Administrative Business Service Center
Glossary of Terms
Additional PayAd-Hoc Reporting
Annual Budget Building
Budget Reporting
Budget Transfers
Check Requests
Create Requisitions
End User
Expense Reports
Footprint
Job-Related Changes
Journal Entries
Leave of Absence
Month End Closing and Reporting
New Hire - Staff Opportunity Hire
New Hire - Staff Recruitment
New Hire - Temporary Staff
Off-Cycle Base Salary Increase
Overtime Voucher
PurCard Reallocations
Quarterly Budget Reporting and Certification
Reclassification
Salary Distribution Changes
Set Up Staff Assignment
Travel Authorizations/Cash Advances
ADDITIONAL PAY
Mechanism used to pay an employee for work done above and beyond their regular duties.Return to Top
AD-HOC REPORTING
Reports requested by the department that are outside of the
standard delivered reports and can be more specific to its work. These reports will be discussed at monthly
meetings between departments, AAPs, and Team Leads. Depending on the nature of the request, the
ABSC will work with the Business Process Re-engineering Team to have new
reports or queries developed.Return to Top
ANNUAL BUDGET BUILDING
The development of the general fund and the income and
expense activities for the next fiscal year using the Enterprise Performance
Module (EPM) of PeopleSoft.Return to Top
BUDGET REPORTING
A comparison of annual or project budgetary amounts to the
actual transactions that have been posted to date or that are currently
encumbered. The Operating Budget Report
in PeopleSoft creates a budget snapshot for the department.Return to Top
BUDGET TRANSFERS
Entries made in Commitment Control (KK) to activate new
revenue or expense chartstrings or to move money from one budget to
another.Return to Top
CHECK REQUESTS
A payment request for non-employee travel, prizes,
honoraria, refunds, relocation costs, royalties and research subjects.Return to Top
CREATE REQUISITIONS
Requisitions are orders to be placed with vendors for goods
and services that are not placed on the PurCard. Requisitions create
pre-encumbrances of funds.Return to Top
END USER
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EXPENSE REPORTS
A reimbursement for employee expenses. Reimbursements can be
for travel or non-travel expenses for a University employee. Original, itemized receipts are required.Return to Top
FOOTPRINT
Software being used by the ABSC to track work requests from departments. The ABSC will create the Footprint and work in the Footprint software, while the end user will commnicate via email generated from the Footprint software. The end user who submitted the request will automatically receive emails from the Footprint system with updates on the status of each request.Return to Top
JOB RELATED CHANGES
Process to record changes to an employee’s position such as FTE, term, department, reports to, title, and termination.Return to Top
JOURNAL ENTRIES
Entries made in the General Ledger to redistribute or
reallocate assets, liabilities, net assets, revenue or expenses from one
chartstring to another.Return to Top
LEAVE OF ABSENCE
Process to request paid / unpaid time away from assigned duties. Specific questions to be addressed with Human Resource Services.Return to Top
MONTH END CLOSING AND REPORTING
An accounting requirement for the University, which also
allows departments to get a status update of its expenses and overall budget
balances.By running the Closeout Report, we can diagnose any problems that may need attention by the Administrative Business Service Center (ABSC) or the department. These issues will be discussed with the departments and/or corrected by the ABSC.
Return to Top
NEW HIRE-STAFF OPPORTUNITY HIRE
Process used to fill a new or vacant benefit eligible position without going through the formal recruitment process. This requires additional justifications and approvals.Return to Top
NEW HIRE- STAFF RECRUITMENT
Process used to fill a new or vacant benefit eligible position at the University.Return to Top
NEW HIRE-TEMPORARY STAFF
Process used to fill a short-term or seasonal vacancy at the University.Return to Top
OFF-CYCLE BASE SALARY INCREASE
Pay increase given to non-represented staff outside of the fiscal year salary increase.Return to Top
OVERTIME VOUCHER
Mechanism used to pay non-exempt employee for time worked in excess of the full-time assignment either in their own department but under a different combo code or outside of the employee’s home department.Return to Top
PURCARD REALLOCATIONS
The primary mechanism for expense transfer of purchasing
card transactions. This method of reallocating allows for changing purchases
from the default chart string assigned to a purchasing card to another
authorized chart string.Return to Top
QUARTERLY BUDGET REPORTING AND CERTIFICATION
A quarterly comparison of annual budgetary amounts to the
actual transactions that have been posted to date or that are currently
encumbered. Quarterly Report allows the
departments to forecast year-end results. The Fiscal Authority will certify the report so that the Vice President
of Finance and Administration will be able to attest the results to the Board
of Trustees. Return to Top
RECLASSIFICATION
Mechanism to address changes in responsibilities which warrants a job code modification.Return to Top
SALARY DISTRIBUTION CHANGES
Process to change a percentage of salary expense to a given chartstring.Return to Top
SET UP STAFF ASSIGNMENT
Process of setting up the newly hired benefits eligible employee for orientation and submitting required paperwork to have the employee set up for payroll.Return to Top
TRAVEL AUTHORIZATIONS/CASH ADVANCES
A Travel Authorization (TA) encumbers a budget in
anticipation of upcoming travel expense and is required for a Cash
Advance.Return to Top
Last modified April 05 2011 08:55 AM