| Glossary of Budget and Related Terms |
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| A |
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| A-260 |
An Acronym that refers to an appropriated department ending in 260,
261 or 262. The A-260's are used exclusively for adjunct faculty. The budget authority for these
departments resides with the Division of Extended Studies.
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| A-505 | An acronym that refers to an appropriated department ending in 505.
The A-505 are used exclusively for graduate assistants.
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| Account |
Six digit number used to classify revenues,
expenses and surplus transfers in the General Ledger. Also referred to as
Object Codes or General Ledger Account Codes.
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| Allow Overdraft |
The PeopleSoft financial system can be set to allow
budget rollup accounts within a department to overspend their budget.
This is seldom used for accounts within Appropriated departments,
but most Local departments are set to allow the budget rollup accounts to be spent in deficit.
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| Appropriated |
Budget received from the State. Appropriated budgets are controlled
and are not allowed to be overspent. |
| Auxiliary |
Auxiliaries are self-supporting units within the University
(i.e.. Student Housing, The Morrison Center, Select-A-Seat etc) They are set
up as Local departments that earn revenue and are budgeted. |
| Available Spending Authority |
The Available Spending Authority is the budget left
after encumbrances and expenses are subtracted from the total budget. |
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| B |
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| Benefits |
Fringe Benefits: Every employee has associated fringe benefit expenses
(i.e. Unemployment Insurance, Worker's Comp Insurance, the employer's share of FICA etc.).
Refer to the Budget Office web site for the current Fringe Benefits rates used to calculate budgets. |
| Budget Adjustments |
Transactions completed by the budget office to adjust a budget
at the rollup level. Budget adjustments are different than transfers in that
adjustments do not simply move funds in order to cover an expense.
Adjustments reflect a change (often a correction) in the actual budget for a department rollup. |
| Budget Category |
Rollups used to plan and budget departments.
Accounts (object codes) 'rollup' into Budget Categories for all budget related activity. |
| Budget Roll-up |
High level account codes that are used only for budget purposes. See Budget Category. |
| Budget Transfer |
Completed in the Budget office. Transfer of budgets between budget
rollups in one or more departments. Both departments must be of the same fund type,
either appropriated or budgeted local. The transfer can be one time or permanent.
Transfers are done to cover planned expenses. Use a "Request for Budget Transfer"
form when you wish to transfer appropriated budget. The form is available from the Budget Office website. |
| Budgeted Local |
Departments that do not receive funds from State appropriations,
but are budgeted. Auxiliary departments and some local departments are budgeted. |
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| C |
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| Calendar Year |
Jan 1 thru Dec 30th. Taxes are based on the calendar year. |
| Capital Project |
Large, one-time expenses that may be budgeted over several years, such as new buildings. |
| Carryforward |
Budget or fund balance that was not spent in the previous fiscal
year and is available for the current fiscal year. Not all unspent budget is available
for use as carryforward. Carryforward can be negative if a department overspent in the previous year.
Also referred to as Balance Forward. |
| Carryforward- Budget |
Budget for a department at the rollup level comprised of funds remaining from the
prior fiscal year. This amount is added to the budget after the original budget is posted. |
| Carryforward-Fund Balance |
Unspent fund balance in non-appropriated departments is posted to the next fiscal year
as a surplus fund balance. If the department overspent, this will be a negative number on the Department
Detail and Summary Reports. |
| Chartfield |
In PeopleSoft Financials, the individual fields in the accounting
structure are called Chartfields. These fields store the Chart of Accounts and provide
the system with the basic structure to segregate and categorize transactions and budget
data. Department number, subclass, program codes are all examples of chartfields. |
| Controlled Budget |
Budgets, such as Appropriated, that have restrictions on spending.
Transactions will fail to post if there is insufficient budget to cover expenses. |
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| D |
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| Department |
A ten digit number that allows the University to differentiate between
divisions of the University. One area, such as the Provost's office may have several
department budgets. Departments are referred to as being appropriated, local or grants.
The first three digits are assigned by the Budget Office according to a Chart of
Accounts issued by the State. These three numbers signify an overall area. For
instance, the Art departments all begin with 002. The fourth digit represents the
type, A for Appropriated, L for Local or G for Grants or other Restricted Departments.
The fifth digit denotes whether the department is part of the Boise campus (1) or
part of the Boise West Campus (2). The last five digits are used by the departments and/or the Budget Office. |
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| E |
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| EAF |
Employment Action Form: Used to initiate payroll actions for non-classified personnel. |
| Encumbered |
An encumbrance is a claim against budgeted funds. Purchase orders create encumbrances
when posted to the General Ledger. Encumbered funds reduce the available spending authority. |
| Expense |
An expense is a cost incurred. When an expense is posted to a budgeted department
in the finance system, the available spending authority will be reduced. |
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| F |
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| Fiscal Year |
A fiscal year is an accounting period that runs twelve months. Boise State
University operates on a Fiscal Year from July 1 through June 30. |
| Fringe |
Fringe Benefits: Every employee has associated fringe benefit expenses
(i.e. Unemployment Insurance, Worker's Comp Insurance, the employer's share of FICA etc.).
Refer to the Budget Office web site for the current Fringe Benefits rates used to calculate budgets. |
| FTE |
Full-Time-Equivalent |
| Fund Balance |
Non-appropriated departments acquire a fund balance when revenues
exceed expenses. If the department's expenses exceed revenues, the department will
have a negative fund balance, which denotes it is in deficit. |
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| G |
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| Grant |
Funds received for a specific purpose from a specific entity.
Grant Budgets can cover multiple years and are strictly controlled. |
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| H |
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| Holdback |
A reduction of the original State appropriation as decided upon
by the Governor that reverts spending authority to the State. |
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| I |
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| Insufficient Funds |
A budget rollup that does not have enough budgeted funds to cover an expense. |
| Irregular Salary |
Budget Rollup (411000), also known as Part-time or irregular salary.
Overtime and shift differential for classified employees roll up to this budget category. |
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| J |
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| Journal Entry |
A journal entry is used by Administrative Accounting to move revenues, expenses
or fund balances. A journal entry can not be used to move expenses between appropriated and
non-appropriated departments. This is not the same as a budget transfer. |
| Journal Number |
Every transaction in PeopleSoft has a related distinct journal number
that is used for reference. This is also referred to as the Journal ID. |
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| K |
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| L |
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| LOA |
Letter of Appointment: Used for appointment of Part-Time Adjunct
Faculty hired for less than one academic year. |
| Local |
Funds that are not appropriated by the State or granted by an outside institution. |
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| M |
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| N |
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| Net |
The amount remaining after all necessary deductions and additions. |
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| O |
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| Object Code |
Also called general ledger account numbers. At the state level, the object code
is a four digit number used to classify expenses. Object codes rollup into 'Budget Rollups' for budgeting purposes. |
| OE |
Other Expenses: Budget Rollup (500000) |
| One time Budget Transfer |
A transfer that affects the current fiscal year only and has no
impact on next year's budgets. |
| Original Budget |
Initial Budget as stated in the Budget Book for a given fiscal year.
This does not include any carryforward or adjustments made later in the year. |
| Over Budget |
When expenses and encumbrances exceed budget. |
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| P |
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| Part-Time |
Budget Rollup (411000), also known as 'Irregular Salary'. |
| PCN |
Position Control Number - used for every permanent employee position at Boise State. |
| Permanent Budget Transfer |
A transfer that permanently reduces one line item budget and permanently
increases another by the same amount. |
| PO |
Purchase Order |
| Program |
A classification used to determine the type of activity (i.e. Instruction,
Research, Academic Support etc). |
| Project |
A chartfield that allows a department to further differentiate revenue and expense.
Projects ids are used primarily by Grants accounting. |
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| Q |
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| R |
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| Regular Salary |
All permanent positions are budgeted in this budget rollup (410000). |
| Remaining Budget |
The amount remaining at a rollup category after expenses and encumbrances - sometimes
referred to as remaining budget authority. |
| Restricted Budget |
Funds in restricted budgets are controlled and must be spent accordingly. |
| Revenue |
Income realized by departments. |
| Revenue Estimate |
The estimated amount, based on previous year revenues, for each
revenue roll-up for the coming fiscal year. Expenses generally should not exceed the revenue estimate. |
| Roll-up |
Six digit numbers used for budgeting only. All expenses
and revenue account numbers or object codes, rollup into these higher level accounts. |
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| S |
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| SBOE |
State Board of Education |
| Salary Savings |
Funds generated from positions that are under filled or vacant,
less funds paid to temporary or part-time employees used to replace missing employees.
Salary savings from all areas at the University are combined and their use
is regulated by the Vice Presidents. |
| Spending Authority |
Budget |
| STARS |
Statewide Accounting and Reporting System. All appropriated expenses
and appropriated budget activity must be run through this system. The University
receives various reports from the State generated from STARS. |
| Student Salary |
Only student employees are paid from this budget rollup (412000). |
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| T |
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| Transfer |
Completed in the Budget office. Transfer of budgets between budget
rollups in one or more departments. Both departments must be of the same fund type,
either appropriated or budgeted local. The transfer can be one time or permanent.
Transfers are done to cover planned expenses. Use a "Request for Budget Transfer"
form when you wish to transfer appropriated budget. |
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| U |
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| Unrestricted Budget |
Department Budgets that do not have restrictions on how the spend
fund. Most local departments are unrestricted. |
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| V |
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| W |
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| X |
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| Y |
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| Z |
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