances applied to tuition & fees – Report the amount of discounts & allowances that
were recorded as an offset (reduction) to student tuition & fees.
09 – Discounts & allowances applied to sales & services of auxiliary enterprises – Report the amount of
discounts & allowances that were recorded as an offset (reduction) to revenues of auxiliary enterprises (room and
board, books, meals, etc.).
10 – Total discounts & allowances – This line is generated by summing the discounts and allowances reported to
both tuition & fees and auxiliary enterprises entered in lines 9 and 10.
11 – Net scholarships and fellowships after deducting discounts & allowances – This amount is generated
by taking the difference between total gross scholarships and fellowships (line 7) and subtracting the total discounts
and allowances (line 10). This amount should reflect scholarships and fellowships expenses in the form of outright
grants to students selected and awarded by the institution and should not include monies treated as discounts and
allowances. This amount will be carried forward to Part C Line 10 for Net scholarship and fellowships expenses.
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Part B - Revenues and Other Additions, Operating
This part is intended to report revenues by source.
The revenues and investment return reported in this part should agree with the revenues reported in
the institution’s GPFS.
Includes all operating revenues, nonoperating revenues, and other additions for the reporting period. This includes
unrestricted and restricted revenues and additions, whether expendable or nonexpendable.
Exclude from revenue (and expenses) interfund or intraorganizational charges and credits. Interfund and
intraorganizational charges and credits include interdepartmental charges, indirect costs, and reclassifications from
temporarily restricted net assets.
Operating revenues result from providing services and producing and delivering goods (see GASB Statement No.
9, paragraphs 16-19).
Nonoperating revenues are those generated from non-exchange transactions, such as appropriations, gifts, and
investment earnings. They are often used to support the operations of the institution. The term nonoperating does
not preclude use for operating expenses.
In some cases an institution may report certain revenues in an operating or nonoperating category different from
that shown on the IPEDS forms. This IPEDS component is not intended to dictate how an institution reports such
revenues in its own GPFS. However, for consistency of reporting it is requested that information from the GPFS be
reported to IPEDS as requested below.
For institutions receiving American Recovery and Reinvestment Act (ARRA) revenues during the reporting period,
report these amounts as part of line 19, Total nonoperating revenues. If the GPFS shows a separate amount for
ARRA revenues in another revenue category (e.g., Federal operating grants and contracts) remove that amount
from that other category for IPEDS reporting.
Refer to these specific instructions for more information about reporting revenues and investment return.
Operating Revenues
01 – Tuition & fees, after deducting discounts & allowances — Report all tuition & fees (including student
activity fees) assessed against students for education purposes. Include revenues for tuition and fees net of
discounts & allowances from institutional or governmental scholarships, waivers, etc. (report gross revenues minus
discounts and allowances). Include here those tuition and fees that are remitted to the state as an offset to state
appropriations. (Charges for room, board, and other services rendered by auxiliary enterprises are not reported
here; see line 05.)
02 – Federal operating grants and contracts — Report revenues from federal governmental agencies that are
for specific research projects or other types of programs and that are classified as operating revenues. Examples
are research projects and similar activities for which amounts are received or expenditures are reimbursable under
the terms of a grant or contract. Include federal land grant appropriations if considered operating revenue. Do not
include Pell grants or other federal student aid here (see line 13 in this part). Do not include any ARRA
revenues on this line (see line 19 in this part).
03 – State operating grants and contracts — Report revenues from state governmental agencies that are for
specific research projects or other types of programs and that are classified as operating revenues. Examples are
research projects and similar activities for which amounts are received or expenditures are reimbursable under the
terms of a grant or contract. Do not include any ARRA revenues on this line (see line 19 in this part).
04a – Local government operating grants and contracts — Report revenues from local governmental agencies
that are for specific research projects or other types of programs and that are classified as operating revenues.
Examples are research projects and similar activities for which amounts are received or expenditures are
reimbursable under the terms of a grant or contract.
04b – Private operating grants and contracts — Report revenues from nongovernmental agencies and
organizations that are for specific research projects or other types of programs and that are classified as operating
revenues. Examples are research projects and similar activities for which amounts are received or expenditures are
reimbursable under the terms of a grant or contract.
26 – Sales & services of educational activities – Include all operating revenues derived from the sales of goods
or services that are incidental to the conduct of instruction, research or public service, and revenues of activities
that exist to provide instructional and laboratory experience for students and that incidentally create goods and
services that may be sold. Examples include film rentals, scientific and literary publications, testing services,
university presses, dairies, and patient care clinics that are not part of a hospital.
08 – Other sources-operating — This amount is generated by taking the amount on line 09 and subtracting the
total of lines 01-26. This amount should include all operating revenues not included on lines 01-26.
09 – Total Operating Revenues — Report total operating revenues from your GPFS.
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Part B - Revenues and Other Additions, Nonoperating
Nonoperating revenues are those generated from non-exchange transactions, such as appropriations, gifts, and
investment earnings. They are often used to support the operations of the institution. The term nonoperating does
not preclude use for operating expenses.
Nonoperating Revenues
10 – Federal appropriations — Report all amounts received by the institution through acts of a federal legislative
body, except grants and contracts. Funds reported in this category are for meeting current operating expenses, not
for specific projects or programs. An example is federal land-grant appropriations. If your institution accounts for
land grant appropriations as operating revenue, include the amount received on line 02. Do not include any ARRA
revenues on this line (see line 19 in this part).
11 – State appropriations — Report all amounts received by the institution through acts of a state legislative
body, except grants and contracts and amounts reportable on line 20. Funds reported in this category are for
meeting current operating expenses, not for specific projects or programs. Do not include any ARRA revenues
on this line (see line 19 in this part).
12 – Local appropriations, education district taxes & similar support — Report all amounts received from
property or other taxes assessed directly by or for an institution below the state level. Include any other similar
general support provided to the institution from governments below the state level, including local government
appropriations.
Grants - Nonoperating
13 – Federal nonoperating grants – Report all amounts reported as nonoperating revenues from federal
governmental agencies that are provided on a nonexchange basis. Include Pell Grants and other Federal
student grant aid, including Veterans Education Benefits here. Do not include revenues from the Federal
Direct Student Loan (FDSL) Program. Do not include capital grants & gifts reported on line 21. Do not include any
ARRA revenues on this line (see line 19 in this part).
14 – State nonoperating grants — Report all amounts reported as nonoperating revenues from state
governmental agencies that are provided on a nonexchange basis. Do not include capital grants & gifts reported on
line 21. Do not include any ARRA revenues on this line (see line 19 in this part).
15 – Local government nonoperating grants — Report all amounts reported as nonoperating revenues from
local governmental agencies and organizations that are provided on a nonexchange basis. Do not include capital
grants & gifts reported on line 21.
16 – Gifts, including contributions from affiliated organizations — Report revenues from private donors for
which no legal consideration is provided; these would be nonexchange transactions as defined in GASB Statement
No. 33 Accounting and Financial Reporting for Nonexchange Transactions. Include all gifts or contributions to the
institution except those classified as additions to permanent endowments or capital grants & gifts. Include gifts from
affiliated organizations. Include the amount of contributed services recognized by the institution. Do not include on
this line amounts subject to reporting on line 21.
17 – Investment income — Report on this line all investment income not reported on other lines.
18 – Other nonoperating revenues — This amount is generated by taking the total entered on line 19 and
deducting the total of lines 10 through 17. A negative number may signify an error. Please check for keying errors
and recheck totals. For institutions that received American Recovery and Reinvestment Act (ARRA)
revenues during the reporting period, allow these amounts to be reported through this calculated value
by including the amount in line 19.
19 – Total nonoperating revenues — Report the total of all nonoperating revenues from your GPFS. This
amount should include ARRA revenues received by the institution, if any.
27 – Total operating and nonoperating revenues – This amount is generated by adding lines 09 and 19.
28 – 12-month Student FTE from E12 – This number for full-time equivalent (FTE) student enrollment is carried
over from the 12-month enrollment survey.
29 – Total operating and nonoperating revenues per Student FTE – This amount is generated by dividing line
27 by line 28. This calculated value is used by the system to compare the data reported by the institution to the
data of institutions that are in the same sector (e.g., public/private, 4-year/2-year) to see if the calculated value is
an extreme value that is too high or low. While it is not anticipated that your institution would have the same
overall revenues, this comparison may be useful for ensuring that all appropriate revenues have been included in
the finance survey component, or excluded when appropriate.
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Part B - Revenues and Other Additions, Other
Other Revenues and Additions
24 – Total other revenues and additions — This should be the total of all revenue and additions included in the
GPFS below the line on the Statement of Revenues, Expenses, and Changes in Net Assets for “income before other
revenues, expenses, gains, and losses.” There may be more than one figure in your own GPFS and thus it may be
necessary to combine the revenues and additions reported in this category such as capital appropriations, grants or
contracts.
25 – Total all revenues and other additions — This amount is automatically generated by adding the amounts
from lines 09, 19, and 24.
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Part C - Expenses and Other Deductions
This part is intended to report expenses by function. All expenses recognized in the GPFS should be reported using
the expense functions provided on lines 01–19. These functional categories are consistent with NACUBO Advisory
Report 2000-8, Recommended Disclosure of Alternative Expense Classification Information for Public Higher
Education Institutions.
The total for expenses on line 19 should agree with the total expenses reported in your GPFS including
interest expense and any other nonoperating expenses.
Include all operating expenses and nonoperating expenses and deductions. See GASB Statement No. 9, paragraphs
16-19, for an explanation of operating activities. Included are the costs incurred for salaries and wages, goods, and
other services used in the conduct of the institution’s operations. Not included is the acquisition cost of capital
assets, such as equipment and library books, to the extent the assets are capitalized under the institution’s
capitalization policy.
Do not include losses or other unusual or nonrecurring items in Part C. (Special items including gains and losses
should be accounted for in Part D.)
Operation and maintenance of plant, depreciation, and interest expenses are no longer reported as separate
expense categories. Instead these expenses are to be distributed among the other functional expense categories.
NACUBO has prepared guidance to assist GASB reporters make these allocations in Advisory Report 2010-1, Public
Institutions: Methodologies for Allocating Depreciation, Operation and Maintenance of Plant, and Interest Expenses
to Functional Expense Categories available here.
The advisory report also has detailed definitions for the expense categories available in Appendix B for institutions
that do not have access to the NACUBO FARM referenced in the instructions below.
Functional and Natural Expenses
Column 1, Total amount - Enter the total expense for each applicable functional category listed on lines 01–13.
No amount may be entered on line 8 for total operations and maintenance expenses. This line is provided to assist
in the allocation of operation and maintenance expenses. Total expenses, line 19, should agree with the total
expenses reported in your GPFS.
Column 2, Salaries & wages – This column describes the natural classification of salary and wage expenses
incurred in each functional category. For this classification, enter the amount of salary and wage expenses for the
function identified in lines 01-13 and 19.
Column 3, Benefits - Enter in this column the amount of benefits expenses incurred in each functional category
identified on lines 01-13 and 19.
Column 4, Operation and Maintenance of Plant - This column, in conjunction with Line 8, is used to show the
distribution of operation and maintenance of plant expenses to the various functions. Enter in this column the
allocated amount of operation and maintenance of plant expenses to each function listed on lines 01-13. The total
operation and maintenance of plant expenses should be entered as a negative amount on line 8 of this column, so
that the net total of the column as well as the net total of line 8 is zero. (FARM para. 703.14)
Column 5, Depreciation - Enter in this column the amount of depreciation allocated to each functional category
identified on lines 01-13 and 19. (FARM para. 703.15)
Column 6, Interest - Enter in this column the amount of interest incurred on debt allocated to each function
identified on lines 01-13 and 19. (FARM para. 703.16)
Column 7, All other - This column will be calculated by the survey program as the difference between the total
amount entered in column 1 and the sum of columns 2 through 6. Please check the calculated amount for accuracy
to determine that no keying errors have occurred.
Refer to these specific instructions for more information about reporting expenses.
01 – Instruction - Expenses of the colleges, schools, departments, and other instructional divisions of the
institution and expenses for departmental research and public service that are not separately budgeted should be
included in this classification. Include expenses for both credit and noncredit activities. Exclude expenses for
academic administration where the primary function is administration (e.g., academic deans); such expenses should
be reported on line 05. The instruction category includes academic instruction, occupational and vocational
instruction, community education, preparatory and adult basic education, and remedial and tutorial instruction
conducted by the teaching faculty for the institution’s students. (FARM para. 703.4)
02 – Research - This category includes all expenses for activities specifically organized to produce research
outcomes and commissioned by an agency either external to the institution or separately budgeted by an
organizational unit within the institution. Do not report nonresearch sponsored programs (e.g., training programs).
(FARM para. 703.5)
03 – Public service - Report expenses for all activities budgeted specifically for public service and for activities
established primarily to provide noninstructional services beneficial to groups external to the institution. Examples
are seminars and projects provided to particular sectors of the community. Include expenditures for community
services and cooperative extension services. (FARM para. 703.6)
05 – Academic support - This category includes expenses for the support services that are an integral part of the
institution’s primary missions of instruction, research, and public service. Include expenses for museums, libraries,
galleries, audio/visual services, ancillary support, academic administration, personnel development, and course and
curriculum development. Include expenses for veterinary and dental clinics if their primary purpose is to support the
institutional program. (FARM para. 703.7)
06 – Student services - Report expenses for admissions, registrar activities, and activities whose primary purpose
is to contribute to students’ emotional and physical well-being and to their intellectual, cultural, and social
development outside the context of the formal instructional program. Examples are career guidance, counseling,
and financial aid administration. This category also includes intercollegiate athletics and student health services,
except when operated as self-supporting auxiliary enterprises. (FARM para. 703.8)
07 – Institutional support - Report expenses for the day-to-day operational support of the institution. Include
expenses for general administrative services, executive direction and planning, legal and fiscal operations, and
public relations/development. (FARM para. 703.9)
08 – Operation & maintenance of plant - This line, in conjunction with Column 4, is used to show the
distribution of operation and maintenance of plant expenses to the various functions. Report all expenses for
operations established to provide service and maintenance related to grounds and facilities used for educational and
general purposes. Also include expenses for utilities, fire protection, property insurance, and similar items. In the
column for operation and maintenance of plant (column 4), enter (as a negative amount) on this line the total
amount of operation and maintenance of plant expenses allocated to the other functions. (FARM para. 703.14)
10 – Scholarships and fellowships expenses, excluding discounts & allowances - This amount is carried
forward from Part E: Scholarships and Fellowships, line 11. Scholarships and fellowships expenses in the
form of outright grants to students selected and awarded by the institution. This is the amount that exceeds fees
and charges assessed to students by the institution and that would not have been recorded as discounts &
allowances. This classification will include the excess of awards over fees and charges from Pell grants and other
resources, including funds originally restricted for student assistance. Do not include loans to students or amounts
where the institution is given custody of the funds but is not allowed to select the recipients; these are transactions
recorded in balance sheet accounts and not revenues and expenses. (FARM para. 703.10)
14 - Other expenses and deductions - This amount is generated by taking the total on line 19 and deducting the
total of lines 01 through 10.
19 – Total Expenses & Deductions - Enter on this line totals that agree with the institution’s GPFS.
20 – 12-month Student FTE from E12 – This number for full-time equivalent (FTE) student enrollment is carried
over from the 12-month enrollment survey.
21 – Total Expenses & Deductions per Student FTE - This amount is generated by dividing line 19 by line 20.
This calculated value is used by the system to compare the data reported by the institution to the data of
institutions that are in the same sector (e.g., public/private, 4-year/2-year) to see if the calculated value is an
extreme value that is too high or low. While it is not anticipated that your institution would have the same overall
expenses, this comparison may be useful for ensuring that all appropriate expenses have been included in the
finance survey component, or excluded when appropriate.
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General Instructions for Parts J, K and L
Report data for the same fiscal year as reported in parts A through E. Report gross amounts but exclude interfund
transfers. Include the transactions of all funds of your institution.
These instructions conform to the U. S. Census Bureau’s Government Finance and Employment Classification
Manual. This manual can be viewed on the Internet at
http://www2.census.gov/govs/pubs/classification/2006_classification_manual.pdf
Do not delay reporting to await audited figures if substantially accurate figures can be supplied on a preliminary
basis. The amounts reported for the Census Bureau part of the form are used for statistical purposes only. They are
not audited, used for any indicators of compliance and have no implications for policy. They are not released to the
public at the institutional level, but rather are aggregated to the parent government level and included with the
transactions of the parent government.
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Part J - Revenues
Report only in the unshaded blocks. Information for shaded blocks is obtained from other Parts of this form, or is
not applicable to your institution.
Line
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
All amounts will be obtained from Parts B and E. The Census Bureau includes tuition and fees from part B
plus discounts and allowances (applied to tuition) from Part E).
Sales and services -- Report separately only sales and service attributable to activities indicated for column
2 and column 4. All other amounts will be obtained from Parts B and E, or will be calculated.
Exclude Pell and other student grants and any Federal loans received on behalf of the students. Include all
other direct Federal grants, including research grants, in the appropriate column.
Include state appropriations in the proper column. Include all operating and non-operating appropriations,
as well as all current and capital appropriations.
Include state grants and contracts in the proper column. Do not include state student grant aid.
Include local government appropriations in the appropriate column, regardless of whether appropriations
were for current or capital. This generally applies only to local institutions of higher education.
Include local grants and contracts in the appropriate column.
This item applies only to local institutions of higher education. Include in column 1 any revenue from locally
imposed property taxes or other taxes levied by the local higher education district. Include all funds –
current, restricted, unrestricted and debt service. Exclude taxes levied by another government and
transferred to the local higher education district by the levying government.
Include gifts for both current and capital uses. Include grants from private organizations and individuals
here. Include additions to permanent endowments if they are gifts. Exclude gifts to component units.
Report the total interest earned in column 1. Include all funds and endowments.
Dividends should be reported separately if available. Report only the total, in column 1, from all funds
including endowments but excluding dividends of any component units. Note: if dividends are not separately
available, please report include with Interest earnings in J10, column 1.
Report only the total earnings. The Census Bureau does not treat unrealized gains as revenues. Use column
1 only.
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Part K - Expenditures
Report only in the unshaded blocks. Information for shaded blocks is obtained from other Parts of this form, or is
not applicable to your institution.
Line
1.
2.
3.
4.
5.
6.
7.
Report only the salaries & wages for Education and General and for Agricultural extension/experiment
services, if applicable. The Census Bureau will obtain all other detail from Part C.
Report only the employee benefits for staff associated with Education and General and for Agricultural
extension/experiment services, if applicable. The Census Bureau will obtain all other detail from Part C.
Applies to state institutions only. Include amounts paid to retirement systems operated by your state
government only. Include employer contributions only. Exclude employee contributions withheld.
Includes supplies, materials, contracts and professional services, utilities, travel, and insurance. Excludes
both employer and employee contributions to retirement, scholarships and fellowships (see line 09), capital
outlay, and salaries.
Construction from all funds (plant, capital, or bond funds) includes expenditure for the construction of new
structures and other permanent improvements, additions replacements, and major alterations. Report in
proper column according to function.
Equipment purchases from all funds (plant, capital, or bond funds).
From all funds (plant, capital, or bond funds), include the cost of land and existing structures, as well as the
purchase of rights-of-way.
8.
9.
Interest paid on revenue debt only. Includes interest on debt issued by the institution, such as that which is
repayable from pledged earnings, charges or gees (e.g. dormitory, stadium, or student union revenue
bonds). Report only the total, in column 1. Excludes interest expenditure of the parent state or local
government on debt issued on behalf of the institution and backed by that parent government. Also
excludes interest on debt issued by a state dormitory or housing finance agency on behalf of the institution.
Do not report. The Census Bureau will obtain all amounts from Part E.
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Part L - Debt and Assets
Report only in the unshaded blocks. Information for shaded blocks is obtained from other Parts of this form, or is
not applicable to your institution.
Lines 01 through 06 – Include revenue debt only. Includes debt issued by the institution, such as that which is
repayable from pledged earnings, charges or fees (e.g. dormitory, stadium, or student union revenue bonds).
Excludes debt of the parent state or local government issued on behalf of the institution and backed by that parent
government. Also excludes debt issued by a state dormitory or housing finance agency on behalf of the institution.
Report the appropriate category. Long-term debt and short-term debt are distinguished by length of term for
repayment, with one year being the boundary. Short-term debt must be interest bearing.
Lines 07, 08, and 09 – Report the total amount of cash and security assets held in each category. Report assets at
book value to the extent possible. Includes ash on hand in each type of fund. Sinking funds are those used
exclusively to service debt. Bond funds are those established by your institution to disburse revenue bond proceeds.
(Exclude bond funds established by your parent state or local government to disburse the proceeds of debt they
guarantee.) All other funds might include current, plant, or endowment funds. Exclude the value of fixed assets and
exclude any student loan funds established by the Federal government.
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date: 3/13/2015
Glossary
Term
Definition
Academic support
A functional expense category that includes expenses of activities and services that support the institution's
primary missions of instruction, research, and public service. It includes the retention, preservation, and display
of educational materials (for example, libraries, museums, and galleries); organized activities that provide
support services to the academic functions of the institution (such as a demonstration school associated with a
college of education or veterinary and dental clinics if their primary purpose is to support the instructional
program); media such as audiovisual services; academic administration (including academic deans but not
department chairpersons); and formally organized and separately budgeted academic personnel development
and course and curriculum development expenses. Also included are information technology expenses related to
academic support activities; if an institution does not separately budget and expense information technology
resources, the costs associated with the three primary programs will be applied to this function and the
remainder to institutional support. Institutions include actual or allocated costs for operation and maintenance of
plant, interest, and depreciation.
Audit opinion
An audit, performed by external (or outside) auditors, that usually consists of a one-page "opinion" letter on the
general-purpose financial statements. The "opinion" paragraph of the letter usually states that "In our opinion,
the financial statements present fairly, in all material respects, the financial position as of (date) and the results
of operations for the year then ended, in conformity with accounting standards generally accepted in the United
States." If the auditor cannot state completely the substance of the previous "opinion" sentence, then the auditor
will add a phrase such as "...except for..." and state the basis for the exception. When the auditor includes
exceptions to the opinion, the opinion is considered to be a "qualified opinion;" when no such exceptions are
included, the opinion is considered to be an "unqualified opinion."
Auxiliary enterprises
revenues
Revenues generated by or collected from the auxiliary enterprise operations of the institution that exist to furnish
a service to students, faculty, or staff, and that charge a fee that is directly related to, although not necessarily
equal to, the cost of the service. Auxiliary enterprises are managed as essentially self-supporting activities.
Examples are residence halls, food services, student health services, intercollegiate athletics, college unions,
college stores, and movie theaters.
Contributions from affiliated
entities
Revenues from non-consolidated affiliated entities, such as fund raising foundations, booster clubs, other
institutionally-related foundations, and similar organizations created to support the institution or organizational
units of the institution. General purpose financial statements for FASB institutions include a separate line for
these revenues; GASB institutions classify such revenues as gifts.
Depreciation
The allocation or distribution of the cost of capital assets, less any salvage value, to expenses over the estimated
useful life of the asset in a systematic and rational manner. Depreciation for the year is the amount of the
allocation or distribution for the year involved.
Discounts and allowances
That part of a scholarship or fellowship that is used to pay institutional charges such as tuition and fees or room
and board charges.
Dividend earnings
Distribution of earnings to shareholders that may be in the form of cash, stock, or property.
Fringe benefits
Cash contributions in the form of supplementary or deferred compensation other than salary. Excludes the
employee's contribution. Employee fringe benefits include retirement plans, social security taxes, medical/dental
plans, guaranteed disability income protection plans, tuition plans, housing plans, unemployment compensation
plans, group life insurance plans, worker's compensation plans, and other benefits in-kind with cash options.
Gifts
Revenues received from gift or contribution nonexchange transactions. Includes bequests, promises to give
(pledges), gifts from an affiliated organization or a component unit not blended or consolidated, and income from
funds held in irrevocable trusts or distributable at the direction of the trustees of the trusts. Includes any
contributed services recognized (recorded) by the institution. FASB and GASB standards differ somewhat on
when to recognize contributions or nonexchange revenues, with FASB standards generally causing revenues to be
recognized earlier in certain circumstances.
Government appropriations
(revenues)
Revenues received by an institution through acts of a legislative body, except grants and contracts. These funds
are for meeting current operating expenses and not for specific projects or programs. The most common example
is a state's general appropriation. Appropriations primarily to fund capital assets are classified as capital
appropriations.
Grants and contracts
(revenues)
Revenues from governmental agencies and nongovernmental parties that are for specific research projects, other
types of programs , or for general institutional operations (if not government appropriations). Examples are
research projects, training programs, student financial assistance, and similar activities for which amounts are
received or expenses are reimbursable under the terms of a grant or contract, including amounts to cover both
direct and indirect expenses. Includes Pell Grants and reimbursement for costs of administering federal financial
aid programs. Grants and contracts should be classified to identify the governmental level - federal, state, or
local - funding the grant or contract to the institution; grants and contracts from other sources are classified as
nongovernmental grants and contracts. GASB institutions are required to classify in financial reports such grants
and contracts as either operating or nonoperating.
Grants by state government
These are state monies awarded to the institution under student financial aid programs, including the state
portion of State Student Incentive Grants (SSIG).
Institutional grants from
restricted resources
Institutional grants to students funded from restricted-expendable resources for student aid, such as scholarships
and fellowships. (Used for reporting under GASB Standards.)
Institutional grants from
unrestricted resources
Institutional grants to students that are funded from resources that are not restricted to any particular purpose.
(Used for reporting under GASB Standards.)
Institutional support
A functional expense category that includes expenses for the day-to-day operational support of the institution.
Includes expenses for general administrative services, central executive-level activities concerned with
management and long range planning, legal and fiscal operations, space management, employee personnel and
records, logistical services such as purchasing and printing, and public relations and development. Also includes
information technology expenses related to institutional support activities. If an institution does not separately
budget and expense information technology resources, the IT costs associated with student services and
operation and maintenance of plant will also be applied to this function.
Instruction
A functional expense category that includes expenses of the colleges, schools, departments, and other
instructional divisions of the institution and expenses for departmental research and public service that are not
separately budgeted. Includes general academic instruction, occupational and vocational instruction, community
education, preparatory and adult basic education, and regular, special, and extension sessions. Also includes
expenses for both credit and non-credit activities. Excludes expenses for academic administration where the
primary function is administration (e.g., academic deans). Information technology expenses related to
instructional activities if the institution separately budgets and expenses information technology resources are
included (otherwise these expenses are included in academic support). Institutions include actual or allocated
costs for operation and maintenance of plant, interest, and depreciation.
Integrated Postsecondary
Education Data System
(IPEDS)
The Integrated Postsecondary Education Data System (IPEDS), conducted by the NCES, began in 1986 and
involves annual institution-level data collections. All postsecondary institutions that have a Program Participation
Agreement with the Office of Postsecondary Education (OPE), U.S. Department of Education (throughout IPEDS
referred to as "Title IV") are required to report data using a web-based data collection system. IPEDS currently
consists of the following components: Institutional Characteristics (IC); 12-month Enrollment (E12);Completions
(C); Human Resources (HR) composed of Employees by Assigned Position (EAP), Fall Staff (S),and Salaries (SA);
Fall Enrollment (EF); Graduation Rates (GRS); Finance (F); and Student Financial Aid (SFA).
Investment income
Revenues derived from the institution's investments, including investments of endowment funds. Such income
may take the form of interest income, dividend income, rental income or royalty income and includes both
realized and unrealized gains and losses.
Local appropriations,
education district taxes, and
similar support
Local appropriations are government appropriations made by a governmental entity below the state level.
Education district taxes include all tax revenues assessed directly by an institution or on behalf of an institution
when the institution will receive the exact amount collected. These revenues also include similar revenues that
result from actions of local governments or citizens (such as through a referendum) that result in receipt by the
institution of revenues based on collections of other taxes or resources (sales taxes, gambling taxes, etc.).
Local grants
Local monies awarded to the institution under local government student aid programs .
Net Assets
The excess of assets over liabilities or the residual interest in the institution's assets remaining after liabilities are
deducted. The change in net assets results from revenues, gains, expenses, and losses. FASB institutions classify
net assets into three categories: permanently restricted, temporarily restricted, and unrestricted. This term is
similar to the "Net position" term used by GASB instiutions.
Nonoperating
GASB requires that revenues and expenses be separated between operating and nonoperating. Operating
revenues and expenses result from providing goods and services. Nonoperating activities are those outside the
activities that are part of the operating activities of the institution. Most government appropriations are
nonoperating because they are not generated by the operations of the institution. Investment income is
nonoperating in most instances because institutions are not engaged in investing as an operating activity. Gifts
are defined as nonoperating. Nonexchange transactions generate nonoperating revenues.
Operating
GASB requires that revenues and expenses be separated between operating and nonoperating. Operating
revenues and expenses result from providing goods and services. Operating transactions are incurred in the
course of the operating activities of the institution.
Operation and maintenance
of plant
A functional expense category that includes expenses for operations established to provide service and
maintenance related to campus grounds and facilities used for educational and general purposes. Specific
expenses include utilities, fire protection, property insurance, and similar items. This function does include
amounts charged to auxiliary enterprises, hospitals, and independent operations. Also includes information
technology expenses related to operation and maintenance of plant activities if the institution separately budgets
and expenses information technology resources (otherwise these expenses are included in institutional support).
Institutions may, as an option, distribute depreciation expense to this function.
Other federal grants
Federal monies awarded to the institution under federal government student aid programs, such as Supplemental
Educational Opportunity Grants (SEOG), DHHS training grants (aid portion only), the Leveraging Education
Assistance Partnership (LEAP) program, and other federal student aid programs. Pell grants are not included in
this classification. Note: if the federal government selects the student recipients and simply transmits the funds
to the institution for disbursement to the student, the amounts are not considered as revenues and subsequently
there are no discounts and allowances or scholarships and fellowships expenses. If the funds are made available
to the institution for selection of student recipients, then the amounts received are considered as nonoperating
revenues and subsequently as discounts and allowances or scholarships and fellowships expenses.
Pell Grant program
(Higher Education Act of 1965, Title IV, Part A, Subpart I, as amended.) Provides grant assistance to eligible
undergraduate postsecondary students with demonstrated financial need to help meet education expenses.
Public service
A functional expense category that includes expenses for activities established primarily to provide
noninstructional services beneficial to individuals and groups external to the institution. Examples are
conferences, institutes, general advisory service, reference bureaus, and similar services provided to particular
sectors of the community. This function includes expenses for community services, cooperative extension
services, and public broadcasting services. Also includes information technology expenses related to the public
service activities if the institution separately budgets and expenses information technology resources (otherwise
these expenses are included in academic support). Institutions include actual or allocated costs for operation and
maintenance of plant, interest, and depreciation.
Realized capital gains
A capital gain on securities held in a portfolio that has become actual by the sale or other type of surrender of
one or many securities.
Research
A functional expense category that includes expenses for activities specifically organized to produce research
outcomes and commissioned by an agency either external to the institution or separately budgeted by an
organizational unit within the institution. The category includes institutes and research centers, and individual
and project research. This function does not include nonresearch sponsored programs (e.g., training programs).
Also included are information technology expenses related to research activities if the institution separately
budgets and expenses information technology resources (otherwise these expenses are included in academic
support.) Institutions include actual or allocated costs for operation and maintenance of plant, interest, and
depreciation.
Salaries and wages
Amounts paid as compensation for services to all employees - faculty, staff, part-time, full-time, regular
employees, and student employees. This includes regular or periodic payment to a person for the regular or
periodic performance of work or a service and payment to a person for more sporadic performance of work or a
service (overtime, extra compensation, summer compensation, bonuses, sick or annual leave, etc.).
Sales and services of
educational activities
(revenues)
Revenues from the sales of goods or services that are incidental to the conduct of instruction, research or public
service. Examples include film rentals, sales of scientific and literary publications, testing services, university
presses, dairy products, machine shop products, data processing services, cosmetology services, and sales of
handcrafts prepared in classes.
Scholarships and fellowships
(expenses)
That portion of scholarships and fellowships granted that exceeds the amount applied to institutional charges
such as tuition and fees or room and board. The amount reported as expense excludes allowances and discounts.
The FASB survey uses the term "net grants in aid to students" rather than "scholarships and fellowships."
Student services
A functional expense category that includes expenses for admissions, registrar activities, and activities whose
primary purpose is to contribute to students emotional and physical well-being and to their intellectual, cultural,
and social development outside the context of the formal instructional program. Examples include student
activities, cultural events, student newspapers, intramural athletics, student organizations, supplemental
instruction outside the normal administration, and student records. Intercollegiate athletics and student health
services may also be included except when operated as self-supporting auxiliary enterprises. Also may include
information technology expenses related to student service activities if the institution separately budgets and
expenses information technology resources(otherwise these expenses are included in institutional support.)
Institutions include actual or allocated costs for operation and maintenance of plant, interest, and depreciation.
Title IV institution
An institution that has a written agreement with the Secretary of Education that allows the institution to
participate in any of the Title IV federal student financial assistance programs (other than the State Student
Incentive Grant (SSIG) and the National Early Intervention Scholarship and Partnership (NEISP) programs).
Tuition and fees (published
charges)
The amount of tuition and required fees covering a full academic year most frequently charged to students.
These values represent what a typical student would be charged and may not be the same for all students at an
institution. If tuition is charged on a per-credit-hour basis, the average full-time credit hour load for an entire
academic year is used to estimate average tuition. Required fees include all fixed sum charges that are required
of such a large proportion of all students that the student who does not pay the charges is an exception.
2014-15 Survey Materials > FAQ
date: 3/13/2015
Finance
Click one of the following questions to view the answer.
General
1) Who is required to complete this survey?
2) Where do I get the data to fill out this survey?
3) My institution received funds from the American Recovery and Reinvestment Act (ARRA). Where should they be reported?
4) We haven’t been audited yet and won’t have an audited financial statement until May. Do I still have to fill this out?
5) What period should the finance survey cover? (Updated: 12/16/2014)
6) How do I know what reporting standards are used to prepare the financial statements?
7) What happens if I respond incorrectly to the reporting standards screening question?
8) What is the difference between “business-type” activities and “governmental” activities?
9) What is combined ("parent/child") reporting and how does it work?
10) Can a system office report combined data?
11) When does a system office need to report data?
12) My institution is part of a system and the system was audited as a unit, so we don’t have an opinion just on this school. How do
I answer the question about the audit opinion?
13) My institution does not award degrees. Do we still need to complete the Finance component?
14) My institution offered an early retirement program last year to faculty and staff as a long-term plan to reduce costs. An expense
of $5 million dollars was incurred. How should this be reported in IPEDS finance reporting?
15) How are revenues per student FTE and expenses per student FTE calculated, and why were they added to the screens?
Public Institutions Using GASB Standards
1) Can public institutions report using FASB?
2) I see the term CV on several lines of the finance survey. What is this referring to?
3) What are operating versus nonoperating revenues?
4) We reported federal appropriations in operating revenues rather than non-operating revenues in our financial statements. How
should I report them on IPEDS?
5) What are some examples of independent operations?
6) I have an edit that says that Other revenue (or expense) can’t be negative. I didn’t enter it. What do I do?
7) What are discounts and allowances (Part E)? (We don’t discount our tuition.)
8) We do not capitalize our library. Do I report it on Part A page 2?
9) Why does operation and maintenance of plant appear as both a row and column in Part C (expenses and other deductions)?
10) How should my institution report the allocation of depreciation, operation and maintenance of plant (O&M), and interest
expenses to the other functional expense categories in Part C?
11) If my institution is a GASB-reporter, where should my institution report the gain or loss on the sale of a plant asset?
12) Where did component units go?
13) How do I report deferred outflows and deferred inflows in Part A: Statement of Financial Position?
Private Not-for-Profit and Public Institutions Using FASB
1)
2)
3)
4)
5)
6)
7)
8)
My institution is primarily a hospital with a small instruction program. How should I report the hospital part of my institution?
What are some examples of independent operations?
What value do I use to report plant, property, and equipment on the second page of Part A?
I have an edit that says that Other revenue (or expense) can’t be negative. I didn’t enter it. What do I do?
I see the term CV on several lines of the finance survey. What is this referring to?
What is the difference between funded and unfunded institutional grants as reported on the Student Grants part of the survey?
What are allowances in Part C (Scholarships and Fellowships)?
Why does operation and maintenance of plant appear as both a row and column in Part E (expenses)?
Private for-profit institutions
What income tax expenses should my institution report if I belong to both a multi-institution/multicampus organization and an IPEDS parent/child relationship?
1)
2) I have an edit that says that Other revenue (or expense) can’t be negative. I didn’t enter it. What do I do?
3) I see the term CV on several lines of the finance survey. What is this referring to?
4) What are allowances in Part C (Student Grants)?
5) Why does operation and maintenance of plant appear as both a row and column in Part E (expenses)? (Updated: 12/17/2014)
6) The financial records of my institution do not break down expenses the way they are listed on Part E. How do I report expenses
for my institution? (Updated: 12/17/2014)
Answers:
General
1) Who is required to complete this survey?
All Title IV postsecondary institutions are required to respond to the Finance survey. Institutions that have a
Program Participation Agreement (PPA) with the Department of Education are required to respond.
HOWEVER, if your institution is a branch campus of another institution and you SHARE a PPA, then you may
make arrangements with the Help Desk to submit one finance survey that covers all of your campuses.
Because data provided for institutions are most useful if reported individually, campuses are encouraged to
report separately if possible, but reporting together is allowed if the campuses share a PPA.
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2) Where do I get the data to fill out this survey?
Each institution should have annual financial statements that are audited by an outside auditor. These
financial statements are referred to as general purpose financial statements (GPFS). The finance survey is
designed to follow the format of the financial statements suggested by the Financial Accounting Standards
Board (FASB) and the Governmental Accounting Standards Board (GASB). Some of the data necessary to
complete the IPEDS Finance Survey may require institutions to adjust the amounts reported in their GPFS;
typically these adjustments pull in information included in the notes to the financial statements.
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3) My institution received funds from the American Recovery and Reinvestment Act (ARRA). Where should they be
reported?
GASB-reporting institutions should report ARRA revenues into the total included in Part B, line 19 (Total
nonoperating revenues)
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4) We haven’t been audited yet and won’t have an audited financial statement until May. Do I still have to fill this out?
YES, you must complete the finance component. Base your response on the information you have at this
point. Answer the audit question as “don’t know” and make a note in the context section that the financial
statements have not yet been audited.
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5) What period should the finance survey cover? (Updated: 12/16/2014)
The finance survey data should come from the last fiscal year that ended on or before October 31, 2014. For
example, if your institution’s fiscal year ends on June 30, it would come from the financial statements
covering the year ending June 30, 2014. If your institution’s fiscal year ends on December 31, your financial
statements for the year ending December 31, 2013 would be used.
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6) How do I know what reporting standards are used to prepare the financial statements?
Ask your finance officer. This person should be aware of any changes in accounting standards. Typically,
public institutions report using GASB report standards whereas private institutions report using FASB
standards.
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7) What happens if I respond incorrectly to the reporting standards screening question?
You will get the wrong finance forms. If you find you have responded incorrectly, go back to the screening
question and change your response. When you save the screen the old data will disappear and the new
correct forms will be available.
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8) What is the difference between “business-type” activities and “governmental” activities?
These activity types refer to how the institution reports, or will report, its financial activities in their general
purpose financial statements (GPFS), as defined in GASB Statement 34. Governmental activities generally
are financed through taxes, intergovernmental revenues, and other nonexchange revenues. Business-type
activities are financed in whole or in part by fees charged to external parties for goods or services.
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9) What is combined ("parent/child") reporting and how does it work?
Institutional keyholders MUST call the Help Desk before reporting combined data. A Help Desk representative
will set up a combined reporting situation for you. We call this a “parent/child” relationship. In this case, one
institution reports data for the entire unit, which includes the main campus (parent) and all branch campuses
(children). All institutions in the combined report MUST share the same Program Participation Agreement
(PPA). Multiple institutions MUST NOT report identical combined data for the same audit. Please refer to
http://nces.ed.gov/ipeds/factsheets/fct_new_finance_03072007_2.asp for more information on parent/child
relationships.
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10) Can a system office report combined data?
A system office may report combined data for institutions that are included it its system- wide audit if they
are included in the same PPA. For institutions that are not included in the same PPA, the system may report
Part A data (Statement of Net Assets, Statement of Financial Position, or Balance Sheet) for the institutions
included in the system-wide audit, but each institution must report its own revenues, expenses, and
scholarships. A more detailed description may be found at
http://nces.ed.gov/ipeds/factsheets/fct_new_finance_03072007_2.asp. If a system will be reporting this
way, they must contact the Help Desk before reporting combined data.
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11) When does a system office need to report data?
A system office needs to report data when reporting combined data or when it has its own separate budget.
If a system office’s budget is integrated into an institution such as a flagship university, it may be included in
that institution’s finance survey.
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12) My institution is part of a system and the system was audited as a unit, so we don’t have an opinion just on this
school. How do I answer the question about the audit opinion?
You should base your answer on the audit for the system since that audit includes your institution.
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13) My institution does not award degrees. Do we still need to complete the Finance component?
Yes. However, the finance survey forms for non degree-granting institutions requires less information to be
provided than for degree-granting institutions.
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14) My institution offered an early retirement program last year to faculty and staff as a long-term plan to reduce
costs. An expense of $5 million dollars was incurred. How should this be reported in IPEDS finance reporting?
The $5 million dollars in expense should be reported in the Total amount of the Employee fringe benefits or
Benefits (rather than being allocated across the other functions such as Instruction, Research, or Institutional
support). By doing so, the $5 million dollar expense will appear as an Other expenses & deductions within
the benefits column. The consequence of this reporting is that the one-time early retirement buyout will not
affect the historical nature of total or benefits costs by function. An explanation may also be added to the
context box to explain this early retirement buyout. The Financial Accounting and Reporting Manual (FARM)
from the National Association of College and University Business Officers offers little guidance on this topic.
However, the FARM contains useful language from GASB (Statement 47) and FASB (Concept Statement 2)
indicating that such expenses should be treated as benefits: “In financial statements based on accrual
accounting, employers should recognize a liability and expense for voluntary termination benefits (for
example, early-retirement incentives) when the offer has been accepted and the amount can be estimated.”
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15) How are revenues per student FTE and expenses per student FTE calculated, and why were they added to the
screens?
The calculation of these values takes the amounts reported for revenues and expenditures from the finance
survey form and divides those amounts by the 12 month FTE student enrollment from the 12 month
enrollment survey that was completed in the fall data collection. These calculated values are used by the
system to compare the data reported by the institution to the data of institutions that are in the same sector
(e.g., public/private, 4-year/2-year) to see if the calculated value is an extreme value that is too high or low.
While it is not anticipated that your institution would have the same overall revenue or expenses, this
comparison may be useful for ensuring that all appropriate amounts have been included in the finance
survey component, or excluded when appropriate.
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Public Institutions Using GASB Standards
1) Can public institutions report using FASB?
Yes, but only in very rare instances. Your finance/business officer will know which version of the finance
component should be completed.
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2) I see the term CV on several lines of the finance survey. What is this referring to?
CV is an abbreviation for Calculated Value. You do not need to enter an amount on this line. Once you click
on Verify and Save, the system will calculate the amount based on other data you have entered. A formula
may be found in the same block where you find the abbreviation CV.
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3) What are operating versus nonoperating revenues?
Operating revenues are received in exchange for goods or services provided, such as sales or tuition. The
payer must also be the one who receives the services. Nonoperating revenues result from “nonexchange
transactions” such as donations, state appropriations, tax revenues, and certain grants.
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4) We reported federal appropriations in operating revenues rather than non-operating revenues in our financial
statements. How should I report them on IPEDS?
Federal appropriations are usually accounted for as non-operating revenues, similarly to state appropriations.
Amounts reported as federal appropriations are intended to meet current operating expenses, and not
generally intended for a specific purpose as operating revenues are. If, however, the institution included the
revenue in operating revenue, report it there for purposes of IPEDS as well.
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5) What are some examples of independent operations?
Independent operations include federally funded labs such as Argonne at the University of Chicago, the
Livermore Labs in the UC system, and the Jet Propulsion Lab at Cal Tech. These are major ancillary
operations that are related to the primary missions of instruction, research, and public service but they are
so significant as to warrant separate classification.
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6) I have an edit that says that Other revenue (or expense) can’t be negative. I didn’t enter it. What do I do?
This amount is a calculated value. It is derived by subtracting the sum of the detail items above this amount
from the total below it. Negative amounts in these fields are caused when the total entered is less that the
sum of the detail items entered. Check for keying errors and recheck totals. Nonoperating expenses, such as
interest on debt, should be reported on Part C.
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7) What are discounts and allowances (Part E)? (We don’t discount our tuition.)
Discounts and allowances are simply the part of scholarships used to pay institutional charges such as tuition
and fees or room and board. The difference between total scholarships (reported in the top part of Part E)
and net scholarships expenses (reported on Part C) is total discounts and allowances.
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8) We do not capitalize our library. Do I report it on Part A page 2?
If you do not capitalize it, do not report it in property, plant, and equipment.
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9) Why does operation and maintenance of plant appear as both a row and column in Part C (expenses and other
deductions)?
In the new aligned form for GASB institutions, operation and maintenance of plant appear as both a row and
column in Part C (expenses and other deductions). The row and column are designed to be used to show
how the institution distributes operation and maintenance (O&M) of plant expenses. The total row and
column have zeroes for O&M. Consequently, the cell where the O&M column and row intersect should be a
negative number equal to the total O&M expenses of the institution.
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10) How should my institution report the allocation of depreciation, operation and maintenance of plant (O&M), and
interest expenses to the other functional expense categories in Part C?
The National Association of College and University Business Officers (NACUBO) has prepared an advisory
report (AR 2010-1), entitled, Public Institutions: Methodologies for Allocating Depreciation, Operation and
Maintenance of Plant, and Interest Expenses to Functional Expense Categories
http://www.nacubo.org/Documents/BusinessPolicyAreas/AR_2010_1.pdf to assist public institutions in
developing an approach to allocating these expenses among the functional expense categories. The Advisory
Report steps through a cost allocation approach. Because independent institutions have been allocating such
costs for more than a decade, the Report focuses on methods currently used by independent institutions.
Operation and maintenance expenses should still also be reported in their applicable natural categories,
including salaries, employee benefits, interest, depreciation, and all other expenses. The operations and
maintenance column of the operations and maintenance row must be the negative amount of total
operations and maintenance.
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11) If my institution is a GASB-reporter, where should my institution report the gain or loss on the sale of a plant
asset?
Such components in the changes in the net assets of the institution should be reflected in Line 05 in Part D Summary of Changes in Net Assets. Although this line is a calculated value that is entitled, Adjustments to
beginning net assets, this is the most appropriate place for these values to be captured (instead of as Other
revenue or Other expenses in Part B or C). Although this type of transaction is NOT an adjustment to
beginning net assets, this is the best place for it to be captured in the IPEDS finance component for
comparability with FASB-reporters. Additionally, institutions having such type of transactions should explain
that in the context box available in Part D.
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12) Where did component units go?
Separate reporting was eliminated when institutions moved to the new aligned reporting that was
mandatory starting in 2010-11. Because the reporting of component units is unique to institutions using
GASB standards (mostly used by public institutions) and not required by those using FASB standards (mostly
private institutions), alignment would be better achieved if these units were not included. However,
component unit information should still be included when reporting endowment assets in Part H.
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13) How do I report deferred outflows and deferred inflows in Part A: Statement of Financial Position?
In order to comply with GASB Statement 63, deferred outflows and deferred inflows will need to be reported
in Part A: Statement of Financial Position. Deferred outflows of resources should be included in Line 01 "
Total Current Assets" and deferred inflows of resources should be included in Line 09 "Total Current
Liabilities." This will cause the total assets to equal total assets plus deferred outflows of resources and total
liabilities to equal total liabilities plus deferred inflows of resources.
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Private Not-for-Profit and Public Institutions Using FASB
1) My institution is primarily a hospital with a small instruction program. How should I report the hospital part of my
institution?
Hospitals with a small nursing school or radiologic technology program should report activity for the
instructional program only. The hospital revenues and expenses should not be included. If the instructional
program revenues and expenses cannot be separated from the hospital, contact the Help Desk for further
options for reporting.
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2) What are some examples of independent operations?
Independent operations include federally funded labs such as Argonne at the University of Chicago, the
Livermore Labs in the University of California system, and the Jet Propulsion Lab at Cal Tech. These are
major ancillary operations that are related to the primary missions of instruction, research, and public
service but they are so significant as to warrant separate classification.
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3) What value do I use to report plant, property, and equipment on the second page of Part A?
This is the book value (or the value reported in the accounting records) of these assets without consideration
for accumulated depreciation. This amount should be reported in the notes to the financial statements, or
may be supplied by the business/finance officer of the institution.
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4) I have an edit that says that Other revenue (or expense) can’t be negative. I didn’t enter it. What do I do?
This amount is a calculated value. It is derived by subtracting the sum of the detail items above this amount
from the total below it. Negative amounts in these fields are caused when the total entered is less that the
sum of the detail items entered. Check for keying errors and recheck totals.
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5) I see the term CV on several lines of the finance survey. What is this referring to?
CV is an abbreviation for Calculated Value. You do not need to enter an amount on this line. Once you click
on Verify and Save, the system will calculate the amount based on other data you have entered. A formula
may be found in the same block where you find the abbreviation CV.
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6) What is the difference between funded and unfunded institutional grants as reported on the Student Grants part of
the survey?
Funded grants are institutional resources restricted for student aid, such as scholarships and fellowships.
They have been restricted by an outside source such as a donor or contract. Unfunded institutional grants
are those that are awarded to students from unrestricted institutional resources.
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7) What are allowances in Part C (Scholarships and Fellowships)?
Allowances are the portion of scholarships awarded to students that are used to pay institutional charges
such as tuition and fees or room and board.
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8) Why does operation and maintenance of plant appear as both a row and column in Part E (expenses)?
The row and column are designed to be used to show how the institution distributes operation and
maintenance (O&M) of plant expenses. Since not- for-profit accounting does not recognize O&M as a
function, the total row and column have zeroes for O&M. Consequently, the cell where the O&M column and
row intersect should be a negative number equal to the total O&M expenses of the institution.
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Private for-profit institutions
What income tax expenses should my institution report if I belong to both a multiinstitution/multi-campus organization and an IPEDS parent/child relationship?
1)
If the institution can report combined tax expenses for itself and child institutions, it is encouraged to do so. However, if the
institution cannot dis-aggregate tax expenses for itself and child institutions to report, it may report the aggregate amount
paid by the multi-institution/multi-campus organization.
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2) I have an edit that says that Other revenue (or expense) can’t be negative. I didn’t enter it. What do I do?
This amount is a calculated value. It is derived by subtracting the sum of the detail items above this amount
from the total below it. Negative amounts in these fields are caused when the total entered is less that the
sum of the detail items entered. Check for keying errors and recheck totals.
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3) I see the term CV on several lines of the finance survey. What is this referring to?
CV is an abbreviation for Calculated Value. You do not need to enter an amount on this line. Once you click
on Verify and Save, the system will calculate the amount based on other data you have entered. A formula
may be found in the same block where you find the abbreviation CV.
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4) What are allowances in Part C (Student Grants)?
Allowances are the portion of scholarships awarded to students that are used to pay institutional charges
such as tuition and fees or room and board.
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5) Why does operation and maintenance of plant appear as both a row and column in Part E (expenses)? (Updated:
12/17/2014)
The row and column are designed to be used to show how the institution distributes operation and
maintenance (O&M) of plant expenses. Since not- for-profit accounting does not recognize O&M as a
function, the total row and column have zeroes for O&M. Consequently, the cell where the O&M column and
row intersect should be a negative number equal to the total O&M expenses of the institution.
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6) The financial records of my institution do not break down expenses the way they are listed on Part E. How do I
report expenses for my institution? (Updated: 12/17/2014)
The National Association of College and University Business Officers (NACUBO) has prepared an advisory
report (AR 2010-1), entitled, Public Institutions: Methodologies for Allocating Depreciation, Operation and
Maintenance of Plant, and Interest Expenses to Functional Expense
Categories http://www.nacubo.org/Documents/BusinessPolicyAreas/AR_2010_1.pdf to assist public
institutions in developing an approach to allocating these expenses among the functional expense categories.
The Advisory Report steps through a cost allocation approach. Because independent institutions have been
allocating such costs for more than a decade, the Report focuses on methods currently used by independent
institutions.
Operation and maintenance expenses should still also be reported in their applicable natural categories,
including salaries, employee benefits, interest, depreciation, and all other expenses. The operations and
maintenance column of the operations and maintenance row must be the negative amount of total
operations and maintenance. If you need further assistance classifying your expenses, please call the Help
Desk.
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2014-15 Survey Materials > Narrative Edits
date: 3/13/2015
Finance for Non-degree-granting, Public institutions using GASB Reporting Standards
Edit specifications for the 2014-15 IPEDS Web-Based Data Collection
Finance Component
Applicable to Non-degree-granting, Public GASB-reporting institutions that are NOT 'full children'
NOTE: The specifications in this document apply to the institutions listed above and related administrative
offices. Some sections and parts may not apply to your particular institution. Please read the specifications
carefully to determine which sections and/or parts apply to your institution.
All screens must be completed in order to lock the survey.
Screening Questions
Part A: Assets and Property
Part E: Scholarships and Fellowships
Part B: Revenues and Other Additions
Part C: Expenses and Other Deductions
Part D: Summary of Changes in Net Position
Part J: Census Revenue Data
Part K: Census Expenditure Data
Part L: Debt and Assets
Please note that in the Finance survey component, administrative offices that are full parents must
complete screens based on the level of their full child institution.
Screening Questions
Reporting Method
To begin this survey, you must indicate which reporting standards your institution uses to prepare its financial statements.
Your options include the following:
• GASB (Governmental Accounting Standards Board), using standards of GASB 34 & 35
• FASB (Financial Accounting Standards Board)
Note: If you select FASB for the question above, then you are not referencing the correct narrative edit document. Please
refer to the document for public institutions using FASB Reporting Standards.
General Information
On this screen, you must provide the following information. The answers given here will determine which screens your
institution is shown throughout the remainder of this survey.
• Enter the Beginning date for your institution’s Fiscal Year Calendar by month (MM) and year (YYYY). The date
reported should be for the most recent fiscal year ending before October 1, 2014.
• Enter the Ending date for your institution’s Fiscal Year Calendar by month (MM) and year (YYYY). The date
reported should be for the most recent fiscal year ending before October 1, 2014.
• Indicate the type of audit opinion your institution received on its General Purpose Financial Statements for the
fiscal year specified above. You may choose from the following options:
◦
◦
◦
Unqualified
Qualified (If this option is selected, then you must explain the nature of the qualification in the context
box at the bottom of the screen.)
Don’t know (If this option is selected, then you must provide an explanation in the context box at the
bottom of the screen.)
The system will perform the following edits on the data entered:
• The Month entered for the Beginning date of the fiscal year should be between 1 and 12.
• The Month entered for the Ending date of the fiscal year should be between 1 and 12.
• The Year entered for the Beginning date of the fiscal year should be either 2012 or 2013.
• The Year entered for the Ending date of the fiscal year should be either 2013 or 2014.
• The fiscal year Beginning date cannot be earlier than October 2012.
• The fiscal year Ending date cannot be later than October 2014.
• The fiscal year Ending date must be between 1 and 12 months later than the reported fiscal year Beginning
date.
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Part A: Assets and Property
Applicable to institutions that are NOT partial children, amounts reported by parent institutions should
include ALL of the child institutions
For Part A, you must report your institution’s assets, liabilities, net assets, and capital assets for the most recent 12month fiscal year.
Statement of Net Assets, Page 1
Enter the Current year amount for each of the following:
• Total current assets (line 01)
• Depreciable capital assets, net of depreciation (line 31)
• Total noncurrent assets (line 05)
• Long-term debt, current portion (line 07)
• Total current liabilities (line 09)
• Long-term debt, noncurrent portion (line 10)
• Total noncurrent liabilities (line 12)
• Invested in capital assets, net of related debt (line 14)
• Restricted net assets-expendable (line 15)
• Restricted net assets-nonexpendable (line 16)
Upon saving the screen, the system uses the above values to calculate additional information which may be used
throughout this survey. Prior year amounts are displayed for your reference.
The system will perform the following edits on the data entered:
• A value must be entered for Total current assets (line 01).
• The value reported for Total current assets must be greater than 0.
• The calculated value for Total assets (line 06) is expected to be greater than 0.
• The calculated value for Total assets is expected to be within a 50% range of the corresponding Prior year
amount.
• If the Prior year amount of Total assets is greater than 0, then the current year value may NOT be equal to
that amount.
• The calculated value for Other current liabilities (line 08) cannot be negative.
• The value reported for Total current liabilities (line 09) is expected to be greater than 0.
• The calculated value for Other noncurrent liabilities (line 11) cannot be negative.
• The calculated value for Total liabilities (line 13) is expected to be greater than 0.
• The calculated value for Total liabilities is expected to be within a 50% range of the corresponding Prior year
amount.
• If the Prior year amount of Total liabilities is greater than 0, then the current year value may NOT be equal to
that amount.
• A value is expected to be entered for Invested in capital assets, net of related debt (line 14).
• The value reported for Invested in capital assets, net of related debt cannot be negative.
• The calculated value for Unrestricted net assets (line 17) is expected to be greater than 0.
• The calculated value for Total net assets (line 18) cannot be negative.
Statement of Net Assets, Page 2
On this
•
•
•
•
•
•
•
•
screen, enter the Ending balance for each of the following:
Land and land improvements (line 21)
Infrastructure (line 22)
Buildings (line 23)
Equipment, including art and library collections (line 32)
Construction in progress (line 27)
Accumulated depreciation (line 28)
Intangible assets, net of accumulated amortization (line 33)
Other capital assets (line 34)
Upon saving the screen, the system uses the first five items above to calculate a Total for Plant, Property and
Equipment value for use throughout this survey. Prior year amounts are displayed for your reference.
The system will perform the following edits on the data entered:
• The calculated value for Total for Plant, Property and Equipment is expected to be greater than 0.
• The value reported for Accumulated Depreciation (line 28) is expected to be greater than 0.
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Part E: Scholarships and Fellowships
On this screen, you must report details about your institution’s scholarship and fellowship expenses for the most recent 12
-month fiscal year.
Enter the Current year amount for each of the following:
• Pell grants, federal (line 01)
• Other federal grants (line 02)
• Grants by state government (line 03)
• Grants by local government (line 04)
• Institutional grants from restricted resources (line 05)
• Total gross scholarships and fellowships (line 07)
• Discounts and allowances applied to tuition and fees (line 08)
• Discounts and allowances applied to sales and services of auxiliary enterprises (line 09)
Upon saving the screen, the system uses the above values to calculate additional information such as Institutional grants
from unrestricted resources (line 06 = line 07 - (line 01 through line 05) ), Total discounts and allowances (line 10 = line
08 + line 09), and Net scholarships and fellowships expenses after deducting discounts and allowances (line 11 = line 07 line 10) which may be used throughout this survey. Prior year amounts are displayed for your reference.
The system will perform the following edits on the data entered:
• If your institution is NOT an administrative office, then the value reported for Pell grants (line 01) is expected to
be greater than 0.
• The value reported for Pell grants is expected to be within a 50% range of the corresponding Prior year
amount.
• The value reported for Other federal grants (line 02) is expected to be within a 50% range of the corresponding
Prior year amount.
• A value is expected to be entered for Grants by state government (line 03).
• The calculated value for Institutional grants from unrestricted sources (line 06) cannot be negative.
• If the Prior year amount of Total gross scholarships and fellowships (line 07) is greater than 0, then the
current year value may NOT be equal to that amount.
• The value reported for Total gross scholarships and fellowships (line 07) is expected to be within a 50%
range of the corresponding Prior year amount.
• If your institution is NOT an administrative office, then a value must be entered for Discounts and allowances
applied to tuition and fees (line 08).
• The value reported for Discounts and allowances applied to tuition and fees (line 08) is expected to be
greater than 0.
• The value reported for Discounts and allowances applied to tuition and fees is expected to be within a 50%
range of the corresponding Prior year amount.
• The calculated value for Total discounts and allowances (line 10) must be less than or equal to the value
reported for Total gross scholarships and fellowships (line 07).
•
•
If your institution is NOT an administrative office, then the calculated value for Net scholarships and
fellowships expenses after deducting discounts and allowances (line 11) is expected to be greater than 0.
If your institution is NOT an administrative office, then the calculated value for Net scholarships and
fellowships expenses after deducting discounts and allowances cannot be negative.
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Part B: Revenues and Other Additions
For Part B, you must report your institution’s operating revenues, nonoperating revenues, and other revenues using the
screens provided.
Operating Revenues, Part 1
On this screen, you must report your institution’s operating revenues for the most recent 12-month fiscal year.
Enter the Current year amount for each of the following:
• Tuition and fees (line 01)
• Federal operating grants and contracts (line 02)
• State operating grants and contracts (line 03)
• Local government operating grants and contracts (line 04a)
• Private operating grants and contracts (line 04b)
• Sales and services of educational activities (line 26)
• Total operating revenues (line 09)
Upon saving the screen, the system uses the above values to calculate additional information which may be used
throughout this survey. Prior year amounts are displayed for your reference.
The system will perform the following edits on the data entered:
• If your institution is NOT an administrative office, then the value reported for Tuition and fees (line 01) is
expected to be greater than 0.
• The value reported for Tuition and fees is expected to be within a 50% range of the corresponding Prior year
amount.
• The calculated value for Other sources - operating (line 08) cannot be negative.
• If your institution is NOT an administrative office, then the value reported for Total operating revenues (line
09) must be greater than 0.
• The value reported for Total operating revenues is expected to be within a 50% range of the corresponding
Prior year amount.
• If the Prior year amount of Total operating revenues is greater than 0, then the current year value may NOT
be equal to that amount.
Nonoperating Revenues, Part 2
On this screen, you must report your institution’s nonoperating revenues for the most recent 12-month fiscal year.
Enter the Current year amount for each of the following:
• Federal appropriations (line 10)
• State appropriations (line 11)
• Local appropriations, education district taxes and similar support (line 12)
• Federal nonoperating grants (line 13)
• State nonoperating grants (line 14)
• Local government nonoperating grants (line 15)
• Gifts, including contributions from affiliated organizations (line 16)
• Investment income (line 17)
• Total nonoperating revenues (line 19)
Upon saving the screen, the system uses the above values and other values entered throughout Part B to calculate
additional information which may be used throughout this survey. Prior year amounts are displayed for your reference.
Additionally, the 12-month Student FTE from the current year 12-month Enrollment survey is displayed (line 28). This
value is used in combination with the reported data to calculate the Total operating and nonoperating revenues per
student FTE (line 29).
The system will perform the following edits on the data entered:
• A value must be entered for State appropriations (line 11).
• If your institution is NOT an administrative office, then the value reported for Federal nonoperating grants (line
13) is expected to be greater than 0.
• If your institution is NOT an administrative office, then a value is expected to be entered for Gifts (line 16).
• The calculated value reported for Other nonoperating revenues (line 18) cannot be negative.
• A value must be entered for Total nonoperating revenues (line 19).
• The value reported for Total nonoperating revenues is expected to be greater than 0.
• If the Prior year amount of Total nonoperating revenues is greater than 0, then the current year value may
NOT be equal to that amount.
• If your institution is a 2-year institution and a value greater than 0 is preloaded for the 12-month Student FTE
from E12 (line 28), then the value calculated for Total operating and nonoperating revenues per student
FTE (line 29) is expected to be between 3,000 and 60,000. I f the value is greater than 75,000, then a fatal error
will occur.
• If your institution is a less-than-2-year institution and a value greater than 0 is preloaded for the 12-month
Student FTE from E12 (line 28), then the value calculated for Total operating and nonoperating revenues
per student FTE (line 29) is expected to be between 3,000 and 75,000. I f the value is greater than 100,000,
then a fatal error will occur.
The following edit will compare the data entered on this screen to other parts of the Finance component:
• The value reported for Federal nonoperating grants is expected to be greater than or equal to the amount
reported for Pell grants in Part E of this survey.
Other Revenues, Part 3
On this screen, you must report your institution’s other revenues and additions for the most recent 12-month fiscal year.
Enter the Current year amount for Total other revenues and additions (line 24).
Upon saving the screen, the system uses this value and other values entered throughout Part B to calculate the Total all
revenues and other additions (line 25) for use throughout this survey. Prior year amounts are displayed for your
reference.
The system will perform the following edits on the data entered:
• A value must be entered for Total other revenues and additions (line 24).
• The value reported for Total other revenues and additions (line 24) cannot be negative.
• If your institution is NOT an administrative office, and the calculated value for Total all revenues and other
additions (line 25) is greater than 100 million, then the value entered for Total other revenues and additions
(line 24) should be greater than 0.
• The calculated value for Total all revenues and other additions (line 25) should be greater than 0.
• The calculated value for Total all revenues and other additions (line 25) is expected to be within a 50% range
of the corresponding Prior year amount.
• If the Prior year amount of Total all revenues and other additions (line 25) is greater than 0, then the
current year value may NOT be equal to that amount.
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Part C: Expenses and Other Deductions
For Part C, you must report your institution’s expenses by function for the most recent 12-month fiscal year.
Applicable to all non-administrative offices, and administrative offices that are full parents
For each applicable expense type (Total amount, Salaries and wages, Employee fringe benefits, Operation and
maintenance of plant, Depreciation, and Interest), enter the amount of operating and non-operating expenses
incurred in each of the following functional categories:
• Instruction (line 01)
• Research (line 02)
• Public service (line 03)
• Academic support (line 05)
• Student services (line 06)
• Institutional support (line 07)
•
•
Operation and maintenance of plant (line 08)
Total expenses and deductions (line 19)
Upon saving the screen, the system will use the above values to calculate the amount of All other expenses (column 7)
within each functional category, and the amount of Other expenses and deductions (line 14) incurred by expense type.
For your reference, the PY Total Amount for each functional category is displayed, along with the Prior year amount of
Total expenses and deductions by expense type.
Additionally, the 12-month Student FTE from the current year 12-month Enrollment survey is displayed (line 20). This
value is used in combination with the reported data to calculate the Total expenses and deductions per student FTE
(line 21).
The system will perform the following edits on the data entered:
• For each functional category, the values reported for each expense type must be less than or equal to the Total
amount (column 1) reported for that category.
• For each expense type and functional category, the value reported cannot be negative ; with the following
exception:
◦ The Operation and maintenance of plant expense type (column 4) in the Operation and
maintenance of plant category (line 08).
• The Total amount (column 1) reported for Instruction (line 01) is expected to be greater than 0.
• The Total Amount reported for Instruction (line 01) is expected to be within a 50% range of the corresponding
PY Total Amount (column 8).
• The Total Amount reported for Research (line 02) is expected to be within a 50% range of the corresponding
PY Total Amount (column 8).
• The Total Amount reported for Public service (line 03) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
• A Total Amount (column 1) must be entered for Academic support (line 05).
• The Total Amount reported for Academic support (line 05) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
• A Total Amount (column 1) must be entered for Student Services (line 06).
• The Total Amount reported for Student Services (line 06) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
• A Total Amount (column 1) must be entered for Institutional support (line 07).
• The Total Amount reported for Institutional support (line 07) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
• The Total amount (column 1) reported for Total expenses and deductions (line 15) must be greater than 0.
• If the Prior year amount of Total expenses and deductions (line 19) is greater than 0, then the Total
amount may NOT be equal to that amount.
• For each expense type, the value reported for Total expenses and deductions (line 15) is expected to be within
a 50% range of the corresponding Prior year amount.
• The Salaries and wages (column 2) reported for Instruction (line 01) is expected to be greater than 0.
• The Salaries and wages (column 2) reported for Total expenses and deductions (line 15) must be greater
than 0.
• The Employee fringe benefits (column 3) reported for Total expenses and deductions (line 15) must be
greater than 0.
• If the value reported for the Operation and maintenance of plant expense type (column 4) in the Operation
and maintenance of plant category (line 08) is less than -1 million, then the amount reported for Instruction
(line 01) in column 4 must be within a range of -10% to -70% of the absolute value of that amount.
• If a value greater than 0 is reported on any line for the Operation and maintenance of plant expense type
(column 4), then the value reported for the Operation and maintenance of plant expense type (column 4) in
the Operation and maintenance of plant category (line 08) on this screen must be negative.
• A Total expenses and deductions (line 19) value must be entered for Depreciation (column 5).
• If the Total expenses and deductions (line 19) reported for Depreciation (column 5) is greater than 1 million,
then the amount allocated to Instruction (line 01) must be between 10% and 70% of the total amount.
• If the Total expenses and deductions reported for Depreciation (column 5) is greater than 1 million, then the
value calculated for Other expenses and deductions (line 14) must be less than 50% of the total amount.
• A Total expenses and deductions (line 19) value must be entered for Interest (column 6).
• If the Total expenses and deductions (lin e 19) reported for Interest (column 6) is greater than 1 million,
then the amount allocated to Instruction (line 01) must be between 10% and 70% of the total amount.
• If the Total expenses and deductions reported for Interest (column 6) is greater than 1 million, then the
value calculated for Other expenses and deductions (line 14) must be less than 50% of the total amount.
• If your institution is a 2-year institution, and a value greater than 0 is preloaded for the 12-month Student FTE
from E12 (line 20), then the value calculated for Total expenses and deductions per student FTE (line 21) is
expected to be between 3,000 and 60,000. If the value is greater than 75,000, then a fatal error will occur.
• If your institution is a less-than-2-year institution, and a value greater than 0 is preloaded for the 12-month
Student FTE from E12 (line 20), then the value calculated for Total expenses and deductions per student
FTE (line 21) is expected to be between 3,000 and 75,000. If the value is greater than 100,000, then a fatal error
will occur.
The following edits will compare the data entered on this screen to other parts of the Finance component:
• If the Total for Plant, Property and Equipment calculated on the Statement of Net Assets, Page 2 screen in
Part A of this survey is greater than 10 million, then the value reported for the Operation and maintenance of
plant expense type (column 4) in the Operation and maintenance of plant category (line 08) on this screen
must be negative.
• The sum of Total operating revenues and Total nonoperating revenues reported in Part B of this survey is
expected to be within a 25% range of the Total amount (column 1) reported for Total expenses and
deductions (line 19) on this screen.
• If the Total for Plant Property and Equipment reported in Part A of this survey is greater than 10 million,
then the Total expenses and deductions (line 19) reported for Depreciation (column 5) must be greater than
0.
• If the Long term debt reported in Part A of this survey is greater than 1 million, then the Total expenses and
deductions (line 19) reported for Interest (column 6) must be greater than 0.
Applicable to administrative offices that are not full parents
For each applicable expense type (Total amount, Salaries and wages, Employee fringe benefits, Operation and
maintenance of plant, Depreciation, and Interest), enter the amount of operating and non-operating expenses
incurred in each of the following functional categories:
• Instruction (line 01)
• Research (line 02)
• Public service (line 03)
• Academic support (line 05)
• Student services (line 06)
• Institutional support (line 07)
• Operation and maintenance of plant (line 08)
• Scholarships and fellowships expenses (line 10)
• Auxiliary enterprises (line 11)
• Total expenses and deductions (line 19)
Upon saving the screen, the system will use the above values to calculate the amount of All other expenses (column 7)
within each functional category, and the amount of Other expenses and deductions (line 14) incurred by expense type.
For your reference, the PY Total Amount for each functional category is displayed, along with the Prior year amount of
Total expenses and deductions by expense type.
Additionally, the 12-month Student FTE from the current year 12-month Enrollment survey is displayed (line 20). This
value is used in combination with the reported data to calculate the Total expenses and deductions per student FTE
(line 21).
The system will perform the following edits on the data entered:
• For each functional category, the values reported for each expense type must be less than or equal to the Total
amount (column 1) reported for that category.
• For each expense type and functional category, the value reported cannot be negative; with the following
exception:
◦ The Operation and maintenance of plant expense type (column 4) in the Operation and
maintenance of plant category (line 08).
• The Total Amount reported for Instruction (line 01) is expected to be within a 50% range of the corresponding
PY Total Amount (column 8).
• The Total Amount reported for Research (line 02) is expected to be within a 50% range of the corresponding
PY Total Amount (column 8).
• The Total Amount reported for Public service (line 03) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
• A Total Amount (column 1) must be entered for Academic support (line 05).
• The Total Amount reported for Academic support (line 05) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
• A Total Amount (column 1) must be entered for Student Services (line 06).
• The Total Amount reported for Student Services (line 06) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
• A Total Amount (column 1) must be entered for Institutional support (line 07).
• The Total Amount reported for Institutional support (line 07) is expected to be within a 50% range of the
corresponding PY Total Amount (column 8).
• The Total amount (column 1) reported for Scholarships and fellowships expenses (line 10) is expected to be
equal to 0.
• The Total amount (column 1) reported for Total expenses and deductions (line 15) must be greater than 0.
• If the Prior year amount of Total expenses and deductions (line 19) is greater than 0, then the Total
amount may NOT be equal to that amount.
• For each expense type, the value reported for Total expenses and deductions (line 15) is expected to be within
a 50% range of the corresponding Prior year amount.
•
•
•
•
•
•
•
The Salaries and wages (column 2) reported for Total expenses and deductions (line 15) must be greater
than 0.
The Employee fringe benefits (column 3) reported for Total expenses and deductions (line 15) must be
greater than 0.
If a value greater than 0 is reported on any line for the Operation and maintenance of plant expense type
(column 4), then the value reported for the Operation and maintenance of plant expense type (column 4) in
the Operation and maintenance of plant category (line 08) on this screen must be negative.
A Total expenses and deductions (line 19) value must be entered for Depreciation (column 5).
If the Total expenses and deductions reported for Depreciation (column 5) is greater than 1 million, then the
value calculated for Other expenses and deductions (line 14) must be less than 50% of the total amount.
A Total expenses and deductions (line 19) value must be entered for Interest (column 6).
If the Total expenses and deductions reported for Interest (column 6) is greater than 1 million, then the
value calculated for Other expenses and deductions (line 14) must be less than 50% of the total amount.
The following edits will compare the data entered on this screen to other parts of the Finance component:
• If the amount of Tuition and fees reported on the Operating Revenues screen in Part B of this survey is equal
to 0, then the values reported for Instruction (line 01) and Public service (line 03) on this screen are also
expected to be equal to 0 for the following expense types:
◦ Total amount (column 1)
◦ Salaries and wages (column 2)
◦ Employee fringe benefits (column 3)
◦ Depreciation (column 5)
• If the Total for Plant Property and Equipment reported in Part A of this survey is greater than 10 million,
then the Total expenses and deductions (line 19) reported for Depreciation (column 5) must be greater than
0.
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Part D: Summary of Changes in Net Position
Applicable to institutions that are NOT partial parents
On this screen, you must report details about your institution’s changes in net position for the most recent 12-month fiscal
year.
Enter the Current year amount for Net position beginning of year (line 04).
The values for Total Revenues and other additions from Part B, Total expenses and deductions from Part C, and
Net position end of year from Part A are preloaded for your reference. Upon saving the screen, the system uses the
above values to calculate additional information which may be used throughout this survey. Prior year amounts are
displayed for your reference.
The system will perform the following edits on the data entered:
• The calculated value for Change in net position during year (line 03) is expected to be greater than 0.
• The value reported for Net position beginning of year (line 04) is expected to be equal to the Prior year
amount of Net position end of year (line 06).
• The calculated value for Adjustments to beginning net position (line 05) is expected to be between -10 million
and 10 million.
Applicable to institutions that are partial parents, the amounts reported should include ALL of the child
institutions
On this screen, you must report details about changes in net position for your institution and all of its children for the
most recent 12-month fiscal year.
Enter the Current year amount for each of the following:
• Total revenues and other additions for this institution AND all of its child institutions (line 01)
• Total expenses and deductions for this institution AND all of its child institutions (line 02)
• Net position beginning of year for this institution AND all of its child institutions (line 04)
The value for Net position end of year from Part A is displayed for your reference. Upon saving the screen, the system
uses the above values to calculate additional information which may be used throughout this survey.
The system will perform the following edits on the data entered:
• A value must be entered for Total revenues and other additions (line 01).
• The value reported for Total revenues and other additions (line 01) is expected to be within a 50% range of
the Prior year amount.
• If the Prior year amount reported for Total revenues and other additions (line 01) is greater than 0, then
the current year value may NOT be equal to that amount.
• A value must be entered for Total expenses and deductions (line 02).
• The value reported for Total expenses and deductions (line 02) is expected to be within a 50% range of the
Prior year amount.
• The amount reported for Total expenses and deductions (line 02) cannot be equal to the corresponding Prior
year amount.
• The calculated value for Change in net position during year (line 03) is expected to be greater than 0.
• The amount entered for Net position beginning of year (line 04) is expected to be equal to the Prior year
amount of Net position end of year (line 06).
• The calculated value for Adjustments to beginning net position (line 05) is expected to be between -10 million
and 10 million.
The following edits will compare the data entered on this screen to other parts of the Finance component:
• The value reported for Total revenues and other additions (line 01) on this screen must be greater than the
value calculated for Total all revenues and other additions on the Other Revenues screen in Part B of this
survey.
• The value reported for Total expenses and deductions (line 02) on this screen must be greater than the Total
amount reported for Total expenses and deductions in Part C of this survey.
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Part J: Census Revenue Data
On this screen, you must report your institution’s revenue data for the U.S. Census Bureau for the most recent 12-month
fiscal year.
For each applicable expense type (Total for all funds and operations, Education and general/independent
operations, Auxiliary enterprises, Hospitals, and Agriculture extension/experiment services), enter an amount
for each of the following source types:
• Sales and Services (line 02)
• Federal grant and contracts, excludes Pell grants (line 03)
• State appropriations, current and capital (line 04)
• State grants and contracts (line 05)
• Local appropriation, current and capital (line 06)
• Local government grants and contracts (line 07)
• Receipts from property and non-property taxes (line 08)
• Gifts and private grants, including capital grants (line 09)
• Interest earnings (line 10)
• Dividend earnings (line 11)
• Realized capital gains (line 12)
The system will not perform any edits on the data entered on this screen.
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Part K: Census Expenditure Data
On this screen, you must report your institution’s expenditure data for the U.S Census Bureau for the most recent 12month fiscal year.
For each applicable type of revenue (Total for all funds and operations, Education and general/independent
operations, Auxiliary enterprises, Hospitals, and Agriculture extension/experiment services), enter an amount
for each of the following source types:
• Salaries and wages (line 01)
• Employee benefits, total (line 02)
• Payment to state retirement funds, may be included in employee benefits (line 03)
• Current expenditures other than salaries (line 04)
•
•
•
•
Construction (line 05)
Equipment purchases (line 06)
Land purchases (line 07)
Interest on debt outstanding, all funds and activities (line 08)
The system will not perform any edits on the data entered on this screen.
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Part L: Debt and Assets
For Part L, you must report your institution’s debt and assets for the U.S Census Bureau for the most recent 12-month
fiscal year.
Debt
Enter an amount for each of the following categories related to your institution’s debt:
• Long-term debt outstanding at beginning of fiscal year (line 01)
• Long-term debt issued during fiscal year (line 02)
• Long-term debt retired during fiscal year (line 03)
• Long-term debt outstanding at end of fiscal year (line 04)
• Short-term debt outstanding at beginning of fiscal year (line 05)
• Short-term debt outstanding at end of fiscal year (line 06)
The system will not perform any edits on the data entered on this screen.
Assets
Enter an amount for each of the following categories
• Total cash and security assets held at end of
• Total cash and security assets held at end of
• Total cash and security assets held at end of
related to your institution’s assets:
fiscal year in sinking or debt service funds (line 07)
fiscal year in bond funds (line 08)
fiscal year in all other funds (line 09)
The system will not perform any edits on the data entered on this screen.
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| File Type | application/pdf |
| Author | Le, Bao |
| File Modified | 2015-11-12 |
| File Created | 2015-11-12 |