Budget Glossary

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A

Academic Administration  

Those activities that provide administrative support and management direction to the instruction, research and public service programs of the University.

Academic Support

Separate and identifiable resources for units which are functionally related to multiple types of instruction, research and public service. Generally, these resources cannot be easily allocated to the various components they serve. This includes libraries and audio-visual services.

Academic Year  

The time period containing the academic sessions held during fall and spring semester terms. Usually 9 or 10 months in length, normally from August to May.

Account­ 

In Banner, a six-character code that identifies objects, such as the general ledger accounts (assets, liabilities, control, fund balances) and the operating ledger accounts (income, expenditures, transfers). Revenue account codes identify the type of revenue received, such as tuition or auxiliary sales revenue. Expenditure account codes identify the type of expenditure, such as salaries or supplies.

Accounted Budget

Original budget plus or minus any Budget adjustments. Total of all budget transactions.

Activity

In Banner, an optional six-character code that is non-hierarchical and can be used to further define an object of expenditure, like, temporary units of work, subsidiary functional classifications, or short duration projects. Activity codes are assigned to transactions involving multiple organizations or funds that share responsibility for a common event or activity. Currently used by Sponsored Research only.

Administration & Professional (A&P)

Personnel having professional skills in areas relating to the administrative functions of the University primarily in non-academic areas.

Adopted Budget

Original budget allocation given at the beginning of the fiscal year.

Adjusted Budget

Original budget plus or minus any Budget adjustments.

Agency Funds

Funds received and held for reimbursement of specific expenditures for activities such as Study Abroad Programs, field trips and other “flow-through” activities.

Allocation

Distribution of resources to the University and subsequently to internal operating departments. Generally, the legislative appropriation for a given fiscal year will be made to the State University System (SUS). The Board of Governor’s budget staff then makes allocations to each of the state universities.

Allocation Summary   

A document which contains the allocation of resources to the 11 universities, the Special Units and the BOG General Office in accordance with the General Appropriations Act, the Implementing Legislation Bill, the Legislative Appropriation Workpapers, the Letter of Intent and the BOG Master Plan.

Alternative FICA

This plan offers government entities the opportunity to provide a retirement savings program to their part-time, temporary and seasonal employees while eliminating the costs associated with matching Social Security (FICA) employer contributions. At UNF, this affects non-student OPS only (including adjuncts) – employee contributions go to 403b plan instead of social security, which UNF will not need to match, as allowed by IRS 3121B. Although the University does not match Social Security (6.2 percent), the University continues to pay Medicare (1.45 percent).

Amendment

Revision of approved budget. See budget amendment.

Annual Operating Budget

Plan of operation submitted to the BOG based upon the final allocation to the University and operating plan for all budget entities.

Annual Salary Rate

The annualized salary associated with an authorized position.

Appropriation  

The distribution of resources to state agencies via the Legislative Appropriations bill.  A legal authorization to make expenditures for specific purposes within amounts authorized in the Appropriations Act.

Appropriations Act

The Legislature’s fiscal authorization for the expenditure of amounts of money by an agency, the judicial branch, and the legislative branch for stated purposes in the performance of the functions it is authorized by law to perform.

Appropriations Category

Broad grouping of amounts appropriated for a specific need or classification of expenditures, e.g., Salaries & Benefits, Other Personnel Services (OPS), Operating Expense (OE), Financial Aid, Library Resources, etc., used for state reporting.

ARRA

American Recovery and Reinvestment Act of 2009. ARRA is a federal economic stimulus package enacted by the 111th United States Congress in February 2009. UNF received stimulus funds for both 2009-10 and 2010-11.

Authorized Position   

A position included in an approved budget. In counting the number of authorized positions, part-time positions shall be converted to full-time equivalents (FTE).

Authorized Position File (APF)  

See Salary Category Detail File (SCDF)

Auxiliary

A self-supporting entity deriving its business entirely from the sale of goods and services. This includes, but is not limited to, Food Service, Printing and Duplicating, Bookstore, Parking and Student Housing.

Auxiliary Funds

Unrestricted current funds from self-supporting entities supported primarily by fees and charges directly related to the cost of goods and services provided. Example: Housing, Bookstore, Printing & Duplicating, Aquatic Center.

Auxiliary Overhead

An overhead fee is charged to auxiliaries to help defray the cost of administrative services for the auxiliaries such as instructional labs, purchasing, accounting, information technology, etc.

Available Balance

Remaining Budget left to spend = Total Budget - Commitments – Actuals.

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B

B09

 This process allows end users to move non-salaried items within and between organizations. The journal type B09 (UNF Budget Rule Code) allows the end users to move budget between expense accounts. B09 is based on user’s fund/org security. 

Board Approved Fees

See Student Life and Services Fee.

Board of Governors (BOG)

 Corporate body which regulates and controls the State University System (SUS) of Florida 

Board Office

Headquarters group located in Tallahassee for the SUS of Florida which coordinates the budgeting, personnel, academic programs, construction and legislative liaison for the SUS of Florida. 

Budget Adjustment

 Any additions or reductions made to the budget since the original allocation. 

Budget Entity

A specific budgetary unit such as Educational & General (E&G), Contracts & Grants (C&G), Auxiliaries and Local Funds budgets.  

Board of Governors (BOG)

Corporate body which regulates and controls the State University System (SUS) of Florida.

Board Office

Headquarters group located in Tallahassee for the SUS of Florida which coordinates the budgeting, personnel, academic programs, construction and legislative liaison for the SUS of Florida.

Budget Adjustment  

Any additions or reductions made to the budget since the original allocation.

Budget Entity

A specific budgetary unit such as Educational & General (E&G), Contracts & Grants (C&G), Auxiliaries, and Local Funds budgets. This is the lowest unit of function at the lowest level to which funds are specifically appropriated in the Appropriations Act.

Budget Office (UNF)  

The University office through which all budget functions are coordinated.

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C

Calendar Year

Period from January 1 through December 31. 

Capital Improvement Trust Fund (CITF)

Fees paid by students to fund non-educational building and grants paid to Child Development Research Centers to subsidize campus child care. 

Carry Forward

See University Carry Forward. 

Chancellor

Chief executive, academic and administrative officer of the SUS of Florida. 

Class Code

A unique four digit number that identifies a particular authorized position category. 

Collective Bargaining

The performance of the mutual obligations of the public employer and the bargaining agent of the employee organization to meet at reasonable times, to negotiate in good faith and to execute a written contract with respect to agreements reached concerning the terms and conditions of employment, except that neither party shall be compelled to agree to a proposal or be required to make a concession unless otherwise proved in this part. 

Commitment

Equal to the total budget set aside for future obligations. Commitments are made up of Reservations and Encumbrances. 

Concession Fund

A discretionary fund under the University President which is funded by vending revenue and used for the benefit of the University. These funds may be used for expenses such as food, entertainment, awards, etc. that cannot be charged to the E&G budgets. 

Continuing Appropriation

An appropriation automatically renewed without further legislative action, period after period, until altered or revoked by the Legislature. 

Contracts & Grants

Restricted funds containing activities in support of research, public service and training. These activities are funded with awards from federal, state, local and private entities. 

 

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D

 

Differential Tuition

New law signed June 1, 2009 permits Florida schools to seek tuition increases up to 15 percent every year until they reach the national average. Differential tuition is designed to give Florida's universities the flexibility to set different tuition rates as they see fit with board approval.  

Disbursement

The payment of an expenditure

 

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E

Educational & General (E&G) Fund

Funds appropriated by the State Legislature to carry out and support the primary mission of the University – education, research and public service. E&G includes functional categories of Instruction and Research (I&R), ADSS, Library/Audio Visual services, Plant Operation and Maintenance (PO&M), Student Services, and Institutes and Centers.

Educational Enhancement Trust Fund (Lottery)

 

Net proceeds from lottery ticket sales administered by the DOE for the benefit of public education in accordance with the provisions of the Florida Public Education Lottery Act. Also called Lottery Trust Fund.

Encumbrances

Funds committed for future payments.

Enrollment Increase

The number of FTE students over the number currently funded in the Legislative Budget Request.

Established Position

An authorized position which has been classified in accordance with a classification and pay plan structure.

Executive Service

Non-tenured A&P employees who report directly to the President and who are primarily responsible for or significantly involved in policy making. Incumbents serve at the pleasure of the President with no expectation of employment beyond a 60 days notice of termination. The Chancellor of the SUS of Florida determines eligibility based upon recommendation by the University President.

Expenditure

The creating or incurring of a legal obligation to disburse money.

Expenditure Analysis

A document which reports the actual expenditures (salary and expenditures) for the fiscal year ending the previous June 30 and includes total expenditures from all sources and distinguishes costs for undergraduate, graduate and doctoral programs as well as direct, indirect and full cost data.

Expenditure Category

Broad groupings of expenditures into salary, OPS, OE, OCO, EDP, etc.

Expense

See operating expense (OE)

 

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F

Faculty

University personnel whose primary duties are instruction, research, public service, academic administration and academic advisement.

Fee

The money paid by a student depending upon his/her credit hour and academic level.

Fiscal Year

The 12 month period running from July 1st to June 30th. SUS operates on this basis.

Fixed Capital Outlay (FCO)

Real property (land, buildings including appurtenances, fixtures and fixed equipment, structures, etc.), including additions, replacements, major repairs and renovations to real property which materially extend its useful life or materially improve or change its functional use and including operating capital outlay necessary to furnish and operate a new or improved facility.

Full-time Equivalent (FTE) Enrollment (Annualized)

A workload measure based on credit hours generated for each term divided by the appropriate undergraduate or graduate divisor. In Fall or Spring term, one FTE is equivalent to 15 credit hours at the undergraduate level or to 12 credit hours at the graduate level. In the Summer term, an FTE is 10 credit hours at the undergraduate level or 8 credit hours at the graduate level.

Full-time Equivalent (FTE) Position

A full-time position (employee) for budgetary purposes (80 hours bi-weekly).

Full-time Student Equivalent (FTSE)

A workload measure based on credit hours generated for each term divided by the appropriate undergraduate or graduate divisor. In fall or spring term, one FTE is equivalent to 15 credit hours at the undergraduate level or 12 credit hours at the graduate level. In summer term, an FTE is 10 credit hours at the undergraduate level or 8 credit hours at the graduate level.

Full-Time Student

Is a graduate student enrolled for 9 or more semester hours in a term, or an undergraduate student enrolled for 12 or more semester credit hours in a term.

Full-Time-Equivalent (FTE) Faculty

 

Is a budgetary term that represents one full-time faculty position. (Note that two people each serving in half-time faculty positions would together equal one FTE faculty.

Fund

In Banner, a six-character code that identifies a self-balancing set of accounts and identifies ownership. This code defines “what” the money can be used for and how it is generated.

Fund – an independent fiscal and accounting unit with self-balancing set of accounts recording all revenue and expenditures, together with related assets and liabilities, and changed therein, which are segregated for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations, restrictions or limitations.

 

 

 

 

 

 

 

G

General Revenue (GR)

Fund comes primarily from sales tax receipts and receipts from other state taxes such as corporate income tax, estate tax and beverage taxes and licenses. Funds raised through the taxing power of the State.

Governor’s Budget Recommendation

The recommended budget for the next fiscal year submitted to the Legislature for consideration based upon the judgment and conclusions of the Governor. It is divided into two sections, one of which is operations and the other FCO.

Grants & Donations

Unrestricted Foundation funds that may be used for any legal and reasonable purpose in support of the University.

  

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H

 

Headcount

Refers to the number of students regardless of course-load. A student taking only one credit hour as his entire load would be counted as one headcount student.

 

 

 

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I

Incidental Revenue

Former name for Student Tuition & Fees.

Index

A six-character code used in Banner as a shortcut to the fund, organization and program code. The index is entered into the system when recording transactions and performing queries. When the index is entered, the system retrieves the fund, organization and program codes that correspond to the index.

Institutes and Research Centers (I&RC)

A program component with objectives to provide organized programs of research, public service, library support and development which enhance the acquisition and dissemination of knowledge and technology in all disciplines. Only Type I institutes which have been formally established by the BOG and involve more than one university in the SUS of Florida are included (examples are Florida Institute of Education and Small Business Development Center)

Institutional Support

Broadly defined category which involves the administration and general function, and PO&M function.

Instruction and Research (I&R)

A program component which contains the objective of transmitting knowledge, skills and competencies which allow eligible individuals to become practicing professionals or to pursue further academic endeavors, and to enhance the store of knowledge and technology. This program component when viewed in the Legislative Budget included those activities previously referred to as Institutes and Research Centers (I&RC).

Intercollegiate Athletics

A budget entity which contains revenues derived from student athletic fees that each university is authorized by BOG rule to collect as a component of the mandatory fee schedule and from ticket sales.

 

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J

J09

This process allows end users to move non-salaried items within and between organizations. This process is for a single line transfer. The journal type J09-(UNF Expenditure Rule Code) allows the end users to move expenses between expense accounts, based on user’s fund/org security.

 

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L

Lapse

Unspent salary appropriation which is generated primarily by vacancies in established positions during the fiscal year. A number of positions must remain vacant because the University is not allocated enough salary dollars to support all of the allocated positions.

Legislative Budget Request

Formal document sent to the Legislature, filed pursuant to s.216.023 FS or supplemental detailed requests filed with the Legislature, for amounts of money such agency or branch believes will be needed in the performance of the functions it is authorized, or which it is requesting authorization by law, to perform

Legislative Budget Request (LBR) Process -

May – June: Universities prepare their LBRs

August: Board of Governors Approves SUS LBR

October: SUS LBR Submitted to Governor

February: Governor’s Recommended Budget

March – April: Legislative Session (60 days)

May: General Appropriations Bill/Vetoes

August: Universities Submit Operating Budgets

Library

One of the functional categories of the E&G budget which deals primarily with the acquisition, cataloging, referencing and circulation of library books, journals and periodicals.

Local Funds

Unrestricted current funds containing operating resources for Student Activity, Intercollegiate Athletics, Concessions and Student Financial Aid & Scholarships.

Location

In Banner, a six-digit code used to specify the assigned physical location of an asset being purchased or the location of a transaction that is different from the normal location of the organization. This code is optional and will be used primarily for fixed asset expenditures. Currently used by Sponsored Research only.

Lower Level

Student in the freshman and sophomore years.

Lump-Sum Appropriation

Funds appropriated to accomplish a specific activity or project which must be transferred to one or more traditional appropriation categories for expenditure.

 

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N

Non-E&G Funds

Funds not appropriated by State Legislature, but approved by the University Board of Trustees to support the mission of the University. Example: Auxiliary Funds, Local Funds, Contracts & Grants, Grants & Donations.

 

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O

Operating Capital Outlay (OCO)

The expenditure category which includes equipment, fixtures and other tangible personal property of a non-consumable nonexpendable nature, the value or cost of which is $1,000 or more.

Operating Expense (OE)

The usual, ordinary and incidental expenditure by an agency; including, but not limited to, such items as contractual services, commodities, travel and supplies of a consumable nature, current obligations and fixed charges.

Operating Budget

The University’s plan for utilizing the resources available through direct appropriation by the Legislature, by System allocation, or from local sources.

Organization

In Banner, a six-character code that identifies a unit of budgetary responsibility and/or departments within an institution. It is normally used to define the budgetary unit or department.

Other Personal Services (OPS)

An expenditure category which includes the compensation for services rendered by a person who is not a regular or full-time employee filling an established position. This definition includes but is not limited to services or temporary employees, student or graduate assistants, persons on fellowships, part-time academic employees, board members, consultants, and other services specifically budgeted by each agency, or by the judicial branch, in this category.

 

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P

Part-time Position

A position authorized for less than 80 hours bi-weekly.

Part-time Student

Graduate student enrolled for less than 9 semester credit hours per term or an undergraduate student enrolled for less than 12 semester credit hours per term.

Pay Grade

Pay ranges for a specific position classification, used primarily with the classification and pay plan for A&P and USPS employees.

Pay Plan

A document which formally describes the philosophy, methods, procedures and salary schedule for compensating employees for work performed.

Personnel Action Form (PAF)

Form used to initiate requests for personnel and payroll actions for regular faculty, A&P and University Support Personnel Service (USPS) employees as well as for OPS appointments.

Plant Operations & Maintenance (PO&M)

Functional area with the overall responsibility for the operation and maintenance of the physical structure of the University.

Position

The work, consisting of duties and responsibilities, assigned to be performed by an employee.

Position Number

The six-digit identification number assigned to an established position by the Budget Office.

Program

In Banner, a two-character code that identifies a function and enables the institution to establish a method of classifying transactions across an organization.

Program Component

The structure used to build a budget entity and includes an aggregation of generally related objectives which, because of their special character, related workload and interrelated output, can logically be considered an entity for purposes of organization, management, accounting, reporting and budgeting. The following are examples of major components:

Instruction and Research (I&R)

Institute and Research Centers (I&RC)

Administrative Direction and Support Services (ADSS)

Student Services (SS)

Plant Operation & Maintenance (PO&M)

Library/Audio Visual Services (LIB/AV)

Proviso

Language that qualifies or restricts a specific appropriation item and which can be logically and directly related to the specific appropriation.

Public Education Capital Outlay (PECO)

Funds from the state for construction of educational buildings and maintenance funds for PECO funded buildings.

 

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R

Rate

The annual amount of pay (base salary), not including benefits, for an established position.

Reclassification

The changing of an established position in one class in a series to the next higher or lower class in the same series or to a class in a different series which is the result of a natural change in the duties and responsibilities of the position.

Release

Refers to the release of funds to the University. Generally, this is on a bi-monthly basis for the E&G budget and an annual basis on non-E&G entities.

Reservation

Funds set aside for purchase orders and requisitions regardless of whether a PO is issued or not.

 

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S

Salary Category Detail File (SCDF)

Previously referred to as the Authorized Position File (APF). This data file contains personnel and resource information related to individual employees and the utilization of personnel resources.

Student Activity Budget

Budget entity whose source of funds is the activity and service fee assessed to students on a per credit hour basis.

Student Life and Services Fee

The Student Life and Services Fees was established by the student government and the University of North Florida to assist and expand student participation in Transformational Learning Opportunities. It builds and enhances ongoing activities which connect students to the institution and provides funding to offset the costs for students with financial need. It is assessed to all students and is based upon credit hours taken, undergraduate/graduate.

 

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T

Technology Fee

The Technology Fee is established by the University Board of Trustees.  The revenue from this fee shall be used to enhance instructional technology resources for students and faculty. It is assessed to all students and is based upon credit hours taken, undergraduate/graduate.

Temporary Budget

Allocation and adjustments done in the current year that are temporary in nature. (Budget Adjustments that will not roll over to the next fiscal year.)

 

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U

University Board of Trustees (UBOT)

Each of the 11 state universities has a 13-member Board of Trustees responsible for cost-effective policy, implementing and maintaining high-quality education programs consistent with the university’s mission, performance evaluation and developing a process meeting state policy, budgeting, and education standards. 11 members are appointed by the Governor (6) and by the Board of Governors (5), subject to Senate confirmation. The remaining two members are the chair of the faculty senate or the equivalent; and the president of the university’s student body.

University Carry Forward

Unexpended E&G funds of the current year approved operating budget may be carried forward by the university in accordance with Section 240.272 of Florida Statutes.

University Support Personnel System USPS


Personnel covered under the University Support Personnel System classification and pay plan administered by the BOG.

Upper Level


That level of students who have completed freshman and sophomore years.

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Y

Year-to-Date

Year-to-date activity. Represents actual revenue and expenditures posted.

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