APPENDIX 12 Last Updated: 1/31/14

Last Updated: 1/31/14

APPENDIX 12 GLOSSARY OF TERMS

Note: In the event you do not find the abbreviation you are looking for in the matrix below, please also refer to the Acronyms and Abbreviations listing on the CSYOU website.

Abbreviation Term Definition 204 Form Vendor Data Record Form used to collect vendor data necessary for tax and other reporting requirements. No payments can be made to individuals or businesses without completion of the 204 form. AB Assembly Bill A piece of legislation introduced in the California Assembly, numbered according to date of introduction. ABC Activity Based Costing A methodology that is used in determining the one true cost of providing products and services in organizations. ACH Automated Clearing Electronic clearing and settlement system for exchanging House electronic transactions among participating depository institutions. Such electronic transactions are substitutes for paper checks and are typically used to make recurring payments such as payroll or loan payments. ACR Allocation Control Report A report produced by the Chancellor’s Office recounting the allocations made to date at a period end (usually quarterly), to the campus for certain funds; report is by Allocation Order number. ACR Assembly Concurrent A resolution passed by the California legislature that Resolution expresses its intent, without the force of law. However, the University typically attempts to be responsive to the content of an ACR. AD Accounting Department A coded memorandum to campuses notifying them of Coded Memorandum important information that may include system-wide deadlines, instructions on a specific process or a change in system-wide accounting policy. ADB Average Daily Balance The sum of the daily outstanding balances divided by the number of days covered in the cycle to give an average balance for that period. This amount is multiplied by a constant factor to give an interest charge. The resultant interest is the same as if interest was charged at the close of each day, except that it only compounds (gets added to the principal) once per month. It is the simplest of the four methods of calculating interest.

APP 12-1 California State University | CSU Legal Accounting and Reporting Manual APPENDIX 12 Last Updated: 1/31/14

Abbreviation Term Definition ADNOAT Accounting Department A coded memorandum to campuses requiring specific Notice Of Accounting accounting transactions to be recorded. Transaction AE Auxiliary Enterprise Activities ancillary to the instructional process funded from the collection of a specific fee authorized in the Education Code. The revenues of the program may or may not be pledged to repay debt. Current auxiliary enterprises include student housing, campus parking, student union facilities and campus health care facilities. Agency Reconciliation A report produced by the State Controller’s Office monthly Report (Tab Run) which shows, for each state agency, the beginning balances, detail transactions and calculated ending BBA (Budget Balance Available) for each fund with a balance in the State Treasury. AO Allocation Order Vehicle for distribution or de-allocation of budget balances for appropriated funds. Used for initial base budget allocations, payroll (CPA) transactions to fully expend the current year's General Fund, capital outlay and dormitory construction. AO Auxiliary Organization Separate legal entities authorized in the Education Code to provide essential services to students and employees. They operate in association with campuses pursuant to special written agreements and are authorized to perform specific functions that contribute to the educational mission of the campus. Examples of auxiliary organizations are student body organizations, student union operations, bookstores and other commercial activities and foundations providing research and sponsored educational projects and/or development activities. Auxiliary organizations must be self- supporting and do not receive funding from General Fund sources. AOA Auxiliary Organization An organization composed of auxiliary organizations on Association CSU campuses. It works to facilitate the role of individual auxiliaries on their respective campuses by providing the auxiliaries with the resources and services that enable them to be more effective.

Abbreviation Term Definition AOR Auxiliary Organization Separate legal entities authorized in the Education Code to provide essential services to students and employees. They operate in association with campuses pursuant to special written agreements, and are authorized to perform specific functions that contribute to the educational mission of the campus. Examples of auxiliary organizations are student body organizations, student union operations, bookstores and other commercial activities and foundations providing research and sponsored educational projects and/or development activities. Auxiliary organizations must be self- supporting and do not receive funding from General Fund sources.

APP Appropriation Funds provided from the state through the annual budget act.

ARRA American Recovery and An economic stimulus package enacted by Congress in Reinvestment Act of 2009 February 2009. In fiscal years 08/09 & 09/10, the CSU was awarded stimulus funds to support salary costs associated with the instruction and educational support services of students. Other ARRA grant funding has also been awarded unrelated to the support of CSU salary costs. AS OR ASI Associated Students Inc. The organization of elected and appointed representatives of the student body. A separate, and varying, fee is charged to support the activities of these auxiliary organizations. AY Academic Year An annual period beginning with the fall term and ending with the spring term. For campuses on a year-round quarter system, a total of any three quarters of approximately the same length. BANs Bond Anticipation Notes Short-term debt instruments issued in anticipation of longer debt being issued. In the case of the CSU, BANs are issued in support of the CSU’s commercial paper program. BBA Budget Balance Available The remaining spending authority usually arrived at by calculating the ledger balance of revenues and expenses as follows: Budget – Actuals – Encumbrances = BBA. Although the practice is not consistent with the system-wide definition of BBA, some campuses choose to include pre- encumbrances (requisitions) for departmental reports. On State reports, like the Tab Run, BBA is represented as Budget – Actuals as the State does not have encumbrance information for CSU agencies on a monthly basis. Regardless of the type of reporting, BBA in CFS may be calculated accurately only when all of the detail chart fields required for that level of reporting are present on each APP 12-3 California State University | CSU Legal Accounting and Reporting Manual APPENDIX 12 Last Updated: 1/31/14

Abbreviation Term Definition transaction associated with that activity.

CABO Chief A group consisting of the senior financial officers from each Administrative/Business of the campuses, which serves in an advisory capacity to the Officers CFO of the system. Both FOA and PSSO are subsidiaries of CABO. CAT Campus Action Team A team of campus and CMS personnel convened to design or assess if existing PeopleSoft functionality addresses a business need. CCC California Community The term used to refer collectively to all the community Colleges colleges in California. CDIP Corporate Data Integrity A comprehensive system of program derivation rules and Program combination edits designed to standardize system-wide financial reporting products. CERF Continuing Education Continuing education provides an increasingly broad Revenue Fund spectrum of educational services to public and private agencies, as well as to a large number of persons who seek advanced educational training to help them increase their occupational competency or to otherwise enrich their lives. Courses and programs include both credit and non-credit instruction and may be administered through CERF or the Continuing Education Trust Fund. Participants do not need to be matriculated students.

CFA California Faculty The collective bargaining union that represents the faculty at Association the CSU campuses. CFS Common Financial A project intended to establish a common financial System environment for all CSU campuses (except San Diego) by using the same instance within the PeopleSoft application. CMAS CA Multiple Award A contract negotiated by the state Department of General Schedule Services offering discounts to all eligible state agencies for specific goods or services. CMO Cash Management A function within the Treasury Department of Financial Operations Services responsible for the movement and tracking of the CSU's cash, its banking services, and the distribution of investment income. CMS Common Management A project intended to establish a target administrative System environment for all CSU campuses by using a common suite of applications software with a shared data center. COLD Council of Library Subject matter group within the CSU. Directors

Abbreviation Term Definition CP Commercial Paper A short-term financing vehicle used to finance DRF projects during the construction period to lower cost of borrowing. CPA Central Payroll Activity Monthly transaction to fund payroll activity initiated by Cash Management Operations. CPDC Capital Planning, Design The department of the chancellor’s office that manages the and Construction capital construction program for all campuses. CPEC California Postsecondary Established in 1974 as the planning and coordinating body Education Commission for higher education in the state of California. The Commission provides the legislative and the executive branches of government with advice and information about major policy and planning issues concerning education beyond high school CPEP Commercial Paper The commercial paper program that provides equipment Equipment Program financing to campuses. CPO Cash Posting Order Transaction notice initiated by Cash Management Operations to transfer cash balances between or within CSU banking institutions and SWIFT agency accounts. CSU An enterprise trust fund established by the CSU to account Operating for all transactions of a campus that are not accounted for in Fund another CSU fund group (see EO 1000). CTL Cash Transfer Letter A state form required to be used when moving funds held at the State from one state fund/sub-fund to another to pay a Claim Schedule, abate funds, or request a Plan of Financial Adjustment. It is also used to authorize spending for specific projects from these funds. For the Dormitory Construction Fund (state fund 0576), the campus will receive the CTL along with the allocation order.

CY College Year Definition depends on the context in which the acronym is being used. College year is typically used regarding Calendar Year enrollment; calendar year can be either academic-related or Current Year fiscal-related; and current year typically refers to budget or fiscal issues. DGS Department of General The purchasing and contracting agency for state agencies. Service While CSU has its own contracting authority there continues to be some interaction with DGS. DOF Department Of Finance The executive control agency of state government responsible for advising the Governor on all fiscally-related issues. DRF Dormitory Revenue Fund Proceeds from bond sales to support auxiliary enterprise activities are deposited in the DRF in accordance with the CSU Bond Act of 1947.

Abbreviation Term Definition ECM Enhanced Capital See SRB Management EFT Electronic Funds Transfer The transfer of money between accounts by electronic systems such as automated teller machines (ATMs), and electronic payment of bills. EH&S Environmental Health & Each campus has at least one officer designated to manage Safety this aspect of risk management. EIR Environmental Impact The California Environmental Quality Act (CEQA) requires Report all public agencies to disclose any significant adverse impact that a proposed capital outlay project or lease may have upon the environment. The process/document which evaluates the potential impact is called an EIR. EO Executive Order A policy statement issued by the Chancellor that governs activity at the campuses. EOP Educational Opportunity An admissions and retention program for low-income Program undergraduate students who are disadvantaged because of economic and educational backgrounds. There is a financial assistance component to the program. ERSS Enrollment Reporting The system used to collect and report enrollment data for the Student Systems campuses and system. Statistical reports are generated from this data. F & A Facilities and Overhead costs charged to a federal grant. The overhead rate Administrative Costs is calculated in accordance with regulations promulgated by the Office of Management and Budget (OMB), part of the executive branch of the federal government.

FASB Financial Accounting The rulemaking body for non-governmental accounting Standards Board standards. FBC Fund Balance Clearing An account in the equity account group used to record each agency’s balance in a State (SCO) fund maintained at the CO. This account is excluded for the purpose of calculating the current retained earnings balance in non-governmental funds. FIRMS Financial Information The CSU corporate standard used to ensure compliance with Record Management reporting requirements for financial information. It includes a System uniform financial accounting classification and reporting structure. FIRMS does not include data elements that campuses need in operational systems to meet local day-to- day needs.

Abbreviation Term Definition FNAT Fund Attribute Key FNAT refers to the PeopleSoft Fund Attribute key that is assigned to a PeopleSoft fund when it is first created. The key is used to assign various State and CSU attributes to the fund. These attributes are used for external reporting requirements with the State, FIRMS and GAAP. FOA Financial Officers An organization composed of the Associate (Assistant) Vice Association President, Accounting, or Budgeting Officer from each of the CSU campuses. Its primary mission is to plan, develop and communicate new and improved policies and procedures related to accounting and budgeting issues and facilitate personal and professional development and training for financial staff on the campuses.

FSAC Financial Standards This CSU-representative group establishes the rules, Advisory Committee standards, and financial accounting and reporting models for all campuses and related entities within the CSU system. FTE Full Time Equivalent The total number of full-time employees plus the full-time Positions equivalent of the part-time employees. The amounts are calculated and fed from Peoplesoft Human Resources to Peoplesoft Finance to report the amounts quarterly to the Systemwide Financial Reporting group as part of the FIRMS submission. FTEF Full Time Equivalent Sum of the position fractions of individual faculty members. Faculty For example, two part-time faculty working halftime comprise one full-time equivalent faculty. FTES or just Full Time Equivalent A unit of measure equal to 15 semester or quarter units per FTE Student term. FTE is reached by dividing total semester or quarter hours by 15. FUG Finance Users Group CSU team that advises on the implementation of Peoplesoft financial software. FY Fiscal Year The 12-month period beginning July 1 and ending the following June 30. GA Gift Annuity A contract between a CSU foundation and the donor. The donor receives an income for life and upon their death the gift goes to the foundation. GAAP Generally Accepted The campuses of the CSU maintain their financial records Accounting Principles and reports on the legal basis of accounting, which is required reporting for the State. The legal basis of accounting is not considered GAAP in that the accrual basis of accounting is not utilized on a consistent basis. In order to prepare annual financial statements in accordance with GAAP, campuses must perform several conversion steps.

Abbreviation Term Definition GASB Governmental Accounting The rulemaking body for governmental accounting Standards Board standards. GF General Fund The State General Fund is used as the major funding source for education (K - 12 and higher education), health and welfare programs, youth and adult correctional programs, and tax relief. The primary sources of revenue for the General Fund are the personal income tax, sales tax, and bank and corporation taxes. Gift Annuity A contract between a CSU foundation and a donor. The donor receives an income for life and upon their death the principal remains with the foundation

HEUG Higher Education Users An affiliate group of staff within higher education that Group implemented the PeopleSoft enterprise applications – Finance, HR and Student. The annual conference is called the Alliance and brings thousands of higher ed users together to network and share best practices.

IB Integration Broker PeopleSoft functionality that forms a bridge or interface between the Finance and HCM (human resources) applications where data flows from one system to the other. ICSUAM Integrated California State Codified policy statements about operations within the University Administrative university. Manual IDC Indirect Cost Recovery The amount intended to cover various campus costs associated with an activity or the administration thereof charged to sponsored program awards on a periodic basis according to the terms of the contract. IDL Industrial Disability Long-term workers' compensation Leave IPEDS Integrated Postsecondary IPEDS is the core postsecondary education data collection Education Data System program for the National Center for Education Statistics. Data are collected from all primary providers of postsecondary education in the country in areas including enrollment, program completion, graduation rates, faculty, staff, finances, institutional prices, and student financial aid.

IRA Instructionally Related A campus fee used to support student activities related to Activity instruction (e.g., intercollegiate athletics, creative arts performances, student publications, forensics) ISO Information Security Position responsible for ensuring the security of automated Officer systems.

Abbreviation Term Definition ITAC Information Technology A CSU subject matter interest group composed of a senior Advisory Council information technology officer from each campus. Item Type Codes used in the Oracle Student Financials module to define all of the unique actions seen in student accounts such as tuition deposits, financial aid payments, waivers, application fees, interest charges, and refunds. Item types are mapped to general ledger accounts and thus determine how student account information is transferred to the general ledger. JPA Joint Powers Authority An institution permitted under California law where two or more public authorities operate collectively. A JPA is distinct from the member authorities. They have separate operating boards of directors, and these boards can be given any of the powers inherent in all of the participating agencies. In setting up a JPA, the constituent authorities must establish which of their powers the new authority will be allowed to exercise.

LAIF Local Agency Investment An investment vehicle available to local government Fund agencies, including auxiliary organizations. It is managed by the State Treasurer and provides low risk, short-term earnings on funds invested. LAO Legislative Analyst’s An independent state agency that advises the legislature on Office fiscal and policy issues. LCD Labor Cost Distribution A process that distributes salary and benefit costs by FIRMS CSU / State fund. CSU payroll is processed with the SCO in one fund; however, it is necessary for CSU to assign costs to the CSU / State fund that incurs the salary and benefit costs for internal campus and system-wide analyses and reporting purposes. LF Lottery Fund Funds derived from the California State Lottery to supplement money allocated for the education of pupils and students in public education in California. MOU Memorandum of An expression of the terms of agreement and responsibilities Understanding of the parties to a contract. MPP Management Personnel The MPP was and is designed to be a flexible personnel Plan program consisting of four very broad generic classification levels (Administrator I, II, III and IV) and correspondingly broad salary ranges, used for management and supervisory employees with the CSU. MTDC Modified Total Direct A method of computing indirect costs for Federal grants, also Costs referred to as the Long Form.

Abbreviation Term Definition NACUBO National Association of A nonprofit professional organization representing chief College and University administrative and financial officers at more than 2,500 Business Officers colleges and universities across the country. Over two-thirds of all institutions of higher learning in the United States are members. NACUBO's mission is to promote sound management and financial practices at colleges and universities. The NACUBO program codes provide functional classification of financial activities for external reporting purposes.

NDI Non-Industrial Disability Wage supplement for workers not able to work due to a non- Insurance work related disability. NRA or Non-Resident Alien (or Individuals who do not qualify as U.S. residents according to NRAT Non-Resident Alien Tax) federal regulations, but may still be subject to taxation on payments made to them. OperFnd CSU Operating Fund A government fund established by the CSU to account for all transactions of a campus that are not accounted for in another CSU fund group (see EO 1000). OUA Office of the University The CSU's internal audit function. Auditor P-Card Procurement Card A commercial credit card issued to employees through a bank or other financial institution to be used to simplify the purchase of low dollar value goods and services. PERB Public Employment A quasi-judicial administrative agency charged with Relations Board administering the collective bargaining statutes covering employees of California's public schools, colleges, and universities, employees of the State of California, and other public agency employees. PFA Plan of Financial Allows agency to pay out of one appropriation and then Adjustment identify costs properly belonging to other appropriations. The State Controller transfers these expenditures from the originally charged appropriation to the alternately charged appropriation upon request by the campus or CO (TC-36). Prod Productivity Increased efficiency or reduced costs per FTES within the campus. ProR Pro Rata Sharing of general funded central service costs by funds other than General Fund. In general, non-billable funds are those whose source of revenue is the General Fund or a Federal fund. Billable funds are those that are funded by special revenue sources such as continuing education fees, parking fees, or housing fees. PS PeopleSoft The software selected to manage the CMS project and administrative work environment.

Abbreviation Term Definition PSSO Procurement and Support A system-wide group, similar to FOA, composed of the Services Officers senior purchasing/contracting officers at each campus, which advises CABO on purchasing and related issues. Productivity Increased efficiency or reduced costs per FTEs within the campus.

State Pro Rata Department of Finance central service costs allocated to funds other than the General Fund. Allocation is based on annual retirement expenses recorded by the CSU in billable funds. In general, non-billable funds are those whose source of revenue is the General Fund or a Federal fund. Billable funds are those that are funded by special revenue sources, such as continuing education fees, parking fees, or housing fees. QI Quality Improvement A program in place at most of the campuses, supported by a team of staff at the Chancellor’s Office, that promotes continuous quality and productivity improvement in the California State University. RA Remittance Advice Notification to the SCO to record cash transactions to an agency on account at the SCO (TC-47). Reim Reimbursements The cost of services provided by a university which is paid by a sponsoring source (e.g., the cost of police service paid by the General Fund for an event is reimbursed by an auxiliary enterprise or organization or from an outside source). RFP Request for Proposals A document issued by an organization to elicit bids from potential vendors for a good or a service. RMP Revenue Management In 2006 the Education Code was amended to allow the CSU Program to deposit fee money into a locally held trust. RMP refers to the implementation of business practices aimed at managing student fee revenues in the CSU Trust Fund. SAM 99 State Administrative A computer-generated analysis comparing campus financial Manual Report #99 records to State Controller accounts. SB Senate Bill A piece of legislation, introduced in the California Senate, numbered according to date of introduction. SCO State Controller's Office The State Controller is the Chief Financial Officer for the state. The State Controller's Office acts as a control agency for disbursement and reconciliation of State funds and appropriations. SCT Banner System An integrated administrative software system that handles student, faculty and staff information, along with modules for human resources, financial aid, and alumni tracking.

Abbreviation Term Definition SEOG Supplemental Educational A federal financial aid program. Opportunity Grant

SFO Systemwide Financial A department with the Business and Finance division of the Operations CO that handles system-wide accounting activities (SRB, Lottery, Capital Projects, etc.) SFR Systemwide Financial A department with the Business and Finance division of the Standards and Reporting CO that manages GAAP and other financial reporting issues. SL Sabbatical Leave A paid leave of absence by a faculty member granted in accordance with a faculty contract or policy. SMIF Surplus Money The primary investment vehicle for cash balances in State Investment Fund operating funds. It is managed by the State Treasurer and provides low risk, short-term earnings on funds invested. SRB Systemwide Revenue A long-term debt management program designed to reduce Bond overall costs and maximize capacity limits. Uses a broad, multi-source pledge for all bonds, including auxiliary enterprise and auxiliary organization capital projects. STO State Treasurer’s Office The state’s cash management office. SUAM State University Codified policy statements about operations within the Administrative Manual university. Currently only capital planning and contracts maintain and use this vehicle to express policy. Also see entry for ICSUAM. SUF State University Fee A system-wide fee that must be paid by all students who enroll in or attend the university. SUG State University Grant A financial aid program unique to the CSU which provides grants to offset the impact of fee increases for eligible students. CSU sets aside one-third of incremental State University Fee revenue from enrollment growth and fee increases to address a continuing shortfall in student financial aid. Subsidized Loan A loan which does not accrue interest so long as the student is enrolled at least half-time in school. If the student’s enrollment drops below half-time, the student begins their six-month grace period. Once the six-month grace period ends, the student enters the repayment period. SWAT Systemwide Allocation A transfer of cash by the system-wide Budget Office to a Transfer campus agency; replaces General Fund Supplemental Allocation Orders. SWIFT Systemwide Investment Internal service fund managed by the CMO to record and Fund — Trust maintain investment account activity for all CSU agency cash and cash equivalents.

Abbreviation Term Definition Sabbatical Leave A paid leave of absence by a faculty member granted in accordance with a faculty contract or policy.

Tab Run (Agency A report produced by the State Controller’s Office monthly Reconciliation Report) which shows, for each state agency, the beginning balances, detail transactions and calculated ending BBA (Budget Balance Available) for each fund with a balance in the State Treasury. TSC Technology Steering A presidentially-led advisory group focused on all Committee technology issues, including implementation of the CSU’s strategic plan. UBIT Unrelated Business Federal income taxes levied on activities that are not directly Income Tax related to the mission of the university. UI Unemployment Insurance A program that pays employees when they have been laid off. Campuses pay funds into the program. Unsubsidized Loan A loan where interest is accrued and the interest is capitalized. Interest on unsubsidized student loans can be paid while in school to avoid capitalization. If the student’s enrollment drops below half-time, the student begins their six-month grace period. Once the six-month grace period ends, the student enters the repayment period. WACUBO Western Association Of A membership organization for university business officers. College And University This is one of four regional associations of the national Business Officers organization. Geared toward professional development and resource/information sharing. WFB Wells Fargo Bank Commercial bank providing depository and disbursement services for CSU agencies. YRO Year Round Operations The initiative to move all CSU campuses to a year-round calendar of state-supported course offerings as one means to address the anticipated enrollment demand during the next decade.

REVISION CONTROL

Document Title: Appendix 12 - Glossary Contributor: Roberta McNiel Reviewer: Roberta McNiel CO Owner: Roberta McNiel Issuance Date: March 26, 2014

Revision and Approval History

Section(s) Summary of Revisions Revised Reviewed Approved Revision Revised By by by Date Footers Added title to document headers and page Kristina Lily Wang R. McNiel 2/18/15 and numbers to document footers. Added a Randig Headers revision date on page 1. All Added various new terms and definitions Kelly Cox Kristina R. McNiel 2/18/15 from CSU 101 Randig

APP 12-14 California State University | CSU Legal Accounting and Reporting Manual