A
A&E
Architects and Engineers refers to either a line item in a capital project budget, or the A&E Building on campus, located near Sproul Hall.
Administrative Full Costing (AFC)
Administrative Full Costing is a fee assessed on external revenue from sales and services and other operating revenue. It is intended to reimburse the central campus for a portion of the additional administrative workload incurred by central campus funded units as a result of the activity related to these funds (central payroll, disbursements, purchasing, etc.).
AP
Accounts Payable
AR
Accounts Receivable
ASE
Academic Student Employee
AVC
Assistant Vice Chancellor or Associate Vice Chancellor
B
BAM/PFA
Berkeley Art Museum/Pacific Film Archives
BearBUY
BearBUY is our procure-to-pay system.
BELI code
Benefits Eligibility Level Indicator code. BELI codes are included in HCM and impact data loaded to HCP.
Berkeley Reimbursement System
Berkeley’s Reimbursement System is used for reporting and requesting reimbursement for travel and entertainment expenses.
BFS
Berkeley Financial System is an integrated PeopleSoft General Ledger system initially implemented in July 2000.
BIBS
Berkeley Integrated Budget System is a campus designed PeopleSoft 'bolt-on' module created to manage the Permanent Budget and PRT.
Block grants
Program of the Chancellor and EVCP whereby funds are allocated to divisions including schools, colleges and administrative units at the beginning of the fiscal year, to be spent at the discretion of the respective VC or Dean.
bluCard
The bluCard is our basic pro-card that enables the timely purchase of low-value goods or services up to $4,999 per transaction
BRS
Berkeley Regional Services
BS
Balance sheet
BSAS
Be Smart About Safety is a program offered each year by the Office of the President-Risk Services to provide campuses with funding to prevent losses.
C
CACSSF
Chancellor's Advisory Committee on Student Services and Fees coordinates and advises on fees and fee referenda, in accordance with Regent and campus policies.
CADS
Cal Advancement Data System is a campus-wide gift and pledge tracking system, managed by University Relations.
Cal Answers
Cal Answers is a business intelligence application that makes it easy to access curated data from the campus data warehouse. Subject areas include: finance, human resources, student data, gifts, and PI portfolio.
CalPlanning
CalPlanning is our campus application used to maintain the current year forecast and plan the operating budget for the following year.
Cal Time
Cal Time is our timekeeping system. You’ll enter time and approve for your direct reports.
CAO
Chief Academic Officer or Chief Administrative Officer
CARS
Campus Accounts Receivable System
CBR
Composite Benefit Rates are developed in order to cover the costs of fringe benefits offered by the university. The rates are negotiated by UCOP with the federal government one fiscal year at a time.
CCN
Course Control Number is a 5-digit number found in the Schedule of Classes that corresponds to the course lecture a student enrolls in.
CDS
Campus Deposit System
CFO
Chief Financial Officer
CGA
Contracts and Grants Accounting is the unit in the Controller's office that manages the budgeting and accounting for sponsored awards.
Chartfield
The chart of accounts is made up of chartfields including business unit, account, fund, Dept ID (the lowest level of the entity hierarchy), function code, chartfield1, and chartfield 2.
Chartstring
The combination of chartfield values is called a chartstring. The complete accounting code with all segments used to book a transaction (X-XXXXX-XXXXX-XXXXX-XX-XXXXXX-XXXXX; Business Unit-Acct-Fund-DeptID-Program-Chartfield1-Chartfield2)
CMF / CMSF
Course Materials Fee / Course Materials & Services Fee
COA
Chart of Accounts
Contracts & Grants Accounting
Contracts & Grants Accounting provides financial and accounting services for awards set up in UC Berkeley's Financial Systems, financial reporting and analysis, invoicing, accounts receivable collections, cash management, audit coordination, effort report coordination, campuswide training and technical assistance.
COD
Council of Deans
Commitments
Commitments are the end product of past leadership decisions as well as Finance Committee and Budget decisions.
ConnexUC
Faculty and staff use the ConnexUC travel portal to book air, hotel, and car reservations.
COO
Chief Operating Officer
Course Materials Fee
Course-specific fees which cover the cost of student-used materials, supplies, university-owned equipment and/or educationally beneficial services. Fees are noted in the class listings and assessed when students register. Financial aid may be available to help pay fees
Course Materials and Services Fee
Course Materials and Services Fee is a fee charged to students to participate in the instructional activities of a course, including: the cost of providing course materials to be consumed, retained or used by the student; the special costs associated with use of University-owned tools, musical instruments, or other equipment; or the cost of other materials or services necessary to provide a special supplemental educational experience of direct benefit to the student.
CSF
Committee on Student Fees is a Chancellor's Advisory Committee that reports to the Chancellor and their designated representative. Provides oversight on all referenda advisory committees on campus including CACSSF.
CSS
D
Deficit
A deficit occurs when expenses exceed revenues.
Deficit resolution process
Units are expected to resolve operating deficits on their own throughout the year. When a deficit remains, the campus implements a technical Deficit Clearing Process (DCP), which will force a resolution of an operating deficit.
DFL
Divisional Finance Leader
Direct Retro
A direct retro entry in UCPath moves distributions for employee pay from a previous pay cycle from one chartstring to another
E
EAP
Education Abroad Program (e.g. study abroad)
EDW
Enterprise Data Warehouse. Contains data from BFS, HR and other systems. Feeds CalPlanning and Cal Answers.
EFA
Extramural Funds Accounting is the unit in the Controller's office that manages the budgeting and accounting for sponsored awards. Was previously known as Contracts and Grants Accounting (CGA).
Encumbrance
An encumbrance is a financial obligation or commitment of funds, also called a lien. Encumbrances are generated in the purchase order system.
ERIT
The Employee-initiated Reduction In Time (ERIT) Program is an optional tool that locations and organizational units may choose to implement as a cost savings resource.
EVCP
Executive Vice Chancellor & Provost
Extramural Funds Accounting
The Extramural Funds Accounting unit provides financial and accounting services for Contracts and Grants and Private Gifts & Endowments. Was previously known as Contracts and Grants Accounting (CGA).
F
F&A
Facilities and Administrative costs = indirect costs = overhead costs
FFE
Funds functioning as endowment (can invade principal)
Financial statements
Financial statements are responsible for the analysis and reporting of the financial activities of the university.
First dollar principle
Practice of spending restricted funds before general funds to maximize unrestricted balances
Fiscal Close
Fiscal Close is a process that allows for a cut-off of financial activity so the university can generate annual financial reports for stakeholders. At UC Berkeley, Fiscal Close is June 30th of every year.
Fiscal Year
A year as reckoned for taxing or accounting purposes
Form A
Form A accompanies a division’s budget submission and is used to collect faculty appointment information including new hires, separations, merits, promotions and range adjustments.
FP&A
Financial Planning and Analysis
Full-Time Equivalent (FTE)
Full-time equivalent (FTE) is a term that describes the conversion of the work of multiple part-time employees into what their equivalent would be in terms of full-time employees. Full-time is considered 2,080 hours per year. Calculated by dividing the number of hours worked by part-time students by the number of working hours in a certain time frame.
Fund accounting
Fund accounting is a system for recording resources whose use has been limited by the donor, grant authority, governing agency, or other individuals or organizations or by law. In this method, a fund consists of a self-balancing set of accounts and each are reported as either unrestricted, temporarily restricted or permanently restricted based on the provider-imposed restrictions.
G
GAAP
Generally Accepted Accounting Practices
GAEL
General, Automobile, and Employment Liability was instituted in 1998 to fund the campus's share of expenses associated with claims and lawsuits defended by the University. It is essentially a payroll tax.
GASB
Governmental Accounting Standards Board
General fund allocation
Amount set as PERMBUDG every year; amount of resources distributed out of the Chancellor's "wallet" to the departments.
GEP
Regents General Endowment Pool
GL
General Ledger
GLOW
Gradlink-on-the-Web
Graduated Payment Mortgage Origination Program
The Graduated Payment Mortgage Origination Program provides a first deed of trust loan with a reduced interest rate (Borrower Rate) during the initial years of the loan (Rate Differential Period).
GSI
Graduate Student Instructor
GSR
Graduate Student Researcher
I
IAP
Incentive Awards Programs is an employer-paid payroll assessment charged to units. HR uses the funds to manage two incentive-pay programs, STAR awards and SPOT awards, and also distributes monies from this fund for departmental training.
ICR
Indirect cost recovery (ICR) funding reimburses universities for costs of the facilities and administration (F&A) that support research.
Indirect Cost
The costs of conducting business that are incurred for common or joint objectives and therefore cannot be identified readily and specifically with specific projects (such as individual grants or contracts) or with specific activities (such as instruction, research, public service).
ITOF
Interlocation Transfer of Funds. For non-Contract/Grant funds, budgetary transfers of resources between UC campuses (or locations) are processed on an Interlocation Transfer of Funds form.
M
MCB
Medical Contribution Base is an employee's full-time salary rate. It is used to determine employee contributions toward medical plan premiums.
MD&A
Management discussion and analysis: unaudited financial statements/reports
MOU
Memorandum of Understanding
Mortgage Origination Program
Mortgage Origination Program is a program that provides first deed of trust variable rate loans with up to 30-year terms at maximum amounts of 80 percent to 90 percent of value, depending upon loan size.
MSF
Miscellaneous Student Fee
MTDC
Modified Total Direct Cost
N
NACUBO
National Association of College and University Business Officers
NAV-B
New Academic Ventures - Berkeley
NRT
Non-resident tuition
O
OCFO
Office of the CFO of UC Berkeley
OE
Operational Excellence - a UC Berkeley office working to reduce costs and operate the campus more effectively (for example: Campus Shared Services)
OP
Office of the President; Also see UCOP.
OPA
Office of Planning and Analysis
ORUs
Organized Research Units are organized around broad substantive research topics (for example: international affairs, information technology, the environment). Berkeley has more than 100 such research units.
P
Payroll in suspense
Payroll expense which had an error in the chartstring and has failed the journal edit process is kicked to a default suspense chartstring and will remain there “in suspense” until corrected.
P&C
People and Culture, formerly Human Resources (HR)
Professional Degree Fee
PDST
Professional Degree Supplemental Tuition
PermBudg
Abbreviation for Permanent Budget, the ongoing "permanent" budget from state funds, tuition, registration fees, overhead derived dollars, auxiliary enterprises, endowment income, etc. The Permanent Budget includes authorized (budgeted) faculty/staff positions and salaries.
PI
Principal Investigator; An individual who has primary responsibility for the design, execution, and management of a research project and who will be involved in the project in a significant manner.
PO
Purchase Order. A legal document sent to a vendor that authorizes the vendor to deliver requested goods or services.
POV
In CalPlanning, Point of View is a unique set of dimension members that defines specific intersections of data.
PPS
Payroll/Personnel System
PRA
Public Records Act, e.g. budget hearings and mandatory open sessions.
Pre-Encumbrance
Generated in the purchase order system. An advance notice of intent to commit funds created when a requisition has been reviewed and nightly processing has taken place. When a purchase order is built from the requisition and posted, the pre-encumbrance is reversed, and an encumbrance is created.
PRT
Position Resource Tracking; used in context of budgeting positions in PERMBUDG; faculty positions are managed by the budget office.
R
RCM Budgeting
Responsibility Centered Management budgeting is a decentralized approach to budgeting; it focuses on revenues.
Recharge
Recharge is a process for units that provide specific goods or services to a number of campus departments on an ongoing basis to recover costs.
Regents
The Regents of the University of California (also referred to as the Board of Regents) is the governing board of the University of California (UC).
Regents General Endowment Pool
A balanced portfolio of equities, fixed-income securities, and alternative investments that provides diversification and economies of scale in the investment process to participants.
RES
Research Enterprise Services. Part of CSS (CSS Team 9), provides administrative services to research units on campus.
RRR
Reading, Review, Recitation week aka "Dead Week" - week for students to prepare for finals
RSO
Registered Student Organization
RTA
Return to Aid is a portion of student fees that are contributed to financial aid.
S
SAR
System Access Review
SARA
Enterprise System Access Request
SDMF
Summer Document Management Fee
SIS
Smart View
Smart View is an Excel interface to the CalPlanning system that can be used for planning and reporting.
SOW
Statement of Work
SPA
Salary Provision Administrator is the person responsible for managing the Control Unit’s provisions for actions such as merits, reclassifications, linking/unlinking.
Special Condition Budget Journal
Journal entries requiring Budget Office review before they are posted because the unit is doing one of the following:
-
Moving money in fund 19900 between program code 40 or 43 and any other program codes
-
Using a fund balance, asset or liability account within the journal
-
Using a plant fund within the journal
-
Requesting an exchange of funds
SPM
Strategy Planning & Monitoring System
SPO
The Sponsored Projects Office (SPO) at UC Berkeley is responsible for reviewing and authorizing proposals for submission and for interpreting, negotiating, and accepting contracts and grants for sponsored projects funded by federal and state agencies, foundations, and other public and private sources.
Sponsored funds
Contracts and grants
SPOT Award
Spot Awards are designed to recognize special contributions by an employee, as they occur, for a specific project or task.
SRECNA
Statement of Revenues, Expenses, and Changes in Net Assets
SSDP
Self-Supporting Degree Programs. Has been renamed Self-Supporting Graduate Professional Degree Program (SSGPDP)
SSGPDP
Self-Supporting Graduate Professional Degree Programs
STAR Award
Staff Appreciation and Recognition (STAR) Plan Awards: A system-wide recognition program to acknowledge and reward exemplary performance and contributions by employees in the UC system.
STIP
Short Term Investment Pool. The Office of the President distributes interest income from The Regents' Short Term Investment Pool (STIP) to the Berkeley campus on a quarterly basis.
Student Fees
In addition to tuition, UC Berkeley students pay several types of fees, including a campus fee, tuition fees, student services fee, and others.
Surplus
A surplus occurs when revenues exceed expenses.
T
TAS
Temporary Academic Support is determined by the Provost.
TempBudg
Abbreviation for Temporary Budget, a historical tool that represented the working budget for a specific department, unit, or activity. Represented the allocated dollars available to spend.
TRIP
Total Return Investment Pool is an investment pool established by the regents available to UC campuses and the UC Office of the President. TRIP allows Campuses to maximize return on their long-term working capital, subject to an acceptable level of risk, by taking advantage of the economies of scale of investing in a larger pool and investing across a broad range of asset classes.
TSS
Transformation Support Services. An Operational Excellence project.
U
UAT
User Acceptance Testing
UCB Finance Committee
The Finance Committee exercises authority over the university’s core operating budget and ensures that financial decisions are integrated with the long-term strategic plans and mission of the university.
UCOP
University of California Office of the President
UCPath
UCPath is the University of California’s payroll, benefits, human resources and academic personnel system for all UC employees.
UDAR
University Development and Alumni Relations
UNEX
UREL
University Relations
USAP
University Student Aid Program is a need-based student financial assistance program.