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Orientation for New Business and Finance Employees

Glossary

A

Absolute Value - The value of a Journal Voucher, or document total, that is determined by adding every debit and credit value.

Accounts Receivable - The charge and payment information for the entire range of customers for whom the University provides goods and services.

Account - A required segment of a C-FOAPAL accounting string that identifies whether a transaction is designated as an asset, liability, equity, revenue, expenditure, or transfer account classification for accounting and financial reporting purposes.

Account Type - A two-digit code reflecting the logical classification of Accounts with similar characteristics or uses. Classifications include asset, liability, equity, revenue, and expenses.

Accrual Basis of Accounting - A basis of accounting that reports income when earned and expenses when incurred.

Activity - An optional segment of a C-FOAPAL accounting string that can be used to track financial activities by temporary events or by person for accounting and financial reporting purposes.

Activity Date - The actual date a record was entered into Banner.

Adjustment Notification Application (ANA) - A web-based tool used to request underpayment adjustments prior to payroll calculation, as well as overpayment notification for adjustments that cannot be processed with Banner's Adjustment Processing Form (PZAADJT). ANA is used to provide detailed information regarding the adjustment to Payroll. Payroll creates the adjustment using the information provided in ANA.

Adopted Budget - The original budget amount from the previous fiscal year.

Affiliation - An item used in the TEM Expense Report to describe the nature of the submitter's relationship to the University. Examples include employee, non-employee, student, and candidate.

Agency - An outside unit that awards a grant. Examples include the State of Illinois, the federal government, or a private foundation.

AITS Service Desk (or Help Desk) - A unit that provides support for business systems. Contact this unit at servicedeskaits@uillinois.edu.

Allocate - The process of charging a document or item to more than one cost center. A document or item can be charged to a single cost center or split between multiple project numbers or cost centers.

Anticipation Grant - A grant established prior to formal award notification for the purpose of incurring necessary expenses in expectation that the award will be received.

Application Form - A form used to enter data into Banner and to update existing data. A Banner Finance Application Form will have an "A" as the third letter of its name. An example includes FGAJVCD.

Approval Queue - The queue that allows automatic routing of certain transactions from the Originator to an Office of Business and Financial Services (OBFS) unit to review and approve the transaction before sending it to the validation and posting processes.

Approver - A person who approves a system transaction.

Arranged Travel - A situation in which an authorized user (or travel arranger) can arrange and pay for the travel of one or more employees within an organization.

Asset - An item of economic value. Examples include Cash, Investments, Receivables, Inventories, Deferred Charges, and Prepaid Expenses. Assets are viewed on General Ledger Statements and have Account codes in the 5xxxx range.

Auxiliary Fund - An auxiliary enterprise activity that furnish services primarily to individual students, faculty, or staff and charge fees directly related to the service. University departments and the general public may also be served. Examples include student unions, housing, bookstores, etc.

B

Balance Sheet - A statement of a Fund's financial condition, showing a summary of its assets, liabilities, and Fund balance.

Banner - An enterprise resource planning system that provides comprehensive, integrated financial management for tracking, maintaining, and processing all relevant data. The three main components include Finance, Human Resources/Payroll, and Student.

Banner Message Form - A form that is accessed from the Banner main menu. A green check mark next to this form's access link means that the user has a message from an OBFS unit or an Approver about the status of a requested transaction.

Banner Security - A process that manages the appropriate access of Banner data. This security process includes network security and Banner Security that covers login, forms access, rule code use, and approvals.

Banner Session - The time that a user spends working in Banner from login to logout.

Base Budget - The previous year's original budget plus all permanent (recurring) adjustments.

Basis Code - A code that indicates the way in which indirect cost or cost share will be calculated.

Biennial Physical Inventory - A process of identifying and reviewing all items assigned to a department or located within a department's facility space which is completed once every two years.

Block - A group of related fields within a Banner form.

Bolt-On System - An application that can "bolt-on" to Banner feed information into Banner's General Ledger. Examples include the Adjustment Notification Application, FABweb, iBuy, and P-Card.

Budget - An amount of money allocated for a particular purpose.

Budget Balance - The actual or adjusted budget amount minus fiscal year-to-date activity and encumbrance amounts.

Budget Code - A sequential alphanumeric code assigned by Banner to each budget or adjustment entered. It is associated to the grant and is tied to a particular Fund within that grant.

Budget Development - A Web-based application for viewing and entering the new fiscal year's budgets in a distributed setting.

Burn Rate (Burn RT) - It's the percent of a budget that has been spent divided by the percent of time that has elapsed.

BusinessObjects (or SAP BusinessObjects) - An enterprise reporting software system that allows users to view standard, pre-developed reports and supports the development of custom reports and ad hoc queries for data stored in the Data Warehouse.

Business Policy - The set of rules that a company uses to influence and manager the way the business is run.

Business Purpose - A description, provided by the initial user, of the reason for the expense. This description should always describe the business benefit to the University obtained when incurring any expense. The content of the description is critical to the approval process.

C

CARF - The Contract Approval Routing Form required for all contracts submitted for the Comptroller's signature.

Cash Basis of Accounting - A basis of accounting that reports income when received and expenses when paid.

C-FOAPAL (or FOAPAL) - The Chart of Accounts structure composed of the following segments: Chart, Fund, Organization, Account, Program, Activity and Location. A valid C-FOAPAL is required to post or query transactions and to retrieve financial reports. The "FOAPAL" abbreviation is commonly used.

C-FOP - A shortened version of the Chart of Accounts structure: Chart, Fund, Organization and Program.

Change Order - A written alteration that is issued to modify or amend a contract or purchase order. A bilateral (agreed to by all parties) or unilateral (government orders a contract change without the consent of the contractor) request which directs the contractor to make changes to the contracted scope of work or specifications.

Charge Code - A unique code consisting of letters, numbers, or a combination of both, which identifies a chargeable entity. Commonly known as a C-FOP.

Charge Code Reviewer - The user responsible for reviewing and approving expenses charged against a particular charge code.

Chart - A required segment of a C-FOAPAL accounting string that identifies the campus or major accounting entity for accounting and financial reporting purposes.

Chart of Accounts (COA) - The coding system used to capture transaction data, facilitate information retrieval, and manage financial reporting in all of the Banner modules (Finance, Student, and Human Resources).

Closing - A sponsored project is considered closed when all reporting requirements have been met and all required accounting entries have been made to a project fund. A Banner fund is considered closed when the expenditure end date passes.

Commitment - An amount of the budget that is encumbered.

Commodity Code - A standardized five-digit code that identifies the general type of asset reflected by a given Banner Fixed Asset record. Each code is directly tied to a specific commodity code description. The first three digits signify broad groupings of equipment.

Complete - The status of a transaction that has been submitted by the Originator for any further approvals and posting to the General Ledger.

Conflict of Interest - A conflict of interest arises when a faculty or staff member is in a position to influence the business, research, or other decisions of the University in relationship to an outside organization in ways that could lead directly or indirectly to financial gain for the faculty or staff member or the family of the faculty or staff member, or give improper advantage to others to the detriment of the University.

Contract - A contract is an obligation which is legally binding and enforceable by law, such as an accepted offer between competent parties upon a legal consideration, to do or abstain from doing some act.

Control Account - An account in the General Ledger that summarizes activity from the Operating Ledger. Examples include Revenue Control, Expense Control, Transfer Control, and Encumbrance Control.

Cost - The historical cost of acquisition or fair market value of an asset at the time of donation or purchase.

Cost Center - An organizational unit of expense categories synonymous with Banner Chart - Organization combinations that define University units. Cost Centers are designated by a code consisting of letters, numbers, or a combination of both that is part of the charge code.

Cost Sharing - A portion of project costs incurred during the period of performance are not borne by the sponsor. The University's financial contribution toward a sponsored project.

Credit - An entry on the right hand side of a balance sheet constituting an addition to the revenue, net worth, or liability Account or deduction from an expense or asset Account.

Cross-FOAPAL Validation - The Banner process of checking a transaction against a number of business rules to prevent certain types of, but not all, transaction errors from posting.

Cumulative Change - The running sum of all increases and decreases to a line item during budget development.

Cumulative Distance - The total distance amount for each traveler for a mileage calendar period, as defined by the company.

Currency - The system of money in general use in a country. For travel Expense Reports, expenses might be expressed using the currency of the country where travel occurred.

Custodian - The name and UIN of the person who is responsible for a Fixed Asset.

D

Data Enterable Code - A Banner segment code that can be used in a transaction, query, or reporting action.

Data Warehouse - The repository of University administrative data. It is the source for data of standard University reports. The Data Warehouse must be accessed through a software package with the most convenient access through EDDIE.

Debit - An entry on the left hand side of a balance sheet constituting an addition to an expense or asset Account or a deduction from a revenue, net worth, or liability Account.

Deferred Revenue - The revenue that is recorded in one fiscal year when the service is rendered or goods provided (and, therefore, revenue is earned) in the following fiscal year.

Dental Service Plan (DSP) - A Fund that receives monies from the sale of dental services. It is a Self-Supporting Fund and is a type of Practice Plan.

Department Approver - The responsible party for approving timesheets after the Department Originator completes time entry and submits the timesheets for approval.

Department Originator - The unit employee who extracts the timesheets.

Description - A written description of the equipment item.

Direct Access (Go To...) Field - The field on the Banner main menu where you may enter the seven-character Form Name to open the form quickly instead of locating the form through sub-menus.

Direct Costs - The costs incurred specifically for the purpose of carrying out a sponsored project. Examples include salary and fringe benefits, travel expenditures, and the purchase of supplies or equipment.

Direct Deposit - The deposit of funds directly into a bank account as a form of payment.

Disbursements - Any money paid out or spent.

Disposal Code - A code that signifies the reason for deactivating a Banner Fixed Asset record.

Disposition Code - A system-defined code indicating the current status of a pay event in the payroll cycle.

Draft - A document ordering the payment of money, drawn by one person or bank on another.

E

Earnings Code - A device for transferring funds from the University to an employee in order to compensate the employee for work done. It identifies the nature of pay and establishes rules governing the time entry validation and processing of earnings represented by the code.

Effective Date - The date Banner recognizes as the first date an item can be used. Funds must be assigned an effective date, and the effective date can be backdated at initial creation. Once the effective date of the Fund is set, it can only be changed to a current or future date. It is not possible to link anything to a Fund prior to the Fund's effective date.

Encumbrance - An encumbrance sets aside funding to pay for projected expenses. Examples include purchase order encumbrances, labor encumbrances, and general encumbrances used for non-payroll and non-purchase order expenses.

Enterprise Data Delivery Information Environment (EDDIE) - A BusinessObjects system that allows you to retrieve, view, and print reports. Also, you can create custom reports of your own.

Enterprise Data Warehouse - A repository of information updated on a nightly basis from the University's business systems, including Banner and P-Card. Because the data in the Enterprise Data Warehouse is updated nightly, reports will reflect the previous day's data.

Enterprise Resource Planning System (ERP) - A software program, such as Banner, that integrates the various systems of an organization, such as Financial, Human Resources/Payroll and Student applications, so that information can be readily shared among authorized users.

Entity - A group of Self-Supporting Funds with similar activities. An example includes the Professional Development Entity.

Entity Code - A code used to identify the various revenue-generating activities. Each item of equipment currently associated with such activity must have this code assigned.

Equipment Manager - The name and UIN of the person who is the equipment manager for a Fixed Asset.

Equity - The net value of an asset or business (assets minus liabilities). In College and University Accounting, equity is referred to as the Fund Balance.

Escheatment - The process of transferring unreconciled check payments from the bank reconciliation records to the Unclaimed Property C-FOAPAL for research and re-issue to the payee.

Event Code - A code that indicates whether an event is a Billing Event or a Reporting Event.

Event Tracking - The ability to monitor events on a grant for billing purposes.

Exception Time - The benefit time entered by civil service exempt employees. Examples include vacation and sick leave.

Excess Funds - The cash and cash equivalent balances that exceed the limits set by the State Legislative Audit Commission University Guidelines.

Expense - A line item in an Expense Report.

Expense Report - A document in TEM that includes a list of expenses for travel or miscellaneous reimbursement.

Expense Type - A predefined list of Expense Types used by the University that correspond to a Banner account. Examples include airfare, car rental, lodging, etc.

Extract Timesheets - The process of initiating electronic timesheets so that hours can be entered.

F

Fabrication - The process of constructing equipment from separately acquired parts and supplies.

Facilities and Administrative Costs (F&A) - Any costs incurred that are not directly related to service delivery. Also known as indirect costs. Examples include insurance and employee benefits.

Federal Pass Through - The monies awarded to the University by a state agency or private agency that were originally provided to the agency by the federal government.

Feeder System - A system that automatically "feeds" transactions into Banner so that they do not have to be individually entered. Feeder systems are used by departments with large volumes of financial transactions for accuracy and efficiency.

Field - An area in a form where you may enter, query, change, and display information.

Financial Manager (or Fund Manager) - The person assigned the accountability or responsibility for the management of a Fund.

Fiscal Control and Internal Auditing Act (FCIAA) - FCIAA is a State-mandated program to aid Illinois State agencies in conducting reviews of their fiscal and administrative systems of internal control. Annually, unit heads and financial officers are required to submit FCIAA Certification for each of their respective departments.

Fiscal Year - The accounting period of the University defined as July 1 through June 30.

Fixed Asset - A tangible resource used by the University that has a long life.

FOAPAL (or C-FOAPAL) - The Chart of Accounts structure composed of the following segments: Chart, Fund, Organization, Account, Program, Activity and Location. A valid C-FOAPAL is required to post or query transactions, and to retrieve financial reports. The "FOAPAL" abbreviation is commonly used.

Folio - A form of receipt issued by lodging providers at the completion of a stay. A folio may contain multiple Expense Types. The contents must be itemized.

Form - A Banner form used to make a transaction or query information.

Form Name - The seven-character name of a Banner form commonly used as an abbreviated reference.

Form Title - The full name of a Banner form that describes its purpose.

Frequency - The term that indicates how often the billion is run. Banner defaults include weekly, bi-weekly, monthly, quarterly, semi-annually, and annually.

Fund - A required segment of a C-FOAPAL accounting string that identifies a source of revenue for accounting and financial reporting purposes.

Fund Addition - An account used to post transactions directly to the General Ledger that increases the Fund Balance. Restricted to OBFS users only for changes in fixed asset equity and prior year audit adjustments.

Fund Balance - The accumulation of all inception-to-date revenue, expense, transfer, Fund Addition, and Fund Deduction activity in the Fund.

Fund Code - A code established to process the actual financial activity of the grant. The fund code is created after the grant has been created.

Fund Code Maintenance Form (FZMFUND) - The form that details information about a Fund, such as its effective date, title, Fund Manager, etc.

Fund Deduction - An account used to post transactions directly to the General Ledger that decreases the Fund Balance. Restricted to OBFS users only for depreciation, amortization, and prior year audit adjustments.

Fund Expenditure End Date - The date transactions can no longer be processed. It prevents approved administration personnel from processing transactions. When the termination date is used, the expenditure end date should always be greater than the University's current fiscal year end date.

Fund Manager (or Financial Manager) - The person assigned the accountability or responsibility for the management of a Fund.

Fund Termination Date - The date after which non-approved administration personnel can no longer process transactions. Approved administration personnel can still process transactions.

Fund Type Code - A code used to classify and aggregate Fund Code data.

FX Rate - The foreign exchange rate used to convert an expense into US dollars for payment.

G

GC81 Form- A supporting document used to explain the reason for a non-current transfer.

General Accounts Receivable (GAR) - The amounts due to the University that do not involve students. Examples include amounts due from companies.

General Encumbrance - An encumbrance is a non-payroll and non-purchasing hold on a particular amount of a department's funds.

General Ledger - The General Ledger is the core module of the Banner Finance system. It has a summary of all transactions that are entered through Banner.

Ghost (Misclassified or Rogue) C-FOAPAL - A C-FOAPAL that uses any combination of improper C-FOP segment codes, e.g., a Fund code from one department with an Organization and Program code from another department.

Gift Fund - A Fund established from gifts and donations to support University programs.

Grant - A Fund awarded to the University for research purposes.

Grant Budget Begin Date - The start date of the grant budget. It cannot be changed after the budget has been processed.

Grant Budget End Date - The end date of the grant budget. It cannot be changed after the budget has been processed.

Grant Code - A code assigned to each grant or project.

Grant Fund (or Sponsored Project Fund) - A Fund established when funds are awarded to the University by external sources in support of research, instruction, or other activities. They are distinguished from gifts because they are awarded to support projects with defined scopes of work.

Grant Ledger - A ledger in the General Ledgers system that records inception-to-date revenue, expense, and transfer transactions on a grant year basis. The transaction date in conjunction with the grant project start date determines the appropriate grant year and grant period bucket. It stores grant period transaction data in a cumulative fashion.

Grant Project Period Dates - The start and end dates of the project. The project start date cannot be changed after grant transactions have been posted. The project end date can be changed at any time, but it cannot be changed past the termination date.

Guest - A person who attends a business meal or other event for which you pay and request reimbursement. A guest differs from a recipient in that a recipient of a gift can by liable for additional taxes on the item received.

H

Hard Match - Any expenses other than the contributed effort of academic personnel that are considered in calculating cost sharing.

Help Desk (or AITS Service Desk) - A unit that provides support for business systems. Contact this unit at servicedeskaits@uillinois.edu.

Hierarchy - A hierarchy in C-FOAPAL code segments reflects the relationships among its levels and supports roll-up reporting. The Fund, Organization, Account, Program, and Location codes are organized using reporting relationships between the different levels of codes.

Honorarium - The compensation given to an individual for a service provided. This individual is not employed by the group providing the compensation.

I

iBuy - The online website that is the primary mechanism for purchasing goods and services at the University.

Implicit Approval - A case when Banner assumes approval from the Originator of a submitted transaction. The transaction automatically forwards to the posting process without having to be routed to an Approver.

Inception-to-Date (ITD) - A period from the time a Fund is established through the current date. Amounts shown in inception-to-date columns or fields may cross fiscal years.

Incomplete (or In Process) Transaction Status - The status of a transaction that is either saved as "In Process" by the Originator for further action or that is disapproved by an Approver.

Index Code - A "shortcut" code that, when entered, populates other codes into C-FOAPAL fields. These codes can increase data entry accuracy.

Indirect Cost Recovery (ICR) Funds - The Indirect Cost Recovery Funds (or "ICR Funds") are collected by the University from the indirect cost recovery facilities & administrative (F&A) rates charged to grant Funds. These fees are charged to cover the University's overhead costs.

Indirect Cost - A cost incurred that are not directly related to service delivery. A cost not specifically itemized in grant applications. Also known as Facilities and Administrative Costs. Examples include utilities, security, payroll, insurance, and employee benefits.

Indirect Cost Basis - The direct costs on a sponsored award account that are subject to the indirect cost rate.

Indirect Cost Basis Code - A code that represents a list of Accounts used for indirect cost calculations.

Indirect Cost Charge Code - A code that represents the Account to which indirect costs are charged.

Indirect Cost Code - A combination of four components that work together to calculate the indirect costs for a grant. Assessment of indirect costs requires four codes to be assigned to each code: indirect cost basis code, indirect cost rate code, indirect cost charge code, and indirect cost distribution code.

Indirect Cost Distribution Code - A code that represents the credit side of indirect cost calculations.

Indirect Cost Rate Code - A code that represents the percentage rate the sponsoring agency must contribute towards the expense.

In Process (or Incomplete) Transaction Status - The status of a transaction that is either saved as "In Process" by the Originator for further action or that is disapproved by an Approver.

Inquiry Form - A form used to look up existing information in the Banner database. A Banner Finance Inquiry form will have an "I" as the third letter of its name. An example includes FOIDOCH.

In-Service Date - The date a department places equipment in service.

Intellectual Property - Any property that is generally protected and proprietary. Examples include inventions, patents, copyrights, trade secrets, trademarks, technical data, and industrial designs.

Interest Income - The additional funding for sponsored projects that is generated when sponsors require that funds paid in advance be held in interest bearing accounts. Also known as Investment Income.

Inventoriable Equipment - The equipment that is tracked in Banner for inventory purposes.

Investment Income - The additional funding for sponsored projects that is generated when sponsors require that funds paid in advance be held in interest bearing accounts. Also known as Interest Income.

Invoice - A bill issued by an entity or person who has provided products and/or services to a customer.

Itemize - The specification of one expense as two or more expense items.

J

Journal Type - The rule class or transaction code for the accounting entry.

Journal Voucher - A Journal Voucher records either original accounting entries or adjustments and corrections to previously recorded transactions.

L

Labor Encumbrance - An encumbrance created to cover payroll expenses.

Labor Redistribution - The Banner process for transferring salary and fringe benefits costs.

Ledger - A general file used to record financial entries.

Liability - An amount owed by a unit. Examples include Accounts Payable, Accrued Payroll, and Deferred Revenue. Liabilities are viewed on General Ledger statements and have Account codes in the 6xxxx range.

Location - An optional segment of a C-FOAPAL accounting string primarily used with, but not limited to, the Fixed Asset module to designate physical sites, such as building and room number, for accounting and financial reporting purposes.

Location Code - A code that identifies the building and room in which equipment is reportedly housed.

Lock - A setting used by higher-level Organization users to prevent users in a lower-level Organization from changing their budgets.

M

Maintenance Form - A form that permits users with security access to change values found in Validation forms. A Banner Finance Maintenance form will have an "M" as the third letter of its name. An example includes FZMFUND.

Manual - A category of payroll adjustments. A manual generates a pay event or check transaction outside of the normal payroll process. It is performed to provide a pay advance or to process an employee who is missed during the original pay cycle.

Manufacturer - The company that produces a relevant asset.

Medical Service Plan (MSP) - A Fund that receives monies from the sale of medical services. It is a Self-Supporting Fund and is a type of Practice Plan.

Merchant Account - An account established for a unit at the University's bank deposit account and bank processor of credit sale amounts and debit processing fees.

Minority and Female Business Enterprise Program (MAFBE) - See definition for Supplier Diversity Program.

Misclassified (Ghost or Rogue) C-FOAPAL - A C-FOAPAL that uses any combination of improper C-FOP segment codes, e.g., a Fund code from one department with an Organization and Program code from another department.

N

Non-Data Enterable Code - A Banner segment code that can only be used in a query or reporting action. Transactions cannot be made using non-data enterable segment codes.

Not Started Transaction Status - The transaction status of timesheets before they have been extracted.

Nursing Service Plan (NSP) - A Fund that receives monies from the sale of nursing services. It is a Self-Supporting Fund and is a type of Practice Plan.

O

OBFS - Office of Business and Financial Services

Occupational Health Service Plan (OSP) - A Fund that receives monies from the sale of occupational health services. It is a Self-Supporting Fund and is a type of Practice Plan.

Operating Ledger - The Operating Ledger stores cumulative totals of revenue, expense, and transfer transactions on a fiscal year basis and is updated as transactions are posted so it has real-time totals.

Options Menu - A menu within a Banner form with available options that are dependent upon the current block. The options may include opening another form.

Order Log - The cardholder detailed information about goods and services procured with the P-Card.

Organization - A required segment of a C-FOAPAL accounting string used to identify a functional reporting unit (such as a school, college, or department) with financial activities for accounting and financial reporting purposes.

Organization Code - A code that identifies the Organization to which the equipment custody has been assigned.

Originator - A person who submits a system transaction or extracts the timesheets for a unit.

P

P-Card - A charge card issued to approved University employees to simplify University-authorized small dollar purchases as well as the payment and tracking of those purchases.

Partial Liquidation - A transaction that is performed to partially liquidate an encumbrance sequence amount or to close out one sequence of a multiple sequence encumbrance.

Payables - A payment to be made.

Payment Type - A description of how the expense was originally paid. This helps determine if an expense is reimbursed to an employee.

Payroll Adjustment - A correction to a payroll that has already been run.

PDF - A Portable Document Format file that allows it to be viewed and printed with no ability to make changes to it.

Pending Transaction Status - The transaction status of timesheets that have been submitted for approval by the Department Originator. The timesheets remain in the Pending Transaction Status throughout the approval process.

Per Diem Rate - A spending limit based on travel location and date for an expense type, typically lodging, meals, and incidental expenses.

Permanent Budget - The total amount for all recurring budget adjustments for the previous fiscal year.

Person - Any student, staff, faculty, or individual customer in Banner.

Physical Property Tag (Ptag) - A reference number used to identify an asset that must be inventoried.

Plant Funds - The Funds that cover resources and expenditures associated with plant assets - tangible items with a useful life of one year or more that involve capitalization.

PMS Code - A code that enables multiple grants from the same sponsoring agency to link together if they have the same reimbursement requirements.

Position Number - A six-character identifier for each position in Banner. A position is a slot for which employees can be recruited and hired.

Position Title - The official title associated with the position.

Positive Time - The number of hours worked by employees who are students, Extra Help, and/or Academic/Graduate Hourly. Positive time is used to enter time in Banner for these Employee Classifications.

Positive Time Employees - The term that describes the following employee groups: Academic Hourly, Graduate Hourly, student workers, and Extra Help employees. These employees must submit all time worked.

Posting - The acceptance of a transaction to the General Ledger in Banner.

Practice Plan (or Service Plan) - A Self-Supporting Fund used by the medical services. It is another term for Service Plans used on the UIC campus.

Predecessor Agency - The agency assigned to the level immediately preceding another agency's level.

Predecessor Fund - The fund established one level higher than the fund in question.

Predecessor Organization - The organization established one level higher than the organization in question.

Preferred Vendor - A supplier with whom the University has established a beneficial agreement that is generally University-wide.

Principal Investigator - The person responsible for a sponsored project award as specified in the award documents.

Program - A required segment of a C-FOAPAL accounting string associated with group activities, operations, or other units of work directed to achieving specific purposes or objectives used for accounting and financial reporting purposes.

Property Contact - An individual from a department who is assigned to perform certain property accounting duties.

Proposal Development - The system that feeds pre-award information into the Proposal Tracking system. Combined with SPIN, Proposal Development offers users a fully integrated method of searching for funding, creating a proposal, and routing it electronically for internal approvals.

Proposal Tracking - The system that allows users to monitor information pertaining to proposals and awards that are processed through the central sponsored projects office on each campus.

Proxy - A person authorized by an employee to create, edit, and review documents for that employee.

Purchase Order - A Requisition that has been approved by an OBFS buyer becomes a Purchase Order.

Purchasing Encumbrance - An encumbrance created by a requisition or a purchase order.

Q

Query - The process of using Banner forms to look up existing information in the Banner database.

Query Form - A form used to look up existing information in the Banner database. It can only be opened from within another form and is not present on the main menu. A Banner Finance Query form will have a "Q" as the third letter of its name. An example includes FGQDOCP.

R

Real-Time - The availability of information as soon as it is processed by the system. Queries run in Banner are based mostly on real-time information.

Reconcile -The completion of a reconciliation of a department's statements for a certain period.

Reconciliation - The balancing of a department's statements for a certain period with the transactions that it conducted during that same period.

Record - A collection of information stored as a single unit.

Redistribution - A category of payroll adjustments. A redistribution alters the original labor distribution of an individual pay event. This action is internal to the payroll/finance office and is invisible to the employee.

Rejected - An item rejected by either the Department Approver or by Payroll. It must be deleted.

Reports - The result of using programs such as View Direct and EDDIE to look up existing information in the Banner database. Information gathered from reports is usually based on a period and is not real-time.

Report View Module (RVM) - An application in the UI Finance Reports Distribution system that allows you to see and manage user roles and link users to Orgs and CFOPs.

Request for Proposal (RFP) - The process by which bids are requested from potential vendors who offer goods and services.

Requisition - A request that a user makes in Banner or iBuy for a Purchase Order.

Reserves - The funds accumulated to accommodate future capital expenditures.

Responsible User ID - The User ID of the individual who is responsible for completing the event.

Return for Correction Transaction Status - The transaction status for timesheets that have been returned to the Department Originator by the Department Approver in order to make corrections.

Return for Rework - An item that requires modification or clarification before it can be approved. These adjustments must be corrected and re-submitted.

Revenue Account Code - A code that is automatically credited as the result of the incurrence of expenditures in a contract or grant account.

Revolving Fund - A Self-Supporting Fund that provides goods or services primarily to customers external to the University.

Rogue (Ghost or Misclassified) C-FOAPAL - A C-FOAPAL that uses any combination of improper C-FOP segment codes, e.g., a Fund code from one department with an Organization and Program code from another department.

Rolling Fiscal Year Budgets - The budget funds that do not expire at the end of a fiscal year. Instead, any remaining funds from a given fiscal year are available at the beginning of the next fiscal year.

Roll Over - The funds that are earmarked for the same purpose when the new fiscal year begins.

Rule Class (or Rule Code) - A transaction code that determines what a user can enter into a Banner form and tells Banner how to process the transaction.

Rule Code (or Rule Class) - A transaction code that determines what a user can enter into a Banner form and tells Banner how to process the transaction.

S

SAP BusinessObjects (or BusinessObjects) - An enterprise reporting software system that allows users to view standard, pre-developed reports and supports the development of custom reports and ad hoc queries for data stored in the Data Warehouse.

Security Access - The ability to use a business system. Your Unit Security Contact (USC) is able to request this access for you based on the authority assigned to you by your supervisor. To locate your USC, visit: http://www.aits.uillinois.edu/access/find_my_usc/.

Segment - A singular part of the C-FOAPAL string. This could include Chart, Fund, Organization, Account, Program, Activity, or Location.

Self-Balancing - An item which balances itself so the dollar amount of debit entries equals the dollar amount of credit entries.

Self-Supporting Fund - A Fund that receives its money from revenue generated by the unit through the sale of products or services. Examples include the University's bookstores, meeting and conference services, Illini Union businesses, Telecommunications, and Technology Services.

Service Plan (or Practice Plan) - A Self-Supporting Fund used by the medical services. It is another term for Practice Plans used on the UIC campus.

Sequence Number - The number assigned to an event representing its place in chronological order of events of a single grant.

Soft Match - The contributed effort of academic personnel considered in calculating cost sharing.

Source Account - The Banner C-FOAPAL used to make the initial payment to acquire equipment.

Sponsored Project Fund (or Grant Fund) - A Fund established when funds are awarded to the University by external sources in support of research, instruction, or other activities. They are distinguished from gifts because they are awarded to support projects with defined scopes of work.

State Fund - The funds that include appropriations from the University Income Fund (from tuition, fees, and miscellaneous income), the General Revenue Fund (received from the State of Illinois), and several other special purpose funds.

Student Accounts Receivable (SAR) - The amounts due to the University that involve students.

Sub Award - An award that the University gives to another organization that performs a part of the scope of work for a project awarded by the sponsor to the University. Examples include sub-grants, sub-cooperative agreements, and sub-contracts.

Submit for Approval - The process that begins the approval process for time sheets. Completed by the Department Originator.

Suffix - A two-character code that further defines a position.

Superuser - An individual who can extract timesheets with Not Started Transaction Status and access timesheets with In Progress, Return for Correction, Error, or Pending Transaction Status prior to 5 p.m. on the day of calculation.

Supplier Diversity Program (Formerly MAFBE) - A University initiative committed to vendor diversification by ensuring that businesses owned by minorities, females, persons with disabilities and veterans are included in the University procurement process.

Suspense - The state in which any Journal Voucher is held in Banner if marked as Incomplete or disapproved. The Originator may revise the Journal Voucher correctly and send it for completion again or delete it from the system.

T

T-Card (or Travel Card) - A charge card issued to approved University employees to purchase qualified travel expenses, business meals, and catering.

TEM (or Travel & Expense Management System) - A web-based system for submitting, approving, and tracking requests for travel and miscellaneous reimbursements, non-purchase order payments to vendors, and pre-trip approval.

Temporary Budget - The cumulative balance of temporary budget and changes.

Termination Reports - The reports generated by the Grants and Contracts Office to formally notify the Unit Business/Grant Manager when a project end date is approaching.

Time Entry Method - The field that represents where an employee's time originates from at the point of time entry.

Timesheet Organization Code - A code that identifies the routing queue within a unit.

Title-To Code - A code that identifies who holds title to (owns) the equipment.

Total Liquidation - The closing of an encumbrance. The removal of the funds that have been held in reserve by the encumbrance.

Tracking Number - A system generated document tracking number assigned to each report in TEM. The tracking number is used to track and distinguish reports from one another.

Trail-In Date - The period of time between the Fund Code first being effective and the Grant Project Start Date.

Trail-Out Date - The period of time between the official Grant Project Start Date and the completion of all expenditures relating to the grant project.

Transaction Number (Tnum) - A number generated by Banner when a record is saved.

Travel Arranger - The authorized user who arranges and pays for the travel of one or more employees within an organization.

Travel Card (or T-Card) - A charge card issued to approved University employees to purchase qualified travel expenses, business meals, and catering.

Travel Category - A field in TEM that further describes the expense entered for reimbursement. It can be used to distinguish between in-state and out-of-state travel.

Travel & Expense Management System (or TEM) - A web-based system for submitting, approving, and tracking requests for travel and miscellaneous reimbursements, non-purchase order payments to vendors, and pre-trip approval.

Travel Plan - A document containing the traveler's planned itinerary that includes the planned or purchased means of transportation, lodging, and other necessities of travel.

Tuition Remission - A rate-based benefit that reimburses eligible Research and Graduate Assistants for tuition costs. The reimbursement is calculated as a percentage of salary earned.

Tuition Remission Rate - The rate used to calculate tuition remission costs. This rate can be set annually by each campus.

U

Unbilled AR Account Code - A code that specifies the accrual account to be used in the fiscal year and closing process.

Unclaimed Property - The process by which escheated transactions are processed to identify the validity of payment and to re-issue a payment to the payee at a current address.

Unit Security Contact (USC) - The employees of the University's units who are authorized to request access to business systems for individuals. To locate your USC, visit: http://www.aits.uillinois.edu/access/find_my_usc/.

Universe - A term specific to the SAP BusinessObjects reporting products. It allows a user to access and manipulate complicated data using business terms familiar to the user. The purpose of a Universe is to veil the technicalities of a data structure, e.g., joins, primary keys, physical table names, and present a user with a 'drag and drop', easier-to-use tool with graphical objects representing known business terms.

University Identification Number (UIN) - A unique ID number assigned to each employee and student.

User Interface - The means by which you control and interact with a software application.

V

Validation Form - A form used to define the values that can be entered into specific fields of an Application form. A Banner Finance Validation form will have a "V" as the third letter of its name. An example includes FTVACCI.

Vendor - An entity or person to which the University may make payments.

View Direct - An application that produces static month-end reports. It allows you to quickly access copies of month-end reports, ready to print or download. It will not allow you to further refine or expand a report using other parameters.

W

Wild Card Character - A character that represents one or more other unknown characters.

Wire Transfer - An electronic transfer of funds from one bank account to another.

Workflow - An application that works with Banner to automatically route pay adjustments through the web for processing thus eliminating the need for manual email notification.

Last Updated: October 13, 2016

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