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ACADEMIC EMPLOYEE An employee who is in a position designated as unclassified, including one with faculty or graduate rank and some in high-level administrative positions. ACADEMIC SUPPORT Consists of activities that directly support instruction, research, and public services. Includes libraries, museums, media centers, and departmental academic administration. ACCOUNTING STRING A series of alpha and numeric codes used to identify and access financial data in FIS; see FOAPAL and Chart of Accounts. ACCOUNT CODE The third element of a FOAPAL accounting string used to identify specific financial transactions. Account codes define the type of activity taking place, such as revenues, expenses, and transfers in the Operating Ledger, and assets, liabilities, and fund balances in the General Ledger. Account codes with similar characteristics can be grouped into account types. ACCOUNT INDEX See INDEX CODE. ACTIVITY CODE The optional fifth element of a FOAPAL accounting string. It is used to subdivide activities in a FOAP, primarily for the purpose of tracking multiple activities or tracking cost sharing on grants and contracts within the FOAP. ADA Americans with Disabilities Act. Requires the University to make reasonable accommodations so that faculty, staff, and the public with disabilities have access to University programs, activities, and services. ADJUSTED SERVICE DATE The Original Hire Date, adjusted for any lapse in service with the UO that affects leave accrual rates or seniority calculations. Note: If the employee was employed by OUS or another state agency in a classified position prior to July 1, 1996, this date reflects prior state service. ADJUSTMENT One of the six categories of payroll adjustments. An adjustment adds earnings or amounts to an already-processed pay event. It processes a manual check for an employee who (because of unreported hours, mis-entered hours, or excessive deduction amounts) was not given enough pay during the normal payroll cycle. Note that 'adjustment' and 'payroll adjustment' are defined differently. ADVANCE Also referred to as a draw. A payment of up to sixty (60) percent on earned but not yet paid gross wages given to an employee in an emergency situation. The amount of the assignment is deducted from the employee's next paycheck. AFFIRMATIVE ACTION Results-oriented actions a contractor (such as the University), by virtue of its federal contracts, must take to ensure Equal Employment Opportunity. AGENCY FUNDS Used to account for funds of persons or external organizations while the funds are in the custody of the University. The University acts as the fiscal agent for the owner of the funds. Examples include trust funds held by the Erb Memorial Union and payroll deduction funds held by the Business Affairs Office. Currently, the Federal Direct Student Loan Program is also classified in this group, as federal regulations guide the issuing of the loans and once loaned, the receivables are the responsibility of the federal government. ALLOWABLE WORKING CAPITAL Retained earnings representing no more than 60 days operating expenditures, excluding capital items or non-cash expenses such as depreciation or amortization. This is calculated as the average operation expenditures of the last three years of operations multiplied by .1667 (60 days divided by 360 days). APPOINTMENT AUTHORITY Each UO Appointment Authority has been granted through various administrative levels the responsibility for awarding contracts to UO employees. The appointment authority must approve all appointments within their employee family using either the Student Employment Form or Payroll Request Form.
APPOINTMENT PERCENT The HRIS term for effort or FTE (Full-Time Equivalent). 100% appointment is the equivalent of 1.0 FTE. APPROVAL PROCESS See also Implied Approval. After a FIS transaction document is completed, it is subject to the approvals process. Some documents will receive implied approvals. Other documents will be routed to reviewers through approval queue. Documents receiving approval may then be posting. See also Disapproval. APPROVAL QUEUE The approval queues route FIS documents to various individuals (approvers) for review in the approvals process. The FOAPAL elements and/or dollar amounts determine which queues are required. Once reviewed, the document is approved and sent to posting, or is disapproved. ASSETS (Account Type 10) The financial value of property or economic benefits that you own. Typical assets include : Cash (A0xxx-A1xxx), Accounts Receivable (A3xxx), Inventories (A4xxx), and Prepaid Expense (A5xxx). ATTACHMENTS FASOM 08.03 A1a Attachments are tangible, personal property that have an integral relationship with Parent asset (they become one). There is no dollar threshold limit on attachments but they must meet the following criteria:
AUXILIARY ENTERPRISE FUNDS Sometimes referred to as 'Proprietary Funds', these funds are used to account for operations that are financed and operated in a manner similar to private business enterprises and not directly related to the educational mission of the University. Examples include the Erb Memorial Union, Housing, Student Health Service, and Athletic Department. Goods and services are provided on a self-supporting basis. AWARDS Per Dictionary: something that is conferred or bestowed, usually on the basis of merit. Per IRS: Awards must be included as gross income unless it is transferred to charity or, if for employee achievement, the employer's cost for the award does not exceed the amount allowable as a deduction for the cost of the award. Per Lois Courtney (OUS): Student Employee Awards, account
code 10507, are amounts awarded to student employees in recognition
of special service or accomplishments. These amounts are
subject to income tax and social security/Medicare withholding
and must be included in the employee's gross income for year-end
W-2 reporting. The pay is exempt from retirement contributions
and employer pick-up. From Additional Sources:
Examples: Fund 921050 (Phi Eta Sigma) uses account code 20169; funds 111100 (EMU Operations) and 405651 (Decou Memorial Prize) use account code 10507. BID A competitive offer, which is binding on the bidder, in which price, delivery (or project completion), and conformance with specifications and the requirements of the Invitation to Bid or other competitive bidding method will be the predominant award criteria. BIDDER A person or entity offering to supply goods or services to OUS or any of its institutions in response to an Invitation to Bid or other competitive bidding method. BLOCK A section of a FIS form containing related pieces of information. Each form has a "key" block at the top that requests or reflects key access information, and one or more framed data blocks below, each of which generally focuses on one area of data. BUDGET APPROVAL To ensure expenditures meet availability of funds as well as appropriate priority in use of funds. BUDGETED OPERATING FUNDS Funds used to account for unrestricted resources that are available for current operations. Revenue sources include state appropriations (general funds), student instruction fees, sales and service income of educational departments, certain investment income, indirect cost reimbursements and unrestricted gifts. BUSINESS EXPENSE Charges for goods or services, whether paid, committed, or accrued, that foster or support the ongoing missions of the university. These charges may include expenses (expenditures), debt service payment, and capital outlays. BUYER An individual authorized to complete and approve purchase orders. CANNIBALIZE A department can use an obsolete or minimally damaged piece of equipment for repair parts when similar pieces of equipment break down and need to be repaired.
CAPITAL LEASE A fixed-term rental agreement
that meets certain tests; considered for accounting purposes
to be similar to a purchase. See
CAPITAL OUTLAY Purchases of equipment, buildings, major remodeling, or for improvements other than buildings (such as art work, outside lighting systems, carpet, etc.) CAPITALIZED EQUIPMENT FASOM 08.03 A1 Capitalized non-expendable assets are defined as tangible, personal property which is owned, leased, controlled or possessed by an institution and that meet the following criteria:
The following associated costs may also be capitalized:
CHART OF ACCOUNTS The primary structure of FOAPAL elements used to keep track of the flow of resources into and out of the University. It is used to organize, collect, and report financial data, including revenues, expenses, budget, assets, liabilities, and fund balances. The UO's chart is identified by the letter B. CLASSIFIED Employee family consisting of employees who under state law are not appointed with faculty rank or are specifically exempted. They are governed by rules and regulations published and administered by the Personnel Division of the Executive Department of the State of Oregon and/or by the terms and conditions of collective bargaining agreements. CLOSING The date and time announced in the solicitation (e.g., Invitation to Bid or Request for Proposals) as the deadline for submitting bids or proposals. CLOSING OF THE BOOKS Closing of the Books Process done at fiscal year end to close all revenue and expense accounts and add net income or loss to fund balance. An additional fiscal period (accrual period 14) is opened in July for any adjustments needed after the last regular fiscal period is closed. No changes can be made to the financial records in FIS for the fiscal year after closing. COLA Cost of Living Adjustment. Usually an increase in pay applied equally across all employees using a percentage of gross. COMMERCIAL TRAVEL Travel requiring an overnight absence from an employees official station during which expenses arise from the use of a commercial lodging facility (hotel or motel). COMPA-RATIOA compensation index that indicates the ratio of an individual's rate of compensation to the midpoint of the salary or wage range for the job held by that individual. For instance, if an individual earns $20,000 annually in a job whose midpoint is $20,000, the compa-ratio for that position would be 1.00. The formula is salary/midpoint of salary range. COMPETITIVE PROCESS The process of procuring goods and services by fair and open competition, under varying market conditions, with the intent of minimizing opportunities for favoritism and assuring that contracts are awarded equitably and economically using various factors in determining such equitability and economy. COMPETITIVE QUOTES The solicitation of offers from competing bidders. The solicitation may be accomplished by advertisement and/or by OUS or any of its institutions initiating a request to vendors to make an offer. The solicitation and the offer may be in writing or oral. COMPLIANCE To ensure expenditures are conducted in accordance with all applicable laws, regulations, policies, procedures and sound business practices. COMPONENTS FASOM 08.03 A1a Components are tangible, personal property that are related to, but not an integral part of, an existing asset (parent asset). Components must meet the following criterion:
CONTRACT The written agreement, including OUS or any of its institution's solicitation document and the accepted portions of a bid or proposal, between OUS or any of its institutions and the contractor describing the work to be done and the obligations of the parties. Depending upon the goods and services being procured, OUS or any of its institutions may use "contract" as meaning a purchase order, price agreement, or other contract document in addition to OUS's or any of its institution's solicitation document and the accepted portions of a bid or proposal. CONTRACT OFFICER a person authorized by the VP of Finance and Administration to enter into formal purchasing agreements and contracts. (There are only a handful of CO's on campus). CONTRACT PRICE The total of the awarded bid or proposal amount, including any approved alternates, and any fully executed change orders or amendments. CONTRACTOR The individual, firm, corporation, or entity awarded the contract to furnish OUS or any of its institutions the goods, services, or work procured through a competitive process. CONTRIBUTED CAPITAL A permanent transfer of money or other asset from a source external to a service department. Contributed capital is tracked using account code D0110. For example:
CONTROL ACCOUNTS Account codes used in the general ledger that summarize current fiscal year revenue and expense, budget, and transfer activity from the operating ledger.
COMMIT To formally enter a new or updated record into the FIS database; the data displayed on-screen on a form is not saved until it has been "committed." Records extracted from the database for updating are not available to other users until they have been recommitted. COMMODITY A specific item ordered from a vendor. COMMODITY-LEVEL ACCOUNTING A less frequently used method of accounting in FIS that allows one or more FOAPAL strings to be assigned to each specific commodity. COMPLETE DOCUMENTS When you reach the end of entering a FIS document, you should generally complete it. A complete document, will then receive approval or implied-approval. Approved documents are then posted. CONTROL ACCOUNT Summary of year-to-date activity (revenue, expense, budget, and transfers) that connects the General and Operating Ledgers. CORE APPLICATION An activity which is closely integrated with already deployed student information systems, financial information systems, and/or human resources information systems. It is central to the institution's mission and revenue stream, and is directly and substantially related to students or department operations. A core application is usually:
Examples of core applications would include tuition payments, housing payments, and fee payments. CREDIT MEMO A document used to issue a vendor credit. CUPA College and University Personnel Association. International network of more than 6100 human resource administrators serving almost 1700 Colleges and Universities. CUSTODIAN An individual authorized by their department head to manage and be responsible for a function. The Custodian should be a permanent (full or part-time) staff member. Custodians may be designated for the following functions:
CURRENT HIRE DATE The date the employee began his/her most recent and continuous period of service with the UO. If the employee terminates and is later employed by the UO, the Current Hire Date would reflect the date that the employee was rehired. If the employee has maintained continuous service since the time of original hire, the Current Hire Date and the Original Hire Date would be the same. CWSP College Work-Study Program. Students who are receiving financial aid with work-study certifications. Departments are charged a certain percentage of the wages. The larger share of Work-Study student wages are paid from federal sources DATABASE The place where financial data is stored; data in the FIS database is accessed by all FIS modules, providing consistency and uniformity of data formats. DATABASE ADMINISTRATOR The University Computing staff person who assigns clearances and otherwise maintains the integrity and security of the FIS database. DAYS Calendar days, including weekdays, weekends, and holidays, unless otherwise specified. DECENTRALIZED ENVIRONMENT Departmental responsibility rather then centralized approval of expenditures. DEFERRED PAY Also referred to as the 12 month pay option. The withholding of portions of an employee's pay for disbursement at a later date. For example, the yearly wages of an employee on a 9 month contract can be paid in equal installments over 12 months. DELEGATED AUTHORITY An individual has delegated authority when they have delegation validated by written documentation. For procurement activities, written documentation of delegated authority must be on file with Purchasing and Contracting Services. DELINQUENT ACCOUNT Any account on which the required payments have not been paid. DEPARTMENT INVENTORY A segregated and controlled store of expendable property intended primarily for departmental use. Does not require a separate inventory reserve balance. See also Organized Storeroom Inventory. DETAIL CODE A series of up to four characters that can be used to default the debit and credit FOAPAL elements on FIS transactions originating from the Cashiers, Student A/R or Student Loan systems. The elements defaulted usually include index, fund, organization, account, program, and activity codes. DISADVANTAGED BUSINESS ENTERPRISE (DBE) As defined in OAR 125-030-0000. DISCRIMINATION Illegal treatment of a person or group (either intentional or unintentional) based on race, color, national origin, religion, sex, disability, or veteran status. DISPOSITION Disposition is a two character code that indicates how far along an employee time record for a particular payroll is in the monthly processing. The Payroll Office runs several processes each month that increase the disposition. Disposition is visible in PHAHOUR, PHILIST, and PHICHEK. When the time entry window opens all employee time records are either at disposition 10 or 20 unless there is an error.
DETAIL A breakdown of a transaction into its basic data contents. DISAPPROVAL See also Approval Process. After a FIS transaction document is completed, it is subject to the approvals process. A document may be disapproved if it contains errors or fails to meet all applicable requirements. Disapproved documents become incomplete and the person who originated the document will receive a BANNER message telling them why it was disapproved. The originating user may then make the corrections and re-complete the document or delete it. DOCUMENT An on-line form that is used to record various types of financial transactions, such as DOCUMENT-LEVEL ACCOUNTING The most commonly used method of accounting in FIS; allows one or more accounting strings (FOAPALs) to be used to pay one or more commodities, as a percentage of the total charge. DUE DATE Date set by the University of Oregon for pay meet, as specified on the billing statement or other form of notification, such as the class schedule. DUPLICATEA payroll adjustment that creates a manual paycheck for a future or current pay event. A duplicate can be used to provide a starting point for creating a manual check. Earnings and deductions from a previous check are used as the 'base' and can be changed to reflect appropriate earnings and deductions for a manual check in a different pay event. DRAW Also referred to as a payroll advance. A payment of up to sixty (60) percent on earned but not yet paid gross wages given to an employee in an emergency situation. The amount of the assignment is deducted from the employee's next paycheck. EARN CODES A code that represents a type of earnings. Departmental Payroll Administrators will use earn codes when entering hours worked and leave hours taken in the PHAHOUR form. Each employee class is eligible for certain types of earnings. Some earn codes require that the Payroll Administrator enter a special rate of pay others use the regular job rate of pay.
EARNINGS STATEMENTA statement showing an employee's actual pay, pre tax and post tax deductions, flexible benefits coverage, year to date totals and net pay. EEO SKILL CODE Equal Employment Opportunity Skill Code. Codes 10 thru 90 are based on the nature of the work being performed. These codes are defined by the Federal Government, for use by institutions of higher education, for EEO reporting.
EEO CONTRACT GROUP Equal Employment Opportunity Contract Group. Codes 1 thru 6 are based on the nature of the appointment. These codes are used for EEO reporting.
ELECTRONIC COMMERCE A broad term used to describe business transactions conducted using an electronic medium. ELECTRONIC DATA INTERCHANGE (EDI) The movement of electronic information from computer to computer. The electronic transfer of standard business transaction information between organizations in a structured application. ELECTRONIC MEDIUM Mechanism for transferring, storing, and manipulating electronic data using facilities and devices such as telephone, lease lines, the Internet, compact disc, magnetic tape, diskettes, and fiber lines. ELEMENT One of the six parts of a FIS accounting string. EMERGENCY Not reasonably foreseeable circumstances that create a substantial risk of loss, damage, interruption of services, or threat to the public health or safety that requires prompt execution of a contract to remedy the condition. EMERGING SMALL BUSINESS (ESB) The meaning given in ORS 200.005(3) and (4). EMERTIUS STATUS An honorary recognition given to faculty after retirement from the University. EMPLOYEE BENEFIT FUND Used for staff development of UO employees. EMPLOYEE CLASS Employee class (Eclass) is a two digit code used by BANNER to determine benefit category, leave category, eligible earning codes, term of service, bargaining unit, IPEDS category, and hourly vs. salary time entry method. For example a salaried full time employee represented by SEIU is assigned Eclass 'CA'. There are about 20 different employee classes defined in BANNER HRIS. They are shown below:
EMPLOYEE CLASS SERVICE DATE The date the employee began work in the current eclass. For most classified and unclassified employees, this also involves a change in leave category. ENCUMBRANCE A dollar amount reserved for some future budgetary expense. The Payroll system, FIS On-line POs and Accounting Encumbrances create encumbrances. ENDOWMENT FUNDS Fund used to record the receipt of gifts when the principal must remain intact in perpetuity. The income earned by the endowment may be unrestricted or restricted as specified by the donor, and is generally credited to a separate income gift fund. Most endowments are made on behalf of the UO to the UO Foundation, which is a separate entity. EQUAL EMPLOYMENT OPPORTUNITY The right of all persons to be accorded full and equal considerations for employment, retention, and advancement on the basis of merit. EQUIPMENT RESERVES Separate funds created for the purpose of setting aside money to be used for the purchase of major equipment (costing over $5,000); can also be used for major reconditioning of equipment. These funds are used by Auxiliary Enterprises and Service Departments. EXECUTIVE An occupational category for academic staff whose assignments involve major responsibility for management of the University, e.g., the president, vice presidents, deans, associate deans, and directors of major administrative units. EXPERT NAVIGATION MODE Now known a "Direct Access" navigation. Selecting a form directly by entering its 7-letter name at a "Direct Access" prompt rather than through a sequence of menu choices. FACILITIES AND ADMINISTRATIVE COSTS Facilities & Administrative costs - Facilities and Administrative (F&A) costs, previously referred to as Indirect Costs, are those expenses related to research that cannot be easily identified with a particular sponsored project, instructional activity, or any other institutional activity. These costs are classified under two broad categories: Facilities (depreciation and use allowances, equipment, operation and maintenance, and library expenses) and Administrative (general, sponsored projects, and departmental administration, and student administration and services). FACSIMILE Electronic equipment that communicates and reproduces both printed and handwritten material. If used in conjunction with a reference to a document (e.g., facsimile bid), the term refers to a document (in the example given, a bid) that has been transmitted to and received by OUS or any of its institutions via facsimile. FACULTY FELLOWSHIP PROGRAMA program for spouses or partners of newly-recruited faculty members who are on continuing, tenure track appointments which provides a one year fellowship appointment of academic rank with a one-time $6000 stipend. FAMILY EMPLOYMENT PROGRAMA program that tries to identify employment opportunities for Faculty spouses and partners using a network of public and private sector employers in the Corvallis, Eugene, and Salem areas. FASOM Financial Administration Standard Operating Manual - this manual is used by OUS to set accounting/operating guidelines for the universities in the OUS system. FEDERAL PROPERTY TAG A green property tag affixed to all federally owned property. The grant/contract Id number and grant/contract agency should be noted on the tag. FEDERALLY OWNED PROPERTY Title to the property is vested with the federal government and not the University. FELLOWSHIP Per OUS: Financial assistance awarded primarily on the basis of academic achievement and vocational/professional objectives. Fellowships generally are awarded to graduate and postgraduate students. Recipients are often referred to as "assistants" or "fellows" and usually have academic rank. FASOM (5.02) states that graduate students with bona fide (fellowship) appointments as graduate teaching or research assistants are exempt from paying the instruction fee portion of the overall tuition (fee remission). There are several Federal government requirements to be met for the institution to recover fee remission costs paid from Federal grants:
Per IRS: (See the definition for
scholarship). A reasonable
interpretation would seem to dictate that those fellowships
or portions thereof that are not tied to teaching, research,
or other services would not be included in gross income.
Examples: Account codes 52xxx are not used. GTF fee remissions use account code 10951. GTFs are also paid via payroll and research fellows are paid via stipend, using account code 55102. FICA Federal Insurance Contributions Act. FICA taken each month is a percentage of the employee's gross salary. FICA consists of Social Security and Medicare deductions. Social Security has a salary ceiling that varies each year. Medicare has no ceiling. FIDUCIARY MANAGEMENT SERVICES This category is distinguished by a formal relationship, as the University manages and awards for the operation but does not have ownership of them. University Service Departments are included in this category, payroll deduction service, and the art of operating the University Loan Funds. The Federal Direct Student Loan program also is included in this category. FIDUCIARY RESPONSIBILITY A relationship where someone (the fiduciary) acts in the capacity of a 'caretaker' of another's rights assets and/or well being. The fiduciary owes a ethical and/or legal obligation to carry out this responsibility with discretion and intelligence as well as honesty, integrity, and impartiality. FIELD A data item within a block, such as "Account Type" or "Vendor." FINANCIAL AID This category includes awards of aid and actual disbursement. It does not include Financial Aid administration or counseling, fee remissions, or Federal Direct loans. FINANCIAL MANAGER A reporting designation that allows a responsibility unit to create a single financial report that combines activity for more than one fund or organization code. The financial data is grouped by FOAPAL elements; the FIS (FINANCIAL INFORMATION SYSTEM) FIS is the University's financial information system, a comprehensive software package for entering, adjusting, and retrieving financial data. FIS is a complete financial system, with modules devoted to accounting, purchasing, accounts payable, fixed assets, grants, and budget development. It offers University administrators and departmental staff accessibility to financial information, data security, and compatibility with other databases at the UO and elsewhere in Oregon higher education. FISCAL PERIOD A unit of time (corresponding to calendar months) into which the fiscal year is divided. Period 1 is July 1st through July 31st, and so on. An extra accrual period (called Period 14 in FIS) also exists. FISCAL YEAR The period of time used for financial reporting purposes; the UO's fiscal year extends from July 1st to June 30th of the following year. FIXED ASSET See Capitalized Equipment. FLSA The U.S. Fair Labor Standards Act. This act governs overtime compensation. It dictates that employees who work more than a specified number of hours in a government-defined work period must be paid 150% of their regular rate for those overtime hours. (Employees whose compensation is exempted from this law are referred to as exempt employees.) FOAPAL An acronym for the six chart of accounts elements used to process financial data (Fund, Organization, Account, Program, Activity, Location). Transactions in the operating ledger require fund, organization, account, and program, sometimes referred to as FOAP. Transactions in the general ledger require only fund and account. All of the elements, with the exception of activity codes, are hierarchical and roll up from lower data entry levels to higher summary levels. FORM A standard FIS screen display that resembles a printed form in appearance and organization; forms are used to create transactions, perform queries, and generate summaries. FOREIGN TRAVEL Travel to a foreign country or between foreign countries. FRINGE BENEFITA pension provision, retirement allowance, insurance premium or other cost representing a present or future return to an employee which is neither deducted on a payroll nor paid for by an employee. FTE Full-Time Equivalent. The proportion of an annual full-time appointment that the appointment represents arrived at by dividing the budgeted pay amount by the full annual salary rate. The HRIS term for FTE is Appointment %. 1.0 FTE is the equivalent of 100% appointment. FUNCTION A FIS command, such as LIST or COMMIT, which generates activity on-screen or in the database. FIS functions are shown in most screen references in capital letters. You issue a FIS function by pressing one or more keys on your keyboard that are mapped to that function. FUNCTIONAL FORMA form that can be used for both data entry and queries. FUND CODE The first FOAPAL element of an accounting string; shows ownership of cash and fund balance. A fund is a self-balancing set of accounts, with assets, liabilities, and a fund balance. A fund may be unrestricted or restricted, and may be specific to one department or shared by many departments. UO has thousands of funds, which are grouped into fund types based on similar characteristics. FUND BALANCE The net equity, which is the difference between assets and liabilities. FUND ACCOUNTING A method of r |
