Last Update: 12/19/2022
IR Data Guide: Student Financials Fee-Class-Price Data Group
Background
The IUIE data group “GL Income by Account/Class” (SF_FCP_ITM_GL_GT) is designed to show the current net charges on students’ bursar accounts. It includes the accounting string (IU general ledger account, etc.) for each charge and in some cases an associated class number (i.e. a number that represents a class that a student enrolled in at some point). Also, the data change every night in this data group. For example, if a student’s tuition was reduced compared to last week, you will only see the current tuition charges.
This data group was also developed to help users see the subset of student charges that would pass through the monthly accounting feed1 to the IU general ledger, if the accounting feed process were run today. Two columns indicate this “anticipated accounting feed” information: SF_ANTP_GL_ACCTG_LN_IND and SF_ANTP_GL_ACCTG_LN_AMT. The field SF_ANTP_GL_ACCTG_LN_IND is set to Y where the general ledger assessed amount (SF_GL_ASSD_AMT) is not equal to the item amount (ITEM_AMT). Also, SF_ANTP_GL_ACCTG_LN_AMT indicates the dollar amount that would pass through the accounting feed if it were run today, equal to ITEM_AMT - SF_GL_ASSD_AMT. Note that for some categories of transactions (e.g. tuition revenue), the amount in SF_ANTP_GL_ACCTG_LN_AMT may be divided into deferred amounts in the monthly accounting feed.
In addition, class numbers are included in selected cases:
- All current class and course fees (e.g. for a dual credit class taken by a high school student).
- Term fees (e.g. Resident Undergraduate Tuition), but only for the class schedule as of the last change in the total term fees.
As a result, this table cannot be used to determine current enrollment data (who is enrolled, student course load, current class schedules of students, etc.), since it does not include all classes in which students are currently enrolled.2
Also, this table includes classes that the student has dropped, but whose charges remain on the student’s bursar account. Note that the column STU_ENRL_STAT_RSN_CD does not consistently indicate whether the student is currently enrolled in the class.
The data group “GL Income by Account/Class” (SF_FCP_ITM_GL_GT) is primarily used by budgetary offices at IU. It is also used for other purposes like the following:
- To support the AM360 dashboard “Available Student Fee Income for Academic Responsibility Centers”: https://ds.iu.edu/task/iu-bloomington/available-student-fee-income-for-academic-responsibility-centers
- To support the University Budget Office “Data Superhighway”: https://budget.iu.edu/reports/datasuperhighway.php
Here is a guide to some of the columns in this table that were added in February 2018:
| IUIE label | Technical name | Description/Purpose |
|---|---|---|
| Debit-Credit Indicator | DB_CR_IND | This table only includes the Credit (C) accounting string for each item type. |
| GL Interface Percentage - Tuition Item Types | SF_FCP_DRVD_GL_INT_TUIT_PCT | This is a new percentage field that is only calculated across tuition item types. This allows the AM360 report that only includes tuition item types to correctly represent the prorated class academic units. (Note that the other GL percentage column is calculated across all rows with the same class number, which may include fees other than tuition.) |
| Academic Units Assigned Number - Tuition Item Types | ACD_UNT_TUIT_ASGN_NBR | This is the prorated academic units across only tuition item type rows with a class number. It is different from ACD_UNT_ASGN_NBR, which is calculated across all rows with the same class number. |
| Item Type Keyword3 Value | BURSAR_ITM_TYP_KYWRD3_VAL | Keyword3 is an attribute of every item type. The first five characters of this field represent various attributes of the item type. See the IR Data Guide for this on the website https://uirr.iu.edu/resources/ir-data-guides/index.html. |
| Item Type Keyword3 GASB Name | BURSAR_ITM_TYP_KYWRD3_GASB_NM | This describes the fifth position of Keyword3 as used by FMS for calculating the Scholarship Allowance in the University Financial Statement, according to GASB/NACUBO guidelines. |
| Item Type Keyword Value | BURSAR_ITM_TYP_KYWRD_VAL | This is a different reporting field used by Student Financials to describe the purpose or use of the item type. |
| Item Type Level 2 Code | PPLSFT_ITM_TYP_LVL_2_CD | This is a high-level category for the item type from the item type tree. |
| Item Type Level 3 Code | PPLSFT_ITM_TYP_LVL_3_CD | This is a medium-level category for the item type from the item type tree. An example is "Tuition & Req Fees". |
| Item Type Level 4 Code | PPLSFT_ITM_TYP_LVL_4_CD | This is a medium-level category for the item type from the item type tree. An example is "Tuition". |
| Academic Career - Enrollment | SR_ENRL_ACAD_CAREER_CD | This is a more granular level category for the item type from the item type tree. An example is "UGRD_RES" for undergraduate resident tuition. |
| Course Subject KFS Chart | CRS_SUBJ_IU_FIN_COA_CD | This is the KFS chart that is associated with the course subject, as used by AM360. |
| Course Subject KFS Organization Code | CRS_SUBJ_IU_ORG_CD | This is the KFS organization code that is associated with the course subject, as used by AM360. |
| Anticipated GL Accounting Feed Indicator | SF_ANTP_GL_ACCTG_LN_IND | This indicator is set to Y to identify rows that would pass through the GL accounting feed if that monthly process were run today. This is the case if the general ledger assessed amount (SF_GL_ASSD_AMT) is not equal to the item amount (ITEM_AMT). |
| Anticipated GL Accounting Feed Amount | SF_ANTP_GL_ACCTG_LN_AMT | This is the dollar amount that would pass through the GL accounting feed if that monthly process were run today. It is equal to ITEM_AMT - SF_GL_ASSD_AMT. Note that for some categories of transactions (e.g. tuition revenue), the amount in SF_ANTP_GL_ACCTG_LN_AMT may be divided into deferred amounts in the monthly accounting feed. |
Here are the values that can be found in the new Item Type Level Code fields:
| PPLSFT_ITM_TYP_LVL_2_CD | PPLSFT_ITM_TYP_LVL_3_CD | PPLSFT_ITM_TYP_LVL_4_CD |
|---|---|---|
| APP_FEE_ENRL_DEP | APP_FEES | |
| TUITION & REQ FEES | TUITION | UGRD_RES |
| TUITION & REQ FEES | TUITION | UGRD_NONRES |
| TUITION & REQ FEES | TUITION | GRAD_RES |
| TUITION & REQ FEES | TUITION | GRAD_NONRES |
| TUITION & REQ FEES | TUITION | PROF_RES |
| TUITION & REQ FEES | TUITION | PROF_NONRES |
| TUITION & REQ FEES | TUITION | OTHER_RES |
| TUITION & REQ FEES | TUITION | OTHER_NONRES |
| TUITION & REQ FEES | TUITION | OTHER_TUITION |
| TUITION & REQ FEES | MANDATORY_FEES | TECH_FEES |
| TUITION & REQ FEES | MANDATORY_FEES | ACTIVITY_FEES |
| TUITION & REQ FEES | MANDATORY_FEES | HEALTH_FEES |
| TUITION & REQ FEES | MANDATORY_FEES | TRANS_FEES |
| TUITION & REQ FEES | ACADEMIC_FEES | PROGRAM_FEES |
| TUITION & REQ FEES | ACADEMIC_FEES | OVERSEAS_STUDY_FEES |
| TUITION & REQ FEES | ACADEMIC_FEES | OTHER_ACAD_FEES |
| TUITION & REQ FEES | ACADEMIC_FEES | TRANSCRIPT_FEES |
| COURSE_RELATED_FEES | ||
| COURSE_RELATED_FEES | MUSIC_PERFORMANCE | |
| HOUSING | HOUSING_AND_MEALS | ROOM_CHARGES |
| HOUSING | HOUSING_AND_MEALS | MEAL_PLANS |
| HOUSING | HOUSING_AND_MEALS | APP_AND_CAPITAL_FEES |
| HOUSING | HOUSING_AND_MEALS | MISC_AND_DAMAGES |
| HOUSING | HOUSING_AND_MEALS | HSG_ACTIVITY_FEES |
| HOUSING | RENTALS | |
| SHORT_TERM_LOANS | ||
| MISC_CHARGES | ||
| MISC_CHARGES | MISC_COLLECTIONS | |
| MISC_CHARGES | ORIENTATION_FEES | |
| MISC_CHARGES | INTERNATIONAL_FEES | INT_HEALTH_INSURANCE |
| MISC_CHARGES | INTERNATIONAL_FEES | INT_ORIENTATION_FEE |
| MISC_CHARGES | OPTIONAL_FEES | PARKING_DECAL |
| MISC_CHARGES | OPTIONAL_FEES | |
| MISC_CHARGES | PENALTY_FEES | LATE_REGISTRATION |
| MISC_CHARGES | PENALTY_FEES | LATE_SCHED_CHNG |
| MISC_CHARGES | PENALTY_FEES | SERVICE_CHARGES |
| MISC_CHARGES | PENALTY_FEES | LATE_PAYMENT |
| MISC_CHARGES | ADMIN_FEES | |
| MISC_CHARGES | RETURNED_ITEMS | |
| MISC_CHARGES | HEALTH_SERVICES | |
| MISC_CHARGES | LIBRARY | |
| MISC_CHARGES | PARKING | |
| MISC_CHARGES | EQUIP_RENTALS | |
| MISC_CHARGES | NONCREDIT_FEES | |
| MISC_CHARGES | MISC_FINES_DAMAGES | |
| MISC_CHARGES | MISC_FINES_DAMAGES | BOOKSTORE_CHARGES |
| MISC_CHARGES | DEPOSITS | |
| MISC_CHARGES | COLLECTION_COSTS | |
| REFUNDS | ||
| WRITEOFF | PRIOR_WRITEOFF | |
| WRITEOFF |
Here are some steps one can take to verify that the data in the table “GL Income by Account/Class” (SF_FCP_ITM_GL_ST/GT) are accurate, complete, and avoid duplicated data:
- The following set of columns (fields) in this table represent a unique row in the table:
- PRSN_UNIV_ID,
- BURSAR_BILL_CRR_CD,
- BURSAR_BSNS_UNIT_CD,
- SF_TRM_CD,
- CLS_NBR,
- SF_TRM_FEE_CD,
- SF_TUIT_GRP_IND,
- BURSAR_ITM_TYP_NM,
- BURSAR_ITM_NBR,
- GL_CHRT_NM,
- GL_ACCT_NBR,
- GL_OBJ_CD,
- GL_SUB_ACCT_CD,
- GL_SUB_OBJ_CD
- The summed item amount for each student, institution, term, and item type in SF_FCP_ITM_GL_ST/GT matches the SF Item table (SF_ITM_ST/GT).
- The two GL percentage columns each equal 100% for each class:
- GL_INTERFACE_PCT (calculated across all rows with the same class number)
- SF_FCP_DRVD_GL_INT_TUIT_PCT (calculated across all tuition rows with the same class number)
- Note that the values in these fields may have many decimals (i.e. are not rounded).
- For every row in SF_FCP_ITM_GL_ST/GT with a class number, these three fields match the class academic units in SR enrollment (SR_ENRL_ST), SR enrollment request (ODS_PSE.PS_ENRL_REQ_DETAIL), or the SR class tables (if the enrollment/request records have been deleted: ODS_PSE.PS_CLASS_TBL and ODS_PSE.PS_CLASS_ASSOC ):
- ACD_UNT_ASGN_NBR (prorated academic units across all rows with the same class number)
- ACD_UNT_TUIT_ASGN_NBR (prorated academic units across tuition rows with the same class number)
- ACAD_UNT_TKN_NBR non-prorated academic units for each class.
- Note that the values in ACD_UNT_ASGN_NBR and ACD_UNT_TUIT_ASGN_NBR may have many decimals (i.e. are not rounded).
- Here is an example of one student’s summer 2012 Bloomington class CLLC-L230 that was associated with three rows in SF_FCP_ITM_GL_ST/GT. The three table rows for this student are displayed as columns, here:
Example of a class with three rows in SF_FCP_ITM_GL_ST/GT BURSAR_ITM_TYP_NM 400025000000 100101000000 100101000000 BURSAR_ITM_TYP_DESC CLLC Expeditions Fee In-State Undergraduate Tuition In-State Undergraduate Tuition ITEM_AMT 590 552.4478047 40.32219525 CLS_NBR 3504 3504 3504 CRS_DESC LIFE - CONCEPTS AND ISSUES LIFE - CONCEPTS AND ISSUES LIFE - CONCEPTS AND ISSUES ACAD_UNT_TKN_NBR 3 3 3 GL_INTERFACE_PCT 49.882902 46.7079656 3.409132397 ACD_UNT_ASGN_NBR 1.49648706 1.401238968 0.102273972 SF_FCP_DRVD_GL_INT_TUIT_PCT 0 93.197666 6.802334 ACD_UNT_TUIT_ASGN_NBR 0 2.79592998 0.20407002 GL_ACCT_NBR 2323222 1023287 1021687 GL_OBJ_CD 1082 1010 1010
References
1 See this website for the monthly accounting feed schedule: https://budget.iu.edu/documentation/sisfeeddates.php.
2 On a related note, analysts who pull data directly from the underlying Student Information System (SIS) tables will want to remember that data from ODS_PSE.PS_FEE_CLASS_PRICE are only included if they match the SF Item table (i.e. SF_ITM_ST - current student charges). If these two tables do not match, then the data in “GL Income by Account/Class” (SF_FCP_ITM_GL_ST/GT) are only pulled from the SF Item table.