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Auxiliary Glossary

A

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.

Adopted Budget  

Original Budget plus or minus any Budget Adjustments.

Adjusted Budget

Original Budget plus or minus any Budget Adjustments.

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%), the University continues to pay Medicare (1.45%).

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, Business Services.

Auxiliary Overhead

An overhead fee is charged to auxiliaries to help defray the cost of administrative services for the auxiliaries such as purchasing, accounting, information technology, etc. For 2018-19, the auxiliary overhead rate is 6.5%. Student lab material auxiliaries and a few specific auxiliaries are exempt from overhead charges.

Auxiliary Oversight Committee (AOC) 

Committee that governs and approves auxiliary activities and budget. The voting members of AOC are the divisional Vice Presidents. The full committee includes student and staff representation. AOC meets monthly.

Auxiliary Periodic Report

Report of auxiliary year-to-date activity and projections through June 30 of fund balance, revenue, expenses and transfers. Report is submitted periodically. This report is a very useful overview management tool that can be run daily, weekly or as needed to show trending information.

Available Balance

Remaining Budget left to spend = Total Budget less Actuals less Commitments.  

 

B

B09 Budget Transfer

In Finance Self-Service, this process allows end users to move temporary budget within and between organizations, within the same fund, based on user’s fund/org security.  

Budget Adjustment 

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

 

C

Cash

 The amount of cash available for the auxiliary at a point in time.

Claim on Cash

 Obligations to cash. 

Commitment

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

Credit Hours 

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.

 

D

Disbursement 

 The payment of expenditure.

 

E

Encumbrances 

 Funds committed for future payments, usually made through Purchase Order. 

Established Position 

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

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, FCO, EDP, etc.

Expense 

See operating expense (OE)

 

F

Fiscal Year 

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

Full-time Equivalent (FTE) Position 

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

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.

 

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.

Fund Balance

Auxiliary’s cash position at beginning of fiscal year.

I

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.

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.

Initial Budget

Budget approved at Budget Hearings by Auxiliary Oversight Committee.

 

J

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. 

 

L

Local Funds

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

 

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.

 

O

Operating Expense 

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.

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.

 

P

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.

Position Number

The six digit identification number assigned to an established position by the Office of Planning and Budget.

Projection

Anticipated amounts of revenue, expenditures or transfers. Projections are usually through June 30.

 

R

Rate 

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

Reservation

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

Revenue

Income from a given source.

Revised Budget

Change to budget approved by Auxiliary Oversight Committee.

 

S

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 Fee

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

 

T

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).

 

U

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.

 

Y

Year-to-Date

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