Terminology

Account ChartField

Account classifies which asset, liability, equity (fund balance), expense, revenue or statistical account will be affected. Both budget-only and actual values have been established.

Accounting Period

Designates the month of activity.

Activity ChartField

One numeric character, required when Project is used. The activity ChartField currently has no meaning for the University of Minnesota. Only the value of "1" is used.

Actuals Accounts

Account values that are used on journal entries. Actuals provide information on a more detailed level than budget-only accounts

Allocable

A cost that can be assigned to a project that meets a specific project objective based on relative benefits received. A cost may be allocable to a specific project but paid for by the University, depending on what the sponsor determines is allowable for a particular type of project.

Allowable

A cost that can be charged to a project per sponsor guidelines. A cost may be allowable per sponsor guidelines, but if it does not meet any specific project objectives, it is not allocable.

Attribute

Information attached to various ChartField values to aid in reporting, planning, and managing financial resources. Attributes are thus connected to journal entries without having to be keyed in. Function codes and Certified Approver InternetID (x.500) are examples of ChartField Attributes.

Budget Only Accounts

Account values that represent rollups of the actual account values, used for budget development and final budgeting only.

Chart of Accounts

A series of systematically classified financial values, compatible with an institution’s structure, and supporting central and distributed financial reporting.

ChartField 1 (CF1)

Ten characters, alphanumeric. CF1 is an optional, centrally defined field with a centrally defined rule set. This field may be used in conjunction with CF2 if a department needs more identifiers for reporting needs.

ChartField 2 (CF2)

Ten characters, numeric. CF2 is an optional field, defined at the department, college, or RRC level. This field may be used in conjunction with CF1 if a department needs more identifiers for reporting needs.

ChartField 3 (CF3) (FinEmpleID)

Seven numeric digits, optional. Fin EmplID is an optional field to be used when the financial activity must be identified with a specific employee. Fin EmplID provides an additional level of detail below DeptID or Program, or cross-DeptID or cross-Program information pertaining to a single employee. Fin EmplID uses the employee ID number assigned by Human Resources.

ChartField string

A combination of ChartFields, usually including at a minimum Fund DeptID, Account, and usually Program or Project .

Combo Edit

Combination Editing links ChartField combination values to create valid or invalid combinations for use on journal entries. The combination editing rules determine the combinations of ChartField values that will pass the journal editing process.

Cost Sharing

Two alpha characters, conditional. This ChartField is used whenever a Program and Project share costs. When applicable, the characters “CS” are entered in this field, which acts as a trigger to invoke the cost- sharing process. When CS is used, both a Program value and a Project value are required. This field cannot be used to share costs between two nonsponsored Program accounts.

Type of arrangement in which more than one party supports a project. University generally refers to cost sharing when looking at labor items. (See “Matching Funds.” See also “Cost Share ChartField.”)

DeptID

Five numeric digits, required. DeptID is a required ChartField that answers the question, “What is the level of responsibility at which I need to be able to isolate a group of financial resources, employees, or academic programs to support effective management of financial, human, and academic resources?”

FinEmplID

See ChartField 3.

Encumbrance

Represents outstanding purchase orders and other commitments for materials or services not yet received.

Fiscal Year (FY)

Any 12-month period for which institution monitors its annual accountability. At the University, this period is July 1 – June 30.

Function Code

Four-digit, required attribute of Program or Project. Function indicates the purpose of a project or program. Function codes answer the questions, “What is the purpose of this activity?” or “How does this program or project accomplish the mission of the University?”

Fund

Four numeric digits, required. Fund indicates the individual or cumulative sources of funds, which may be restricted or unrestricted. Fund codes answer the question, “What broad restrictions or reporting requirements have been imposed on these funds?”

Gift

Money or property transferred to the University via a recognized University foundation that is not intended to result in direct economic benefit, goods, or services to the donor.

Grant

A pledge of support where the sponsor has little involvement and the Principal Investigator (PI) devises the project. Example: A sponsor requests proposals for projects involving the Americans with Disabilities Act. The PI proposes a project to devise an electric wheelchair, and it is funded without major revisions by the sponsor.

Internal Sales

Provision of goods or services by a University unit to other University departments and colleges at approved rates, billed through the EFS.

Internet ID (X.500) User ID

Unique user name assigned to students, faculty, and staff at the University to use in accessing their centrally provided e-mail accounts and other electronic resources.

Matching Funds

Type of arrangement in which more than one party supports a project. University generally refers to matching when looking at non-labor items. (See “Cost Sharing.”)

Node

A level of rollup within a tree representing a categorization of values according to function, organizational structure, type, or other. Nodes are used for budgeting, reporting, and management.

Nonsponsored Funds

Funds which are not administered by SPA, but either can 1) be used by the University at its own discretion because there are no external restrictions, or 2) may be used only in accordance with the purpose established by the funding source.

Project Costing Business Unit (PCBu)

Five alpha characters, required when Project is used. PCBU identifies the type of business for a project: sponsored project, or other type of project approved for use in the Projects Module. Examples for use of PCBU include: sponsored projects and Construction in Progress (CIP).

Principal Investigator (PI)

The individual responsible for the proposal and sponsored project.

Program ChartField

Five characters, numeric or alphanumeric, required when Project is not used. Program describes the kind of activity. Most nonsponsored activities use the Program ChartField.

Project ChartField

Eight numeric characters required on sponsored activity. Project represents a unique group of accounting transactions that are supported by the Financial System Project Costing Module. Only those activities managed in the Project Costing module use the Project ChartField. Each Project value has an attribute that identifies a Function code.

Sponsored Project

An externally funded activity that is governed by specific terms and conditions set by the sponsor. These typically require financial or technical reporting to the sponsor and are administered through Sponsored Projects Administration (SPA).

Tree

The functional hierarchy in the financial system that displays the relationship between all accounting units (for example, divisions, projects, reporting groups, account numbers) and determines rollup hierarchies.

UMN01

The University’s primary business unit.

Unallowable

A cost that cannot be charged to a project per sponsor guidelines.

Unit

A generic term referring to a portion of a college, department, or campus. A unit may or may not be equal to a DeptID.

X.500 User ID (Internet ID)

See Internet ID.

Acronyms (old and new)

AVT Accrued Vacation Transfer
BU Bargaining Unit
CAR Card Activity Report
CFR Code Of Federal Regulations
COA Chart Of Accounts
CR Cash Receipt
CS Campus Solutions
CS Civil Service
CUFS College And University Financial System
DA Division Administrator
DC Direct Costs
DEBCP Department Employee Benefit Contact Person
DEHS Department Of Environmental Health Safety
DTEX Document Text Form
DWFS Data Warehouse Financial System
EB Employee Benefits
ECAR Electronic Card Activity Report
EE Employee Paid Contribution
EGMS Electronic Grants Management System
ET Expense Budget Transfer
F&A Facilities And Administration 
FFN Financial Formsnirvana
FICA Federal Insurance Contributions Act Employer Paid Contribution
FIN Federal Identification Number
FMLA Family Medical Leave Act
FOB Freight On Board Or Free On Board 
FRW Financial Reports On The Web
FSS Financial Systems Support 
FTP File Transfer Protocol
FY Fiscal Year
GDES Grant Description Table
GSUM Grant Summary Table
HCM Human Capital Management
HR Human Resources
HRMS Human Resources Management System
HSA Historical Salary Adjustment
HTML Hypertext Markup Language
HTTP Hypertext Transfer Protocol
I-9 Employment Eligibility Verification
IAFHE Institute Of Agriculture, Forestry, And Human Ecology (No Longer Exists)
IBC Institutional Biosafety Committee
IDC Indirect Costs
ILOC Institutional Location Code
INVENRDB Inventory Reporting Database
IPAS Institutional Prior Approval System
IRB Institutional Review Board (For Human Subjects Research)
IRR Institutional Research And Reporting
IRS Internal Revenue Service
ITIN Individual Tax Identification Number
IV Intra-Institutional Voucher
IX Expense Transfer
JV Journal Voucher
MMF Minnesota Medical Foundation
MSRS Minnesota State Retirement System
MTA Material Transfer Agreement
MTDC Modified Total Direct Costs
MY Multi-Year
NACUBO National Association Of Colleges And Universities Business Officers
NASTE Non-Academic Short Term Employment
NMT Non-Mandatory Transfer
NOGA Notice Of Grant/Contract Award
OBF Office Of Budget And Finance
OIT Office Of Information Technology
OMB Office Of Management And Budget
OPAS Organizational Prior Approval System
OVPR Office Of The Vice President For Research
P&A Academic Professional And Administrative
PI Principal Investigator
POT Purchase Order With Text
PR Payroll
PS Peoplesoft
PTM Patents Technology Marketing
PV Payment Voucher
PVA Payment Voucher Authorization
PVC Payment Authorization For Service
REB Revenue Budget/Expense Budget (Combined) Document
RFA Request For Application
RFP Request For Proposal
RRC Resource Responsibility Center
RSPP Research Subjects’ Protection Programs
RX Central Requisition
SEOG Supplemental Educational Opportunity Grant
SFR Office Of Sponsored Financial Reporting
SPA Sponsored Projects Administration
SPIN Sponsored Projects Information Network
SQL Structured Query Language
SRENCA Statement Of Revenues, Expenses, And Changes In Net Assets
SSN Social Security Number
TA Travel Authorization
TCIP/IP Transmission Control Protocol/Internet Protocol 
TDC Total Direct Cost
TIN Taxpayer Identification Number
TIP Temporary Investment Pool
TP Travel Voucher (Employee Travel Reimbursement)
UMC University Of Minnesota — Crookston
UMD University Of Minnesota — Duluth
UMF University Of Minnesota Foundation
UMM University Of Minnesota — Morris
UMT University Of Minnesota — Twin Cities
UPAC University Personal Authorization Code
URL Uniform Resource Locator
W4 Employee Withholding Allowance Certificate
WBOB West Bank Office Building
WWW World Wide Web



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