Claim on Cash
The amount of case available in a fund at a given time.
Equal to the total budget set aside for future
obligations. Commitments are made up of Reservations and Encumbrances.
Several auxiliary and local funds get funding
based on student credit hours enrolled. In 2013-14 we use 403,000 credit hours
for budgeting purposes.
The payment of expenditure.
Funds committed for future payments, usually
made through Purchase Order.
An authorized position which has been classified
in accordance with a classification and pay plan structure.
The creating or incurring of a legal obligation
to disburse money.
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.
Broad groupings of expenditures into salary,
OPS, OE, FCO, EDP, etc.
See operating expense (OE)
twelve month period running from July 1st to June 30th. SUS operates on this
Full-time Equivalent (FTE) Position
a full-time position (employee) for budgetary
purposes (80 hours bi-weekly).
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.
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.
Auxiliary’s cash position at beginning of fiscal
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.
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.
approved at Budget Hearings by Auxiliary Oversight Committee.
J09 Expenditure Transfer
In Finance Self-Service, this process allows end
users to move actual non-salaried expenditure items within and between
organizations, within the same fund. 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.
Current funds from university operating units that include Student Activities and Services (A&S) Fee, Financial Aid Fee, Concessions,
Intercollegiate Athletics, Technology Fee, and Board-Approved Fees (Student Life & Services Fee).
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.
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.
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.
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.
The six digit identification number assigned to an established position by the Office of Planning and Budget.
Anticipated amounts of revenue, expenditures or transfers. Projections are usually through June 30.
The annual amount of pay (base salary), not including benefits, for an established position.
Funds set aside for purchase orders and requisitions regardless of whether a PO is issued or not.
Income from a given source.
Change to budget approved by Auxiliary Oversight Committee.
Student Activity Budget
Budget entity whose source of funds is the activity and service fee assessed to students on a per credit hour basis.
The money paid by a student depending upon his/her credit hour and academic level.
Transfer-In and Transfer-Out
Cash transfer from one auxiliary to another. In Banner accounting, transfers are treated similar to expenses. Transfers-Out reduces cash like an expense. Transfer-out is recorded as a positive (similar to expense). Transfers-In increases cash, opposite of expense. Transfer-in is recorded as a negative (similar to an expense-refund when a purchased item is returned).
University Board of Trustees (UBOT)
Each of the eleven 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.
Year-to-date activity. Represents actual revenue and expenditures posted.