University of Vermont

Administrative Business Service Center

ABSC Glossary of Terms

Glossary of Terms

Additional Pay
Ad-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.
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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.
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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.
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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.
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BUDGET TRANSFERS

Entries made in Commitment Control (KK) to activate new revenue or expense chartstrings or to move money from one budget to another.
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CHECK REQUESTS

A payment request for non-employee travel, prizes, honoraria, refunds, relocation costs, royalties and research subjects.
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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.
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END USER

Departmental individual communicating with the ABSC.
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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.
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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.
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JOB RELATED CHANGES

Process to record changes to an employee’s position such as FTE, term, department, reports to, title, and termination.
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JOURNAL ENTRIES

Entries made in the General Ledger to redistribute or reallocate assets, liabilities, net assets, revenue or expenses from one chartstring to another.
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LEAVE OF ABSENCE

Process to request paid / unpaid time away from assigned duties. Specific questions to be addressed with Human Resource Services.
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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.
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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.
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NEW HIRE- STAFF RECRUITMENT

Process used to fill a new or vacant benefit eligible position at the University.
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NEW HIRE-TEMPORARY STAFF

Process used to fill a short-term or seasonal vacancy at the University.
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OFF-CYCLE BASE SALARY INCREASE

Pay increase given to non-represented staff outside of the fiscal year salary increase.
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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.
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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.
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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.
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RECLASSIFICATION

Mechanism to address changes in responsibilities which warrants a job code modification.
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SALARY DISTRIBUTION CHANGES

Process to change a percentage of salary expense to a given chartstring.
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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.
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TRAVEL AUTHORIZATIONS/CASH ADVANCES

A Travel Authorization (TA) encumbers a budget in anticipation of upcoming travel expense and is required for a Cash Advance.
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Last modified April 05 2011 08:55 AM

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