CPE Data Guidelines - Finance
Metrics Validated from Collection: None
Applies to Independent Colleges: No
General Instructions
Data are to be presented in conformity with generally accepted accounting principles. Data are to be submitted through KPEDS NG. Round all amounts to the nearest hundred dollars.
Do NOT add or change categories (e.g., revenues, expenditures) on a form without prior approval by council staff.
Forms are to include all affiliated corporations. (See instructions for individual forms.) Table 25 provides a list of all currently recognized affiliated corporations. This list will be updated on an annual basis by council staff.
The reporting period is the twelve-month year for which financial activities are accumulated. The reporting pe- riod for public postsecondary education institutions in Kentucky is a fiscal year beginning on July 1 and ending on June 30.
All definitions pertaining to these collections (General, Revenue, Expenditures and Transfers, and Endowment Match Program) can be found under the Finance Terms and Definitions section of Appendix A. The Finance Terms and Definitions section will contain individual headers (General, Revenue, Expenditures and Transfers, and Endowment Match Program) to indicate what field the terms and definitions corresponds to.
Finance Forms
1. FD-1A (Actual) and FD-1B (Budgeted) Consolidated Current Funds Revenue – Institutions are to submit con- solidated data on the council form.
- ”Consolidated data” refers to data for the institution and all affiliated
Round all amounts to the nearest hundred dollars.
For an institution which does not prepare an annual restricted budget, a statement that “restricted revenue is budgeted as received” will be accepted. Council reports will use prior year actual restricted receipts as an estimate of budgeted restricted funds. Reports will be footnoted accordingly for these institutions.
2. FD-2A (Actual) and FD-2B (Budgeted) Consolidated Current Funds Expenditures and Transfers by Functional and Natural Object – Institutions are to submit consolidated data on the council form.
- ”Consolidated data” refers to data for the institution and all affiliated
Round all amounts to the nearest hundred dollars.
For an institution which does not prepare an annual restricted budget, a statement that “restricted revenue is budgeted as received” will be accepted. Council reports will use prior year actual restricted receipts as an estimate of budgeted restricted funds. Reports will be footnoted accordingly for these institutions.
3. FD-10 Worksheet for Interstate Comparison Reporting, State Appropriations – Council staff will supply a template including mandated programs for each institution and programs that have been reported inpast years. The institution is to review the template and request changes, if needed. These data will beused by council staff for interstate comparison reporting (e.g., SREB State Data Exchange) and to assist in determin- ing funding levels for mandated programs.
Actual and budgeted expenditure of General Fund appropriations for the previous fiscal year and current fiscal year, respectively, for every mandated program that has been requested by an institutionand ap- proved by Council staff for inclusion in the Performance Funding Model must be reported on the FD-10 form.
Mandated program appropriations deducted from an institution’s total General Fund for the purposes of calculating adjusted net General Fund in the funding model may differ from the budgeted amounts report- ed by an institution on the FD-10 form.
Additional research and public service programs, each with a minimum budgeted direct State General Fund support of $100,000, may be submitted by an institution with council staff approval. Each new separately identified program should be submitted with a narrative explaining why the program warrants being re- ported separately.
For each identified program, report direct and indirect state support (definitions for direct and indirect sup- port are included in the general definitions). Round all amounts to the nearest hundred dollars.
4. FD-19 Consolidated Revenues and Expenses (GASB Format) – Institutions are to submit consolidated date on the council form.
- “Consolidated data” refers to unrestricted and restricted data for the institution and all affiliated corporations or foundations.
The definitions for the reporting categories are the same as those used for FD-1 and FD-2 forms. Round all numbers to the nearest hundred dollars.
5. FD-20 State Mandated Tuition Waiver Programs – Institutions are to report the number of participants and actual expenditure data for the fiscal year ending June 30 of the same year that the report is due and bud- geted data for the current fiscal year.
One form per institution is to be completed. The Kentucky Community and Technical College System should report aggregate system data. Round all amounts to the nearest hundred dollars.
6. FD-21 Endowment Match Program Outcome Measures Report – Institutions are to submit consolidated data on the council form.
- “Consolidated data” refers to data for the institution and all affiliated corporations or
Data should be provided for the most recent completed fiscal year and the prior fiscal year. Do not round numbers submitted on this form.
Where applicable, institutions should report the same figures on the FD-21 form that they report to nation- al-level data collection organizations, such as the Council for Aid to Education (CAE Voluntary Support of Education Survey), the National Association of College and University Business Officers (NACUBO Endow- ment Study), the National Science Foundation (NSF Survey of Research and Development Expenditures at Universities and Colleges), and the Association of University Technology Managers (AUTM Licensing Sur- vey).
7. FD-22 Presidential Compensation – Each institution is to report its board-approved presidential salary and benefits information for the fiscal year indicated.
Report:
- Annual base
- All fringe benefits which exceed the standard benefits provided to institution employees (may in- clude additional health, life, and disability insurance, and retirement, etc.).
- Housing – indicate if housing is provided or a housing allowance is included in the
compensation
- Sample responses: “Housing provided,” “Housing Allowance of $per year provided,” “no housing or housing allowance provided.”
- Automobile – indicate if an automobile is provided or allowance for an automobile is included in the compensation package. See housing samples above.
- Travel and Entertainment – report the policy for payment or reimbursement for travel and enter- tainment expenses.
- Other – report any other benefits provided in the compensation package such as bonuses, club memberships, sabbaticals, etc.
- Term of contract – report the beginning and ending date of the current
8. FD–23 Endowment Match Program Accounts Status Report – Institutions are to report the historic dollar value, market value, and underwater status of all university and foundation endowment accounts contain- ing state appropriated Bucks for Brains program distributions, private matching funds, or both for the most recently completed fiscal year and the prior fiscal year.
In addition, institutions are to report cash gifts added, earnings, and expenditures for the most recently- completed fiscal year and unexpended earnings from prior years. These data will be used to calculate and report cumulative earnings minus expenditures and estimated depletion of endowment principal.
Numbers should be rounded to the nearest whole dollar on this form.
9. FD-24 Gross Tuition and Fee Revenue and Institutional Financial Aid by Residency Status –Institutions are to report gross tuition and fee revenue and institutional financial aid by student level (undergraduate, gradu- ate) and student residency status (resident, nonresident, reciprocity). Institutional financial aid is to include institutional aid from all unrestricted sources. Intuitional aid from restricted sources is to be excluded.
Round all amounts to the nearest hundred dollars.
Last Updated: 7/3/2023