| Six-digit accounting code representing a revenue or expense classification type, such as academic salary expense or travel. |
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The obligation to account for or be answerable for one’s actions. |
| Accounting method used to report income when earned and expenses when incurred, as opposed to cash basis accounting, which reports income when received and expenses when paid. |
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Electronic payment or receipt transaction processed through the Automated Clearing House, a network used to clear electronic payments between financial institutions. |
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Six-digit accounting code that, at the option of a campus department or program, may be used to classify financial transactions in ways useful to the department or program. |
| To agree that a transaction has been authorized, and that the document recording it is accurate and consistent with relevant University policies and procedures. The person agreeing must have the delegated authority to perform that function. |
| To agree to the commitment of funds for a specified use; authorization can only be given by a person who is responsible for the funds in question. |
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Includes checks, currency, coin, e-commerce/ACH, money orders, securities, travelers checks, or other property easily converted to currency. |
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Cash fund used by a campus department to provide customers with change for transactions involving cash sales of departmental products or services. |
| Program or project costs not paid by the sponsoring agency. Usually represents costs associated with a sponsored award that are paid by using matching funds provided by UCSC. |
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After-the-fact reallocation of costs, either salary or nonsalary costs, to a sponsored project within a 120-calendar day period from date of the original transaction. |
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A cost not directly chargeable to a federally-sponsored award or includible in the UCSC indirect cost pool calculation. |
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The systematic annual reduction in the value of a long-lived asset costing more than $5,000 from wear-and-tear or obsolescence. For recharge units, depreciation represents the method by which funding is set aside to establish equipment replacement reserves. |
| Costs specifically associated and identified to a particular project, program or activity. |
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Process of recording and certifying personal effort devoted by a faculty or staff member to a sponsored research grant or contract. |
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In a departmental budget, an encumbrance expense, indicates that a service or product will be paid from a certain FOAPAL but has not yet been paid. |
Entertainment, exceptional |
An entertainment, meeting meal or refreshment expense that exceeds the per-person maximum spending rates for events such as employe morale, retirement, holiday employee receptions and fundraisers that include a cash contribution in the registration/meal fee. |
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Entertainment or meeting meal or refreshment expense that does not exceed the per-person maximum spending rate, and is not classifed as exceptional in nature |
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Equipment, costing $5,000 or more, having a useful life of one year or more. |
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Cost incurred for engaging in activities that generate revenue, such as instruction and research. |
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Creation of a piece of inventorial equipment constructed by combining or assembling pieces to make one system. Work is usually performed by campus personnel in a campus shop or laboratory. |
Facilities & Administrative (F&A) | |
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The twelve-month accounting period ending on June 30 upon which the University's annual financial reports are based. |
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Acronym standing for the Fund-Organization-Account-Program-Activity-Location accounting code string used to account for each financial transaction. |
| First two digits of an organization code, which represents a specific type of institutional activity, such as instruction, research, departmental administration, public service, institutional support. |
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Five-digit accounting code, each representing a specific type of funding that may be used for a particular purpose. |
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Official book of record for the UCSC campus consisting of balance sheet-related account balances, such as accounts receivable and accounts payable. |
| The person who renders a service to UCSC or attends a meeting, conference, or event at the invitation of the host. |
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An employee serving as official UCSC representative at a meeting, conference, or event who certifies to the business purpose of the gathering. |
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Costs incurred for a common or joint purpose benefiting more than one cost objective and which cannot be readily assigned to a particular project, program or activity. |
Individual Taxpayer Identification Number (ITIN) |
A tax processing number issued by the Internal Revenue Service to people who are not eligible to receive a Social Security Number (SSN). An ITIN begins with "9" and has the same format as a SSN (###-##-####). |
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A formal request for payment submitted to a customer or client when requesting payment for services or goods delivered. It usually consists of a written record of a transaction. Also known as a "bill" and, occasionally, as a "statement" on the supplier's letterhead, addressed to UCSC with terms and remit address. |
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One-digit accounting code representing the UC campus location; Santa Cruz campus is "7". Not typically used by UCSC departments. |
Meals and incidentals (M&IE) |
Maximum spending rate that employees traveling on UCSC business can claim per day for meals and incidental expenses, such as tips. It applies to travel within the continental United States for a period of 29 days or less. |
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Official book of record for the UCSC campus consisting of revenue and expense balances. |
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Six-digit accounting code representing a UCSC department, program, or activity. |
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Daily spending rate for both meals and lodging for employees traveling on official UCSC business outside of the Continental United States. Rates will vary depending on the destination and amount of time on travel status. |
Personnel Action Report (PAR) | Form used to certify the correct allocation of salaries and wages charged to federally funded projects. |
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Cash fund used to make an immediate purchase of a low-value supply item in situations where other campus purchasing alternatives cannot be used. |
| Process used to verify the existence, condition, and physial location of inventorial equipment maintained by each department or program. |
Principal investigator (PI) |
The Principal Investigator is the person, normally a member of the faculty or a researcher, primarily responsible for the financial management and control of project funds in accordance with University and sponsor policies and procedures. The PI bears the main responsibility for ensuring the validity and appropriateness of each direct cost charged to an award. |
| A purchasing card issued to an authorized employee for the purpose of making low cost purchases of routine supply items. |
| Written authorization for a supplier to provide a product or service at a specified price, becoming a legally binding contract once the supplier accepts it. |
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Process used by a campus unit to fully recover the costs of providing a product or service to another campus unit. |
| Process used to confirm the accuracy of a balance appearing in a particular operating or general ledger account by comparing the balance to that which appears in another related, but independent data source, such as a bank statement balance or subaccount ledger summary total. |
| A written request to order a product or service. |
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Income from the sale of products or services. |
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Process of examining an account balance or a financial transaction for validity, appropriateness, reasonableness, accuracy, sufficient funding, timely recording, proper accounting coding, and/or authorization. |
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Externally-funded activity in which a formal written agreement, i.e., a grant, contract, or cooperative agreement, is entered into between UCSC and a sponsoring organization. |
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An entertainment or meeting meal or refreshment expense, or a situation that meets one of the following criteria requiring approval by an authorized top level approver:
- Exceeds the per-person maximum spending rates for entertainment
- Involves an event in which the spouse, partner or family member of the event host or official guest is invited
- Involves an employee morale-building event, such as retirement, holiday gatherings
- Involves the purchase of tickets for concerts, sporting events, or other similar venues
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Any event or condition recorded in the official book of record (operating or general ledger). |
Transfer of Expense (TOE) |
Process used to transfer a previously recorded expense from one FOAPAL to another. Different forms and processes are used for a non-payroll transfer of expense (TOE) and a transfer of payroll expense (TOPE). |
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Process used to transfer budgeted funds from one FOAPAL to another. |
| Cash obtained by a traveler either through a UCSC Travel Card ATM withdrawal or through the submission of a request to the FAST Office before travel expenses are incurred. Travel advances must be fully accounted for upon completion of travel. |
| A revolving charge card made available to UCSC business travelers for use in obtaining business travel cash advances and paying for business travel expenses. |
| Reference code assigned to travelers by the Financial Administrative Services and Transactions Office to use in tracking travel expenses for a specific UCSC business trip. |