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Student Financials Fee-Class-Price Data Group

Student Financials Fee-Class-Price Data Group

“GL Income by Account/Class” (SF_FCP_ITM_GL_GT)

Institutional Analytics/Compliance & Reporting[1]

Last Update: 12/19/2022

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.

[1] Since summer 2022, Institutional Analytics/Compliance & Reporting is the formal name for University Institutional Research and Reporting (UIRR): https://uirr.iu.edu .

This data group was also developed to help users see the subset of student charges that would pass through the monthly accounting feed[1] 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 <minus> 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:
1. PRSN_UNIV_ID,
2. BURSAR_BILL_CRR_CD,
3. BURSAR_BSNS_UNIT_CD,
4. SF_TRM_CD,
5. CLS_NBR,
6. SF_TRM_FEE_CD,
7. SF_TUIT_GRP_IND,
8. BURSAR_ITM_TYP_NM,
9. BURSAR_ITM_NBR,
10. GL_CHRT_NM,
11. GL_ACCT_NBR,
12. GL_OBJ_CD,
13. GL_SUB_ACCT_CD,
14. 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:
1. GL_INTERFACE_PCT (calculated across all rows with the same class number)
2. SF_FCP_DRVD_GL_INT_TUIT_PCT (calculated across all tuition rows with the same class number)
3. 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 ):
1. ACD_UNT_ASGN_NBR (prorated academic units across all rows with the same class number)
2. ACD_UNT_TUIT_ASGN_NBR (prorated academic units across tuition rows with the same class number)
3. ACAD_UNT_TKN_NBR non-prorated academic units for each class.
4. Note that the values in ACD_UNT_ASGN_NBR and ACD_UNT_TUIT_ASGN_NBR may have many decimals (i.e. are not rounded).
5. 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:

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

[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.