|
TERM |
BRIEF
TRANSLATION OR EXPLANATION |
|
|
|
|
Administrative
Appointment |
A functional title held in addition
to faculty rank. For example, Professor of History
and Dean; Lecturer and Associate Provost; etc.
If the administrator is a non-track faculty member,
the term of the administrative appointment should
run concurrently with the term of the faculty
election. |
|
Allowed Cost Schedule |
Expenditure
Types that are
valid for use on an award. |
| AP |
Accounts
Payable. An Integrated System finance module used
to process vendor invoices from receipt to payment. |
| AR |
Accounts
Receivable. An Integrated System finance module
used to manage amounts due to the University for
goods and services supplied. |
|
ASI |
Award
Status Inquiry. An Integrated System GA feature
that enables users to quickly review actual
and commitment transactions, invoices, and
budget and expenditure data at the award, project,
or task level on a project-to-date basis. |
|
Attachment |
Electronic documents such as
spreadsheets, quotes, contracts, justification
forms, etc. which can be attached to Integrated
System transactions with the "Paperclip" icon
(when icon is available on the toolbar).
|
| Award |
The "A" in
PTAEO that represents a source of funds. |
| Award
Close Date |
The last
date expenditures (except for open purchasing commitments)
can be posted to an award. For sponsored
programs,
the close date is typically 90 days past the award
end date. |
| Award
End Date |
The last
expenditure item date for which transactions are
valid for an award. No transactions can be posted
to an award if the expenditure item date is after
the award end date. |
| Award
Installment |
The allotment
of funds authorizing expenditures (authority to
spend limit) for a specific period of time. |
| Award
Number |
A
seven character code used to uniquely identify
an award.
The naming convention is: two alpha character prefix
that defines the general source of funds, followed
by a five digit number. (example: SG11419) |
| Award
Prefix |
The first
two alpha characters of an Award
Number that identifies
the general source of funds. See Mapping
Award Prefixes to Award Types to see the various award
prefixes and their corresponding source of funds. |
| Award
Purpose Code |
A
six-digit code in the form of 9999-99. This field
is used
to map PTAEO charging instructions
in GA to COA charging
instructions in GL. The first
four digits represent the GL Fund
Source; the last two digits
represent the GL Entity. |
| Award
Type |
An attribute
on each award indicating the major category of
Fund Source. |
| B
|
|
|
Baselining |
The final process of approving
a budget for use in reporting and accounting. |
| BBA |
Budget
Balance Available - The budget amount, less expenditures
and encumbrances. |
| Budget |
A forecast
of cost or revenue. |
| Budgetary
Control |
Settings
in GA that determine the extent to which the system
will enforce budget dollar availability before
applying actual and encumbrance transactions. The
budgetary control level is set when the award is
created. |
| Burden
Costs |
Overhead
costs. (In the Integrated System this includes:
Fringe Benefits, UVA Temp Svcs fees, and F&A
Costs.) They are calculated by applying a burden
multiplier as defined in the Burden
Schedule of
the Award to applicable raw costs. |
| Burden
Schedule |
Establishs
the burden multipliers used to calculate burden
costs. Also referred to as the Indirect Cost Rate
Schedule on the award. Refer to View
Burden Costs to see applicable burden costs asociated with a
PTAEO. |
| C |
|
|
Carrying-out Org |
The owning organization of a project, task, or
award. (Also know as, Owning Org). |
| Charging
Org |
See
Incurred-by Org. |
|
COA |
Chart Of Accounts
string. The GL charging instruction used by the
University
to record transactions, maintain, and report
account balances. It consists of 6 segments
in the following order: 1. Entity 2. Project
3. Fund Source 4. Object Code 5. Organization
6. Future. The COA is displayed with a period
between segment values (e.g.; 99.999999.9999.9999.99999.0000).
Note: the sixth segment is reserved for a future
use and always contains a default value of 4
zeroes. |
|
Commitment |
A legally binding purchase agreement.
The Integrated System automatically creates commitments
for the balance remaining on approved requisitions,
purchase orders, and invoices that have not yet
incurred the full cost. For reporting purposes,
encumbrances and commitments are treated as one
and the same. |
| Cost
Transfer |
A
movement of an expenditure or credit from one PTAEO to another. Also known as a ''usage." |
| Courtesy
Appointment |
An appointment
that is normally non-salaried, and recognizes a
faculty member's contribution
to a department that is not his/her home department.
Faculty members who hold courtesy appointments
do not have voting rights or other rights normally
afforded to members of that department. |
| D |
|
|
Delivery Location Code (DLC) |
Five-digit code used to identify
the various physical locations where ordered
commodities from a particular Purchasing Location
should be delivered. First two characters correspond
to the associated Purchasing Unit code. For more
information, see Purchasing
Locations and Delivery Locations. |
|
Direct Cost |
A Sponsored
Programs term referring
to those raw costs that can be identified and
assigned specifically to a particular sponsored
project, instructional activity, or any other
institutional activity, with a high degree of
accuracy. |
|
Discoverer |
A powerful, highly intuitive, and easy-to-use
query and analysis tool that enables
end-users to create and/or view pre-defined
reports, and if desired, easily export data
to Microsoft Excel. See Introduction
to Discoverer for End-users for more details. |
| Distributions |
The
charging instructions (either PTAEO or,
in some cases, COA)
to which all or a portion of the transaction amount
is to be posted. |
| E
|
|
|
Encumbrance |
An entry made to record anticipated
expenditures of any type. Example, LD Labor Encumbrances
record anticipated labor expenditures. (For reporting
purposes, encumbrances and commitments are treated
as one and the same.) |
|
Entity |
A two-digit code (the first
segment of the COA) that defines
the state, local, or outside entity associated
with transactions
and balances for each of U.Va.'s four state agencies.
It is the balancing segment of the COA. For a
more in-depth definition and instructions, see
how
to select the correct entity. |
|
Expending Org |
See Incurred-by
Org. |
| Expenditure
Batch |
A group
of manual cost transfers, or internal service provider
(isp) billings. |
| Expenditure
Category |
A
code used to group Expenditure
Types together by type
of cost. (e.g. "Classified Salaries," "Faculty
Salaries," "Supplies & Materials,"
"OTPS,"
etc.) You can see a complete list of Expenditure
Categories and associated Expenditure Types by
running the following Discoverer Report: IS.FM_GM
Expenditure Types. |
| Expenditure
Code |
A
four digit number used by internal service providers
(isp's) to identify the expenditure
type to be charged. See the Discoverer Report:
IS.FM_GM Expenditure
Types. Note: The Expenditure Code is listed in
the column labeled "Internal Service Provider Code." |
| Expenditure
Comment |
Free
text that can be entered for any expenditure item
to explain or describe it in further detail. A
maximum 240 character comment can be stored and
reported. |
| Expenditure
Credit |
Funds
received as credits or reimbursements for original
expenditures in the GA module. See the Finance
and Administrative Policy and Procedure for Expenditure
Credits for more detailed information. |
| Expenditure
Function Code |
A four
digit code that is used to categorize a project’s
primary reason for existence. Expenditure functions
include “core missions” of the University
(Instruction, Research, and Public Service), as
well as “support” functions. This code
is required when creating new projects. Refer to
the Expenditure
Function Code Directory for more specific
information. |
| Expenditure
Group |
A unique
batch name used to group a set of expenditures
or manual encumbrances lines entered into GA. For
a more detailed description, refer to U.Va.'s
coding conventions for Expenditure Group names. |
| Expenditure
Item Date |
The
date the expenditure was incurred, which varies
by type
of transaction. For:
1. Requisitions and Purchase Orders -
the date the document was created (resides in
the "Expenditure Date" field on the
form).
2. Payment Vouchers - the date
the invoice was issued (resides in
the "Invoice Date" field on the
form).
3. Payroll and LD transactions -
the last day of the payroll period associated
with the expense, adjustment, or commitment.
4. Cost transfers - the original expenditure
item
date of the transaction being transferred.
5. P-Card transactions - the date the expense
was charged
on the card.
|
| Expenditure
Project |
A project that is funded and budgeted by an award. |
| Expenditure
Type |
The "E" in
the PTAEO. It is used to describe
a specific type of expense such as "Salary, Class
Staff FT," "FB, Classified Staff," "Supplies,
Office,"
etc. You can see a complete list of Expenditure
Types and the Expenditure Categories to which they
belong by running the Discoverer Report: IS.FM_GM
Expenditure Types. |
| F |
|
| F&A
Cost Codes |
A two
digit numeric code that designates a grouping of
F&A Costs. For more information see F&A
Cost Codes. |
|
F&A
Costs |
Facilities & Administrative
Costs, formerly known as "indirect costs" when
referring to sponsored
programs. These are costs
of doing business not directly attributed to
work performed. Examples: administrative salaries,
office/lab space, etc. For more information see
F&A Cost Codes. |
| FA |
Fixed
Assets. An Integrated System finance module used
to account for University Assets. |
| FM |
Funds
Management. See GA. |
| Fund
(verb) |
To allocate
all or part of an award
installment to a project as a prerequisite to budgeting and entering expense
transactions against the project. Often referred
to as "linking" a project and award. |
| Fund
(noun) |
A segregation
of resources used to:
-- control and monitor financial
activity, and
-- help ensure and demonstrate University
compliance with legal and administrative requirements.
|
| Fund
Source |
A
four digit code which defines the type of funds
(gift,
grant, state E&G, endowment, etc.) for institution
level reporting and accounting. See
Fund
Source (GL/GM). |
| G |
|
|
GA |
Grants Accounting.
An Integrated System finance module. At U.Va.,
GA is used as a subsidiary
ledger to record all expenditures at the PTAEO level.
Also known as FM, GM and OGM. |
| GL |
General
Ledger. An Integrated System finance
module that represents the University's book of
record for
all financial transactions such as revenues, expenses,
and balance sheet items. It is also the module
that receives and records all revenue. |
| GL
Period |
Monthly
calendar dates, as defined by U.Va. in GL. GL Periods
are shown in the following format: Mon-YY. (Example:
Apr-04). In addition to the twelve monthly accounting
periods, U.Va. has also defined two adjusting periods
for each fiscal year. Adjusting period abbreviations
are Adj1 and Adj2. (Example: Adj1-05) |
| GL
String |
See
COA. |
| GM |
Grants
Management. See GA. |
| Grant |
See
Sponsored Program. |
| Grant
format |
This
refers to a Discoverer report
format that shows a breakdown between Direct and
Indirect Costs, as
well as other Sponsored
Program-related data elements
such as Principal Investigator, etc. |
| I |
|
|
ICOM |
Installment Creation Or Modification.
A UBO form used to request the creation or modification
of an award installment on specified types of
awards. See Processing
Funds website to determine
when an ICOM is necessary. |
|
Incurred-by Org |
The "O" in the PTAEO.
The organization that incurred the expense. Also
known as the expending org or charging org.
|
|
Indirect Cost |
See F&A Costs. |
| Installment
(award) |
See Award
Installment. |
| Internal
service provider |
See isp. |
| iODS |
See ODS.
The "i" stands for the release level of the software
in the ODS. |
| IS |
Integrated
System. The enterprise-wide administrative on-line
information system used for Finance, HR, Payroll,
Labor Distribution, and Training Administration. |
| ISDS |
Integrated
System Deployment
and Support. The department
responsible for providing leadership, service,
and support
for enterprise-wide administrative information
systems. |
| isp |
internal
service provider. A University-based enterprise
authorized by the VP for Management & Budget
to provide and bill for services. Internal service
providers will normally process charges by using
direct billing through the Grants
Accounting module
of the Integrated System as a GA Cost
Transfer. |
| L |
|
| Labor
Schedule |
A
schedule that specifies the PTAEO(s)
to which an employee’s
pay is to be distributed. It can be defined at
an individual assignment level or as a default
for all employees of an organization. |
|
LD |
Labor Distribution. An Intergrated
System HR/Payroll application that provides functionality
to distribute labor (payroll) costs to PTAEOs
based upon a predefined Labor Schedule. |
| Limited
Purchase Order |
One
of three methods by which departments may buy eligible
goods and services directly from suppliers: for
the purchase of non-restricted goods and services
less $5,000. See Limited
Purchase Order on
the Procurement Services website for more information. |
| Linking |
See Fund
(verb). |
|
LOV |
List Of Values. A list of valid
values for the field being entered on an Integrated
System form. See Using
a List of Values. |
|
LPO |
Limited Purchase Order. See
Limited
Purchase Order. |
| M |
|
| Major
Budget Unit, or MBU |
A group
of departments and cost centers having a common
organizational relationship, typically that functional
unit immediately below a vice president. It may
include a large unit such as an entire school (for
example, the College of Arts & Sciences) or
a single administrative department (for example,
the University Budget Office). See Organization
Document. |
| Manual
Encumbrance |
An manual
entry made to record an anticipated expenditure
or credit of any type. |
| N |
|
| Non-12-Month
Salary |
The salary
paid to an employee who does not work 12 months
per year. A 9-month appointment will have a salary
that is paid for the period of August 25 through
May 24 of the following year. A 10-month appointment
will have a salary that is paid for the period
of August 25 through June 24 of the following year.
An 11-month appointment will have a salary that
is paid for the period of August 25 through July
24 of the following year. For example, a 9-month
faculty member who is paid $10,000 per month will
have a Non-12 Month Salary of $90,000. |
| Non-Paid |
Those
individuals who have an officially-recognized relationship
with the University but receive no pay from the
University. |
| Non-Salaried |
Not on
the salaried payroll. Also may be used to refer
to someone who receives no compensation from the
University, but has an officially-recognized relationship
with the University (see Non-Paid). |
| Number
of work months |
The number
of months annually an employee is employed. The
field is used in the calculation of salary and
benefits
for non-12 month employees. This field is blank
for 12-month employees and all biweekly wage employees.
Valid values are 9, 10, or 11 (see Non-12
Month Salary). |
| O
|
|
| Object
Code |
A
four digit number that signifies a specific GL Revenue, Expense, Asset, Liability, or Fund Balance
account. Object Codes and their descriptions may
be found in the Discoverer report IS.GL_Object
Code. |
| ODS |
Operational
Data Store. Also referred to as iODS. A copy of
the Integrated Ssystem application database used
for reporting. ODS (iODS) data is refreshed once
a day, and the data will be at least 24 hours old
in most cases. |
| Org |
An
abbreviation for Organization. |
| Organization |
A
five digit numeric code followed by an alpha description
that uniquely identifies an organization (departments
and schools) within the University. (example: 20030
FI-Human Resources) See Organization
Document. |
| OSP |
Office
of Sponsored Programs. The office responsible for
the review and processing of all grants and contracts
applications and proposals, whether federal or
non-federal, including continuations, extensions,
renewals, supplements, and transfer applications
for all departments and schools outside the School
of Medicine. This review and processing constitutes "institutional
approval." OSP also manages post award accounting
for all sponsored projects. |
| OTA |
University
Training Administration
System, an Integrated System HR/Payroll application
used to publish available
classes, schedule offerings, and facilitate
training enrollment through Employee Self Service. |
| OTM |
Time
Management. An Integrated System HR/Payroll application
used to enter employee time reports. |
| OTPS |
Other
Than Personnel Services.
Expenditures not related to wages, salaries, or
the related fringe benefits. |
| Owning
Org |
See
Carrying-out Org. |
| P |
|
|
Payment Voucher |
A procedural method by which
departments may request demand payments through
the Integrated System. Allows payments to be
made without the prior issuance of a purchase
order (requisition), limited purchase order,
or the use of the University Procurement Card.
For rules of use, applicable goods and services,
and allowable dollar limits, see Payment
Voucher on the
Procurement Services Web site. |
|
PI |
Principal Investigator.
The lead researcher on a Sponsored
Program. |
| PO |
Purchase
Order. An Integrated System
finance application used for the procurement of
goods and
services. |
| POAP |
Purchase
Order and Accounts Payable.
Two Integrated System finance applications, sometimes
referred to together
in relation to the procure-to-pay process. |
| Pre-Defined
Reports |
Discoverer reports
that have been created and stored in the database
for use by "'UVA ODS Specialist"' responsibility
holders. The prefix characters before the period
(.) are the computing id of the person who created
the report. Those created by the Integrated System
developers are stored with an "IS."
prefix. |
| PROD
or iPROD |
Short
for Production, this is the live IS application
database. |
| Project |
The "P" in
PTAEO. A primary unit of work
or discreet activity that represents a use of funds
within the Integrated
System. NOTE: A project can be a Revenue
Project,
an Expenditure Project, or both. For a better understanding,
refer to the Discoverer report IS.GL_Revenue Project
Relationships. |
|
Project
Centric |
The term that describes the
University's use of the GA module for all institutional
expenditure transactions. University activities
are defined as projects. |
| Project
Number |
A
six digit number that uniquely identifies a project within
the Integrated System. |
|
PSI |
Project Status Inquiry.
An online form within GA that
allows users to request information regarding
expenditures and budgets including
project-to-date totals. PSI allows review
of the current status of projects, and drill-down
capabilities are available for more detailed
review of a project and its tasks. See the Project
Status Inquiry How-Do-I for instructions
on how to use. |
| PTA |
Project,
Task, Award.
The first three sections of the PTAEO.
Often isp's will just ask for
a PTA combination to bill, as the Expenditure Type
is defined by
the good or service being provided, and they automatically
populate your org as the expending org. |
| PTAEO |
Project,
Task, Award, Expenditure Type, and expending Organization
are the charging instructions for expenses in the
University's Project
Centric environment. All Labor
Distribution and Procurement transactions contain
at least one PTAEO to record a transaction. Internal
Service Providers (isp's) bill customer PTAEOs
and credit their own PTAEOs. |
| PTAO |
Project,
Task, Award,
and expending Org. The PTAEO,
omitting the Expenditure
Type segment.
Used when the Expenditure Type is pre-determined
and just the Project, Task
Award, and Organization is required to complete
the PTAEO. |
|
Purchasing Unit Code (PUC) |
A 2-character code assigned
by Procurement Services to business units with
procurement activities, used to identify the
business unit that is responsible for a purchase.
For more information, see Purchasing
Locations and Delivery Locations. |
| Q |
|
| Query |
The process
by which a user retrieves information from the
database, based on
specific criteria defined by user. Simple queries
can be done through the Integrated System forms;
more complex queries are accomplished by using
the Discoverer reporting
tool. |
| R |
|
|
Recovery (Cost) |
A credit in GA,
usually defined by a fee schedule and representing
revenues generated
by your PTAO from other University department(s),
e.g., a user fee charged to a U.Va. department
or project. |
|
Responsibility |
A predefined set of data, menus, and forms that
defines a particular level of authority within
the Integrated System. Note: several users
can share the same responsibility, and a
single user can have multiple responsibilities.
See University
Application Responsibilities. |
| Revenue |
Additions
to assets that do not increase any liability and
do not represent the recovery of an expenditure
(Examples: gifts, investment income, sales revenues,
conference registration fees, royalty payments). |
| Revenue
Project |
Projects used
for non-sponsored programs only to record revenue
in GL and identify the fund source
of award installments. For a better understanding,
refer to the Discoverer report IS.GL_Revenue Project
Relationships. |
| S |
|
|
Sponsored Program |
Any externally funded research
or scholarly activity that has a defined scope
of work and set of objectives which provide a
basis for accountability and sponsor expectations.
In the Integrated System, this is any award that
starts with a "G." Click here if you
are unsure whether a new award is a gift
or a sponsored program. |
| Standard
Reports |
Real
time reports contained in and run from the IS applications.
Standard reports CAN NOT be accessed through Discoverer. |
| Suspense
Project (Labor) |
A
Project, Task, Award (PTA) combination assigned
at the organization level to be used to charge
all labor suspense charges (i.e., labor charges
for which no valid PTA combination is specified). |
| Suspense
Project (OTPS) |
A
Project, Task, Award (PTA) combination assigned
at the organization to be used to charge all OTPS suspense charges. This PTA combination will be
charged any time LPO information is incomplete
in or internal service providers are unable to
obtain valid PTAO combinations from their customers. |
| T |
|
| Task |
The "T" in
the PTAEO. Used to more narrowly define a subset
of activities within a project. It is assigned
by the project manager and is useful for tracking
and reporting in GA. |
| Transferred
Date |
The date
on which costs, revenue, and invoices are transferred
from one Integrated System module to another. (i.e.,
from GA to GL). |
| U |
|
|
UBO |
University
Budget Office. |
| Usage |
See
Cost Transfer. |
| User-Defined
Reports |
Reports
created by end-users in Discoverer and
run from
iODS. They can be saved on a
local PC, a shared directory within a department/school,
or (if permission
has been granted by the ODS Administrator) they
can be saved to the Discoverer database and shared
with other users. User-Defined reports saved to
the database are prefixed with the user ID of the
person who saved the report. |
| V |
|
| VPN |
Virtual
Private Network. A system that uses encryption
and other security mechanisms to ensure that only
authorized users can access the University's network
and that the data cannot be intercepted. |
| W |
|
|
Workflow (terminology) |
A tool that allows the University to automate
business processes by routing information
in the Integrated System applications to
individuals when their action
or attention is required. For example, a
workflow may be
built to notify a supervisor when a GL journal
entry batch has been created and requires
approval. The supervisor would receive an
interactive notification screen from which
the batch would be approved or rejected. |
| Workflow
Status (for Projects) |
There
are three project statuses created by workflow:
Submitted, Submitted to Central, and On Hold. Once
the workflow is complete and all requirements are
properly fulfilled, the status is changed to "Approved." See the Workflow
How-do-I document for more information. |
