Glossary of Terms

A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

Account Number

An account number is the five-digit number assigned to each University budget unit or specified restricted or unrestricted fund.

Accountable Plan

An accountable plan is one which pays expenses that would otherwise be deductible by the employee, requires the employee to substantiate the expense, and does not permit the employee to keep reimbursements which exceed expenses.

Allowable Costs

An allowable cost is a cost that is allocable, and in conformance with any limitations or exclusions set forth in the federal cost principles applicable to the organization incurring the cost. The cost must also be consistent with the internal regulations, policies and procedures that apply uniformly to both federally funded and other activities of the University, accorded consistent treatment, and determined to be in accordance with Generally Accepted Accounting Principles.

Authorized Signature

An authorized signature is required for approval of transactions impacting a University account. A budget administrator has implied primary authorization, but may designate signing authority to another individual or individuals through a Signatory Authorization Form. However, authority to approve employee reimbursements may not be designated to a peer or a subordinate. For restricted funds, completed forms must be on file with Research & Sponsored Programs Accounting; for unrestricted funds, forms must be filed with Payment Services.

Bar Code Labels

Bar code labels are coded identification tags placed on required to be placed on University fixed assets.

Budget Revision

A budget revision is the procedure for reallocation of budgeted funds among different expense categories. Budget revisions for awards must be coordinated with the Office of Research.

Disencumber

Disencumber is to release funds previously set aside for a specific purpose via a purchase order. Funds are disencumbered when the goods have been received and final payment has been made.

Encumbrance

An encumbrance is the setting aside of funds for a specific purchase. The encumbrance is authorized through completion of a purchase order.

Endowment

An endowment is a permanent fund whose earnings are to be used in accordance with the donor's specified wishes.

ESF (Employee Status Form)

The ESF authorizes and details compensation to be received by a University employee during a specified period of time. A revised ESF is required for any change in an employee's status, e.g., promotion, transfer, title change, rate/salary change, schedule change, or non paid medical leave of absence.

Fabricated Equipment

Fabricated equipment is defined as being constructed by combining modular components and/or materials into one functional unit. Finished equipment will have a unit cost of $2,500 or more, a useful life of at least two years, and the capacity to function without the assistance of another item (is not an accessory or component). Fabricated equipment is constructed by a department for use on a contract or grant, that will remain in the possession of the University, with title vesting either to the University or to a federal agency upon completion of the contract or grant.

Fixed Asset

A fixed asset is an item of equipment or furnishings with a useful life greater than one year, and an original cost of $2,500. or more.

Form I-9

Form I-9, the Employment Eligibility Verification Form, is required for each new employee at the University. The employee must properly complete, sign, and date the first section of the Form and supply valid documents that establish identity and employment eligibility.

GLez (General Ledger Made Easy)

GLez is a web interface to the University's financial accounts. It provides views of real-time financial data, at both summary and detailed levels.

Independent Contractor

An independent contractor is an individual who is to receive payment for special services not governed by the employer/employee rules.

Journal Entry

A journal entry is an accounting transaction used to correct or reallocate receipts and expenditures. To initiate a transaction on a restricted fund, complete a journal entry form (Manual Journal Voucher Form) and submit the approved document to Research & Sponsored Programs Accounting.

Manual JV Form

A Manual Journal Voucher Form is used to request an accounting transaction (journal entry) for designating allocation of receipts and expenditures.

No Cost Extension

A no cost extension is a lengthening of a sponsored project's term, at no additional cost to the sponsor. An extension may be requested through the Office of Research when the project work will not be completed within the originally approved time frame.

NRA (Non-resident Alien)

A non-resident alien is a person not considered a permanent resident of the United States by reason of birth or by possession of a permanent residency card.

Object Codes

An object code designates the type of expense to be charged to an account. It is the six-digit number following the account number in the University's transaction records, e.g. 49999-942000, Travel Expense.

PAR (Personnel Activity Reports)

A PAR is the University's form required for anyone charging personal services to a federal award to certify the compensation charged received is just and appropriate to the amount of effort expended. Effort certification is a requirement of OMB Circular A-21.

Principal Investigator

The Principal Investigator is the individual who assumes responsibility for the intellectual quality of a sponsored project, the integrity of expenses charged to its' funds, and the accuracy of reports submitted regarding the progress of the work performed.

ProCard

A ProCard is a University-sponsored credit card issued to an authorized employee for purchases of small dollar items.

Reference Codes

Two letters in the reference field of GLIQ identify the origin of an entry, e.g., PY denotes a payroll transaction.

SAF (Student Appointment Form)

A SAF is required for any student employee of the University. The form details wage information and the hours/term of employment, and identifies the hiring unit or units.