UC Davis Finance Glossary
|Account||The entity designated as the source of funds, or recipient of income, for a transaction. Account is a 7-digit field assigned by the organization to which it belongs.|
|Account Delegate||An FIS user assigned primary, or non-primary, duties for managing the transactions in an account. This user is designated by the account manager as having the sole, or shared, responsibility for the assigned account.|
|Account Manager||The current term for this role is Fiscal Officer. This is the FIS user assigned to manage the activity in an account. The Fiscal Officer is responsible for reviewing and approving financial transactions charged or credited to their account.|
|Account Number||A 7-digit code (alpha and/or numeric) used in the Financial Information System to identify each revenue (income), expenditure (expense) or balance sheet account authorized in the accounting records. Account numbers are assigned by, and unique to, the organization to which they belong. The characters used have no special significance to the FIS system.|
|Account Reviewer||Someone assigned to review transactions on an account and certify the validity of all charges and credits.|
|Account Type Code||A code in the FIS that designates the type/purpose of an account (Expense, Income, Unallocated, Balance Sheet).|
|Accountability||An obligation or willingness to accept responsibility or to furnish a justifying analysis or explanation for ones actions.|
|Accounting||A system for collecting, summarizing, analyzing and reporting, in monetary terms, information about an organization primarily for management purposes. Some requirements are established by law or directives of state and federal agencies.|
|Accounts Payable (AP)||A system which integrates department and vendor information with purchasing, general ledger, capital asset management and departmental systems.|
|Accruals||The fiscal recording of items pertaining to a current period which would not have appeared on the General Ledger until a future period in the normal course of payment or receipt of the items.|
|Add-on||Items which are not complete in themselves, and are attached to a capitalized equipment item (item with an original acquisition value of $5000 or higher). Add-on parts must have a value of $5000 or more, and increase the value or useful life of a UC-owned equipment item.|
|Agreement||A contract duly executed and legally binding as affected by applicable rules of law. The university engages in commodity agreements and price schedule agreements.|
|Annual Report Code (ARC)||The ARC is a 6-digit code assigned to every FIS account. It determines the account's function, school or college, and department. An example is 620100 - Public Service Graduate School of Management.|
|Approval Authority||The authority, either by virtue of a person's appointment as department head or by re-delegation to departmental representatives, to formally give permission to process a transaction. Account managers may or may not be the ultimate approval authority for a transaction. In cases where the account manager is not the ultimate approval authority, formal authorization for a transaction must be documented. See PPM 330-10 for details.|
|Asset Custodial Code||The four-digit number assigned to a specific department for asset-tracking purposes. Each custodial code is assigned to an account number, and should reflect the campus organizational structure as it relates to functional responsibility.
Many departments have 2 custodial codes: one for assets used for teaching, and one for assets used for research. Some departments set up additional custodial codes to track assets by Principal Investigator (PI).
If you wish to modify an existing custodial code, complete the Asset Custodial Code document in the Kuali Financial System (KFS).
|Asset Representative||The asset representative is the Kuali Financial System (KFS) user assigned to and responsible for the physical inventory of the assets for an asset custodial code.|
|Audit||The examination of documents or records to determine the propriety, legality and accuracy of transactions recorded, or to be recorded, in accounts.|
|Auxiliary Enterprise||Self-supporting activities which provide non-instructional support in the form of goods and services to students, faculty, and staff upon payment of a specific user charge or fee for the goods and services provided (eg. Student Housing, Transportation and Parking Services). The general public may be served only incidentally.|
|Award||An award is an agreement between a sponsor and the university for support of research, scholarly or professional training, or public service programs related to research or to scholarly or professional training.|
|Bank Draft||This is a check drawn on a bank in a foreign country in a foreign currency and mailed from Accounts Payable.|
|Base Budget||A base budget (permanent budget) is established for those functions that require a long-term financial commitment or have a long-term impact on the fiscal operations of the university (e.g., general funds, student fees, self-supporting funds). Funds in the base budget are automatically reallocated at the start of each fiscal year. The base budget is modified by using the Budget Adjustment document in the Kuali Financial System (KFS). The base budget rolls forward every year and is the starting point for that year's current operating budget.|
|Billing ID||A four-character ID number used by several campus service units for billing departments. Billing IDs are created and maintained by departments, and provided to a service unit at the time a service is requested. Each Billing ID is associated with a single Account. It may also have a Sub-Account and/or Project associated with it.|
|Blanket Order||A departmental Purchase Order where a department contracts with a vendor to provide item(s), and/or service(s), on an "as required" and frequent basis. Such agreements have a limit on the period of time for which they are valid, and the amount of money that can be spent in that time. Blanket Order requests are established on a Requisition document in KFS.|
|Budget||A financial plan that estimates the costs of conducting future activities. The budget is intended to express the program objectives and how they will be carried out in terms of resources required.|
|Budget Adjustment||The act of amending the budget by moving funds from one category or line item to another|
|Budget Period||The intervals of time into which a multi-year project period is divided for budgetary/funding purposes.|
|Budget Review||Periodic review for each major unit headed by a Dean or Vice Chancellor, where the campus leadership and a Dean or Vice Chancellor discuss funding issues, program priorities and faculty recruitment needs.|
|Budgetary Savings||Annual budget reductions required to balance the university's budget. Since these are not permanent reductions, the targets can sometimes be achieved by current year salary savings or by reducing purchases.|
|Campus Assessment||An indirect cost surcharge to income derived from sales of goods and services to non-university customers. Campus assessment and the Non-University Differential (NUD) are not charged against the same income.|
|Campus Investment Fund||A fund managed by the Office of Resource Management and Planning that is directed to campus priorities.|
|Capital Asset||A capital asset, also known as university equipment, is defined by the university in Policy & Procedure Manual (PPM) 350-50 as:
|Capital Asset Management (CAMS)||The module in the Financial Information System used for the financial accounting and physical tracking of university equipment.|
|Capital Budget||Budget for capital assets and infrastructure such as facilities, renovation, and certain equipment|
|Categorical Funding||Allocations that are required to be spent in a particular way or for a designated program (e.g., K-12 Outreach, Tobacco Research).|
|Certifier||In GL Review, the person who certifies that charges and credits are valid.|
|Chart of Accounts (COA)||A code which represents the rules, policies and regulations under which organizations function.|
|Coding (Split-coding)||An account number issued to a financial document. Portions of an invoice, payroll check, etc. may be charged to several different accounts/funds (split-coding).|
|Commodity Code||An alphanumeric classification code for an acquired item or service. The commodity code selected drives the object code on Purchasing documents.|
|Contract||An agreement between two or more entities which creates an obligation to do (or not do) a particular thing one is otherwise entitled to do (or not do). To be legally enforceable, a contract must have subject, consideration, and competent party.|
|Core Funds||Funds which represent the basic core of financial resources required by the University to accomplish its assigned missions and generally includes State general funds, University general funds, permanently budgeted indirect cost funds, and registration fee funds.|
|Credit (to an account)||An increase in income or a decrease in expense. For balance sheet accounts, an increase in fund balances or liabilities, or a decrease in asset accounts.|
|Current Budget||A unit's budget for the current fiscal year. The current budget is modified by using the Budget Adjustment document in the Kuali Financial System (KFS). Year-end balances (surplus or deficit) in the current budget are re-appropriated to the next fiscal year. Carry-forward re-appropriations are combined with the base budget (if applicable) to provide the beginning current year budget at the start of each fiscal year.|
|Current Funds||Funds expended for current operating purposes as contrasted to Retirement Funds, Loan Funds, Endowment Funds or Plan Funds.|
|Debit (to an account)||An increase in expense or a decrease in income. For balance sheet accounts, an increase in assets, or decrease in fund balances or liability accounts.|
|Deferred Income||Income, received in advance, which is not earned income until a later fiscal period.|
|Deferred Maintenance||Maintenance projects for capital assets. For example, painting buildings or repair of roads and sidewalks. Deferred maintenance is administered by the Office of Administration and is primarily funded with categorical funding from the state.|
|Depreciation||The process of allocating the cost of property, plant, and equipment as an expense in a systematic and rational manner to those periods expected to benefit from the use of the asset.|
|Description of Service||A three character code used within the Payroll/Personnel System (PPS) to designate the Pay Type and Pay Category. Every appointment and distribution which is set up on the Employee Data Base (EDB) as well as every pay transaction which is processed contains a DOS code.
Effort reports are generated using the actual payment transactions, and those payment transactions are selected for inclusion either by the DOS code or by an attribute of the DOS code, such as Pay Category, or Type Pay.
DOS code information is available on the ERS: Line Item Detail screen in the Effort Reporting System.
|Direct Costs||Those costs that can be identified specifically with a particular sponsored project or an instructional or institutional activity or with the provision of a particular good or service, and that can be directly assigned to the activity relatively easily with a high degree of accuracy.|
|Document||An online screen used to process a transaction. Electronic equivalent to a paper form.|
|Document Initiator||The FIS user who opens and completes an electronic document.|
|DOS||Description of Service|
|DS Only User||A user that has been given select access to FIS Decision Support queries. This access has been specified by an Access Manager within the user's school/unit/department.|
|Effort||Effort is the portion of time spent on a particular activity expressed as a percentage of the individual's total activity for the institution.
Effort reporting certifications are processed in the Effort Reporting System.
|Electronic Review||A method that allows online ledger review, utilizing annotation, auto-annotation, statistical sampling, and electronic certification.|
|Employee Benefits||Compensatory expenses associated with Object Consolidation SUB6 (e.g., medical, dental).|
|Encumbrance||A firm commitment or obligation placed against funds of a department, in the form of purchase orders or agreements, to cover a later expenditure required when goods are delivered or services are rendered.|
|Endowment Funds||Funds for which a donor has stipulated, as a condition of a gift, that the principal is to remain intact and only the income from investment of the funds may be expended.|
|Expenditures (Expense)||The cost of goods delivered, or services rendered, which are recorded as charges to the accounts of an activity or department.|
|Extramural Funds||Funds (not regularly budgeted) received under grants, donations, or contracts from sources (private, state, federal, etc. ) outside the university.|
|General Assistance (GA)||Usually used to budget and disburse student, overtime, and some casual employee's salaries (SUBG).|
|General Funds||Funds provided by the State of California through the annual State Budget act. Also commonly referred to as "19900" funds.|
|General Ledger Engine (GLE)||A system computer that processes and permanently maintains the university's financial data.|
|General Ledger Reviewer||Individual who performs the monthly review of the charges and credits in the general ledger. Upon completion of the review the reviewer is confirming that all charges or credits are valid or will be corrected.|
|Generally Accepted Accounting Principles (GAAP)||Uniform minimum standards of and guidelines to financial accounting and reporting. Currently, the Financial Accounting Standards Board (FASB), the Governmental Accounting Standards Board (GASB) and the Federal Accounting Standards Advisory are authorized to establish these principles. The UC system complies with GASB.|
|Gift||Gifts are funds donated irrevocably for unrestricted or designated purposes by extramural individuals or organizations. Unlike sales and services activities, gifts do not involve contractual consideration - such as tangible property, intellectual property rights, or specified services---provided to the donors by the university.|
|Grant||Federal assistance award authorized by federal law to support programs which the government wishes to encourage and accomplishes a public purpose.|
|Income||The payment for goods or services from a university client who does not have a UC expenditure account or from a non-university client. Income is tracked in the campus accounting system with financial object code 006x and budget object INCO.|
|Incremental Budgeting||An approach to budgeting that adjusts funding incrementally based on the prior year's budget. Example: range and merit allocations are provided as an increment of the prior year's base budget for staff salaries (SUBS).|
|Independent Consultant||An independent consultant is an individual or organization outside the university of proven professional and technical competence who provides primarily technical or professional advice to the university in an independent contractor relationship. The end product is usually a written or oral report, study, design, or set of recommendations. Consultants are vendors who provide professional services over which the University has neither the right to control the manner of performance nor the results of the service.|
|Independent Contractor||An independent contractor relationship is a relationship in which the university controls only the results of the service, not the manner of its performance.|
|Indirect Costs||The costs of conducting business that are incurred for common or joint objectives and therefore cannot be identified readily and specifically with particular projects (such as individual grants or contracts) or with a specific activity (such as instruction, research, public service). For purposes of charging federal grants, UC Davis negotiates Facilities and Administrative (F&A) cost rates with the Department of Health and Human Services.
There are two negotiated rates:
For a recharge activity, indirect costs are collected from non-university clients, through assessing the non-university differential (NUD).
|Intercampus||A transaction taking place between UC campuses, such as an intercampus transfer of equipment from the English Department at UC Davis to the English Department at UC Berkeley.|
|Interlocation||A transaction taking place between locations. The Davis campus has two locations, Location 3 and L. Since each UC campus has two or more locations, an interlocation could be between two locations at the same campus (intracampus) or between one campus location and another campus location (intercampus).|
|Intracampus||A transaction taking place between units at the same campus, such as an intracampus loan of equipment from the UCD English Department to the UCD Mathematics Department.|
|Invoice (Vendor)||A request for payment (bill) from a vendor for specific materials or supplies furnished or services rendered to the University.|
|Journal Entry||A means to record in the accounting records equal debit and credit entries between sub-budgets or account/funds.|
|Ledger||The basic and official accounting record of all financial transactions recorded under each revenue, expenditure and balance sheet account.|
|Ledger Review||A monthly check of the FIS DS Transaction Listing (2) and either the Distribution of Payroll Expense (104) or PPP 5302 to determine and certify the validity of charges and credits.|
|Ledger Reviewer||General Ledger Reviewer|
|Legacy System||The previous accounting system. Often used to refer to older systems.|
|Log||To record daily progress or activity.|
|Maintenance Documents||Computer screens used for the setup and maintenance of data stored in the FIS reference tables (e. g. account, organization, etc. ).|
|Mandatory Reviewer||A trained person who provides a mandatory check for correctness and appropriateness of data entered into PPS/OPTRS within 48 hours of entry. This review also helps to ensure against the possibility of entries that could result in fraudulent payments or loss of university funds.|
|Mark-up||For a recharge activity, a charge that is in excess of the direct and indirect costs of providing the good or service. A mark-up is only allowed for a sale to a non-university client.|
|Moving Expenses||Reasonable costs of moving household goods and personal effects to a new residence. Such expenses also include the cost of travel to the university location for the individual and his/her immediate family. These expenses are incurred by a new appointee or by a current employee who transfers to a new university location.|
|Object Code||A 4-digit "code" (defined by the UC Office of the President as well as by the UCD General Accounting department) used to identify the nature, purpose or object of each financial transaction. They are used at all campuses for consistent reporting purposes. Object Codes roll up into Object Consolidation Codes. Example: The Object Code for Regular Staff Salaries (REGS) rolls up into Object Consolidation Code SUBS.|
|Object Consolidation||A collection of objects that all have the same functional nature (e. g. , consolidation SUB5 contains all of the objects used for travel-related transactions). Every Object Code belongs to an Object Consolidation. Object Consolidations are the highest level summary for transactions.|
|Object Grouping System||A tool within FIS Decision Support that allows a user to group financial information in a way that is most meaningful to their organization. Whereas most reports are restricted to summarizing data by the centrally established Object Consolidation, reports that support Object Grouping can be customized to group and total data at whatever level a user chooses.|
|Object Type||A code used by Accounting for reporting purposes which classifies the type of object being used. Some examples of object types include Accrued Expense, Fund Balance, and Recharge. The object type also drives special condition routing on KFS documents.|
|OMB Circular A-21||Defines direct and indirect costs for purposes of accounting for federal funds.|
|Operating Budget||Budget for current and on-going operations, as well as one-time costs that result in the day-to-day business of a University department.|
|Organization||A unit (such as a department or activity), within the University system, defined in the Kuali Financial System (KFS) for reporting purposes. A collection of accounts, units, or organizations; all organizations report to other organizations, with the highest level organizations reporting to themselves. This structure creates the hierarchy used for routing and approvals.|
|Organizational Hierarchies||The structures that define organizational reporting relationships in the FIS. Eventually, all organizations report to the highest level organization, the Dean or Vice Chancellor Office.|
|Overdraft||A circumstance where expenditures and/or encumbrance exceed the amount of funds appropriated in a particular account/fund/sub-budget.|
|Rate Group||A standing committee, titled Professional Staff Rate and Service Activity Group, that reviews and recommends approval or disapproval of specified recharge activity rate proposals to the Assistant Vice Chancellor, Budget Resource Management. The committee membership includes representatives from accounting and financial services and various campus academic and administrative units.|
|Reasonable Costs||Costs that are reasonable under the circumstances of a particular move. Specifically, a move from the old to the new residence is made via a conventional mode of transportation using the shortest and most direct route available and in the shortest period of time normally required to travel such a distance.|
|Rebudget||The act of amending the budget by moving funds from one category or line item to another.|
|Recharge Activity||An activity that provides a specific, ongoing and repetitive good or service to a number of campus units or projects and recovers the cost of providing the good or service from the unit served on a fee basis.|
|Recharge Rate||For a recharge activity, the unit price for a good or service, based on an approved, established, standard pricing method.|
|Refund||To return money in restitution, repayment, or balancing of accounts.|
|Reimbursement||A repayment, commonly for out-of-pocket expenses incurred by an employee, such as for travel. Also refers to payment by agencies to the University for costs incurred under contracts.|
|Relocation Allowance||These payments are intended to offset higher living costs in a new location; they are not intended to reimburse or offset the actual or presumed costs of moving from one location to another.
The total value of such payments may not exceed 25% of an appointee's annualized base salary. Payment is generally made monthly over a four-year period.
Eligibility is limited to individuals who, at the time of recruitment, are not employed by The University of California and who reside outside the State of California.
|Removal Expense||Moving expenses incurred, usually by an academic appointee, in accepting employment at the University.|
|Report (Financial)||A formal accounting to a granting agency, donor or higher authority of how funds were spent.|
|Reserve for Equipment||In support of a recharge activity, the type of reserve used to accumulate funds, contributed to the fund via a depreciation schedule, for purposes of purchasing replacement equipment (for equipment included in the official depreciation schedule). DaFIS OP Fund numbers are in the 76xxx range.|
|Reserve for Improvement (RFI)||In support of a recharge activity, accumulation of contributions for approved purposes that exceed the purposes of the Reserve for Equipment (Reserve for Renewal and Replacement). DaFIS OP Fund numbers are in the 75xxx range. This is an unallowable cost for federal clients.|
|Reserve for Renewal and Replacement||Reserve for Equipment|
|Restricted Funds||Funds, the use of which must be made in accordance with restrictions, directions, or instructions placed on them by donors or outside agencies.|
|Revenue||Inflow of funds from sales, services, fees, gifts, or other sources. Two types of revenue are recorded in the Kuali Financial System (KFS): recharge and income.|
|Review Plan||In GL review, a department's strategy for ensuring the department's accounts are reviewed. It is created and maintained by the Plan Manager, who assigns accounts, reviewers, and system features.|
|Reviewer||General Ledger Reviewer|
|S&E||An abbreviation for supplies and expense.|
|Sales and Services of Educational Activity||A recharge activity operated by an academic department, that provides on a regular and continuing basis, at approved rates, goods or services to clients in connection with the training of students or support of research activities.|
|Sales Tax||A tax levied by the State on sales of tangible personal property which is not for resale. UCD pays sales tax on taxable purchases directly to California vendors or out-of-state vendors registered with the State Board of Equalization.|
|Scholarship||An award based on academic excellence, exceptional promise or financial need. Usually awarded to undergraduate students.|
|Separation of Duties||A practice in that no one person has complete control over any financial transaction. Each persons work should routinely serve as a complementary check on another's work.|
|Service Department||A University department which supplies goods or services to other departments, such as Bulk Mail, Storehouse, Reprographic Services, etc. Costs incurred for these goods or services are recharged to the departments using them.|
|Short Term Investment Pool (STIP)||A cash investment pool available to all UC fund groups. STIP allows fund participants to maximize the returns on their short-term cash balances by taking advantage of the economies of scale of investing in a larger pool. STIP consists primarily of current funds slated for payroll and operating/construction expenses for all UC campuses and medical centers. In addition, funds awaiting permanent investment in one of the long-term pools are invested in STIP to earn maximum daily interest until transferred. The term STIP also refers to the interest income generated by the Short-Term Investment Pool.|
|Sign-on Bonus||Additional payment sometimes made to new employees with unique, critical skills or for critical occupations where there is a documented shortage in the labor market and recruitment or retention difficulty exists.
Sign-on bonuses are generally considered for the highest level staff positions and MSP positions and are only considered in rare circumstances.
The non-base building bonus can be any amount up to no more than 20% of the annual salary for the position. The bonus will generally be made in two payments. The first payment will be made when the employee reports to work. The subsequent payment will be made at the discretion of the hiring manager, as long as the employee is performing satisfactorily or above at the time of payout and is still employed in the same position.
A sign-on bonus agreement with a specific payback provision clause must be prepared and signed by all parties.
|Sponsor||The organization or entity that funds a research project.|
|Sponsored Projects||Projects which are funded by outside sources as the result of a proposal and award. The term commonly refers to projects funded by the various federal agencies.|
|Staffing List||A listing by department of all academic and staff positions and provisions (all funding); used by departments to align their base budgets with their actual staff & faculty salary commitments.|
|Statistical Sampling||In GL Review, a method whereby a random sample of all low-value transactions (i.e., transactions less than $2,500) is required to be reviewed and validated in order to certify the monthly ledger. The rate of invalid charges and credits must be within established tolerances in order for this method to be acceptable.|
|Stipend||For career staff, a regular or fixed payment made to an individual in recognition of added responsibility.
For graduate students, a non-compensatory payment for the student to use in payment of living expenses and other costs of attendance unrelated to tuition and fee payment.
|Strategic Planning||An approach to long-term planning that aligns the unit's mission with its specific courses of action and results measurements.|
|Sub Account||An optional sub-division or cost center of an account. A sub account allows an account manager to break down an account into multiple smaller accounts in order to better track detailed budget and expenses.|
|Sub Fund Group||An attribute of an Account, which is a further breakdown of the Fund Group. It is an alpha representation of the specific funding source for an account. Example: Sub Fund group CAARB designates that the funding source is the State of California (CA) and the funding agency is the Air Resource Board (ARB). It is a high level attribute used to get information regarding the status of all accounts within an organization that are funded by a single source.|
|Sub Fund Group Type||Represented by a single, alphanumeric character, these consist of a collection of sub fund groups under a more general heading of the funding source. All funds with similar income sources will have the same sub fund group type designation. For example, the sub fund group CAARB belongs to sub fund group type S - State Government. Sub fund group types are used to classify revenue in the annual financial schedules.|
|Sub Object||An optional, more detailed definition of an Object. For example, a sub-object for Air Travel might be created for use with a Travel object. Sub-objects are created for an account by the Fiscal Officer.|
|Supply||Generally, a supply item is classified as being expendable, with an acquisition value under the inventorial equipment threshold of $5000.00, and a normal life expectancy of under a year.|
|UCOP Tag Number||The number assigned to an asset.
|Unallocated Funds||Funds held temporarily in suspense (not available for use) pending final allocation. These funds appear under the object consolidation SUB8 in FIS Decision Support (DS).|
|University Client||For purposes of purchasing a good or service provided by a campus recharge activity, a university client is:
|Unrestricted Funds||Funds, the use of which is directed by the Regents or the Chancellor.|
|Use Tax||UCD pays use tax on taxable purchases directly to the State Board of Equalization, rather than to the vendor. Use tax generally applies to out-of-state vendors who are not registered with the California State Board of Equalization.|