Glossary and Acronyms
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A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
Term-Acronym/Unit n/a= No Acronym or no Unit of representation
(Definition of term)
A
Administrative Systems Advisory Committee - ASAC / All
The priorities began with research administrative systems, distributed processing,
and made this campus wide so that everyone can enter things into the system instead
of just a handful of individuals. In general, this committee will need to be ongoing,
as there will always be a need for supports and upgrades in general.
Allocable Cost - n/a / Recharge & Indirect Cost
A cost, or a group of costs attributable to one or more cost objective, in reasonable
and realistic proportion to the benefit provided. Those categories of costs that can be
charged to a grant, such as salaries and equipment. Certain types of costs, such as the
cost of alcoholic beverages are not allowable and may not be charged to a contract or grant.
Refer to OMB Circular A-21 for allowable costs which can be charged to Federal
contracts and grants.
Amendment - n/a
Any change to a contractual agreement needing official signature.
Assignable Square Feet - ASF / Capital Budget & Indirect Cost
The sum of all floor or surface areas of a building assigned to, or available
for assignment to, an occupant or user, including every type of space
functionally usable by an occupant or user.
Audit - n/a
A Formal examination of an organizations or individuals accounts or
financial records. An audit may also include examination for compliance
with applicable terms, laws, and regulations.
Authorized signature - n/a
The signature of a University official who is designated to give assurances,
make commitments, and execute such documents on behalf of a University as
may be required by federal and state agencies and other organizations that provide
financial assistance to the University. The signature of an authorized official certifies
that commitments made on grant proposals or contract agreements can be honored;
and ensures that all sponsored agreements conform to federal regulations, agency
guidelines, and University policies on behalf of the UC Regents.
Awarded Funds - n/a
Funds in the form of a grant, contract, or cooperative agreement that
have been obligated by a funding agency for a particular project.
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B
Basic Gross Area - BGA / Capital Budget
The sum of all areas, finished and unfinished, on all floors of an enclosed
structure (that is, within the environmentally controlled envelope), for all
stories or areas which have floor surfaces.
Budget Adjustment - n/a / All
The act of amending a budget by moving funds between and within categories
or line items.
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C
Capital Equipment - n/a / All
An article of personal property not permanently attached to buildings or grounds
and that has an acquisition cost of $5,000 per item ($1,500 prior to FY 2004-2005)
or more (exclusive of sales and/or use tax, freight, and installation) and a life
expectancy of more than one year.
Carry Forward - n/a / All
Unexpected funds carried from one budget period to another.
Chancellor’s Financial Plan - CFP / n/a
Plans the chancellor’s sources of money.
Change order- n/a / Indirect Cost & Capital Budget
A Written order signed by the contracting officer, directing the contractor
to make changes in a program.
Common Cost Allocations- n/a / Recharge
Recharge to allocate shared costs benefitting multiple funds.
Contract- n/a
A type of sponsored award used for procuring products or services with specific
obligations for both sponsor and recipient. Typically, research contracts have a
research topic and the methods for conducting the research specified in detail by
the sponsor, although some sponsors award contracts in response to unsolicited
proposals. A contract is generally considered to be for the benefit of the sponsor,
while a grant is for the benefit of the recipient.
Control Point- n/a / Recharge
Designated UCSF representative on the upper level of the campus
organizational hierarchy having oversight responsibility for subordinate units.
Cost Accounting Standards - CAS / All
Federally mandated accounting standards intended to ensure uniformity in
budgeting and spending funds.
Cost Sharing - n/a / Indirect Cost
A general term where more than one party contributes to the total cost
of a sponsored project. Cost sharing can be in the form of "hard dollars,
" or in-kind contributions such as time committed to a project without
reimbursement from the sponsor. Example: A university receives a grant
for a project estimated to have a total cost of $100,000. The sponsor agrees
to pay 75% ($75,000) and the university agrees to pay 25% ($25,000). The
$25,000 is the cost-sharing component. Federal guidance identifies three
types of cost sharing: Mandatory, Voluntary Committed, and Voluntary
Uncommitted.
Cost Sharing (Mandatory) - n/a / Indirect Cost & Operating
Effort or resources beyond those funded by the sponsor, but required by
a sponsor as a condition of award. The value is to be contributed by the
award recipient from other funding sources. Fulfillment documentation
of the Mandatory Cost Sharing is often required by the sponsor. Costs
of Mandatory Cost Sharing must be included in the same base as the
sponsored award for F&A Proposals.
Cost Sharing (Voluntary Committed) - n/a / Indirect Cost
Quantifiable effort or resource pledged in a proposal’s narrative or budget,
or in the resulting award, but where no or only partial sponsor funding is
requested. Fulfillment documentation of the Voluntary Committed Cost
Sharing may or may not be required by the sponsor. Costs of Voluntary
Committed Cost Sharing must be included in the same base as the
sponsored award for F&A Proposals.
Cost Sharing (Voluntary Uncommitted) - n/a / Indirect Cost
Effort or resource contributed to a project that are neither specifically
committed in the proposal budget or award, nor required by the sponsor.
Fulfillment documentation of the Voluntary Uncommitted Cost Sharing
is not required by the sponsor. Costs of Voluntary Uncommitted Cost
Sharing need not be included in the same base as the sponsored project,
and any associated effort is excluded from the effort reporting requirement
in A-21 section J.10.
Cost Transfer - n/a / Indirect Cost, Operating & Capital Budget
A formal process of moving expenses from one DPA-Fund-NCA to
another. Special documentation may be required when sponsored awards
are involved.
Cube - n/a
Is a Data Warehouse, related to webLINKS. These can process financial
reports.
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D
Deficit - n/a / All
Financial situation where expenditure exceed fund availability.
Department Account - DPA / Recharge
The “Departmental Account” field as defined in UCSF’s general
ledger system. A six digit field used to group financial transactions
of departments of major financial statement functions within departments.
Depreciation - n/a / Recharge
The amortized cost of purchased equipment, calculated on a straight
line basis with no salvage value using the useful life in the equipment
Useful Life Schedule issued by Office of the President.
Direct Costs - n/a / Indirect Cost & Recharge
Costs that can be identified specifically with a particular sponsored
award, instructional activity, or any other institutional activity, or that
can be directly assigned to such activities relatively easily with a high
degree of accuracy (A-21).
Disclosure Statement, DS2 Policy - DS2 / n/a
Disclosure Statement - The DS2 is the disclosure statement that discusses all
accounting procedures related to direct vs. indirect costs.
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E
Educational Funds - n/a / All
Portion of private ICR funds returned to UCSF from OP.
Effort Certification - n/a / Indirect Cost
Federal requirement of OMB Circular A-21 that all effort applied to federally
sponsored contracts or grants be verified after the fact to see that effort reasonably
reflects the planned distribution of pay.
Employee Benefits - EB / All
Paid by the employer (e.g., OASDI, Medicare, Worker's Compensation,
Medical Insurance, etc.)
Encumbrances - n/a / Indirect Cost
A specific amount of funds that has been set-aside in an
account for the receipt of an order or the payment of an invoice.
Encumbrances reduce the available balance of an account.
Endowment - n/a
A fund usually in the form of an income-generating investment,
established to provide long-term support for faculty/research
positions (e.g., endowed chair).
External Audits - n/a / Indirect Cost
A review conducted by an external agency.
External Revenue - n/a / Recharge
Revenue derived from providing recharge products or services
to external users.
External Sales - n/a / Indirect Cost & Recharge
An exchange of tangible or intangible property or services between the
University and external customers for monetary consideration. External
sales may be subject to federal and state taxes.
Extramural Fund Management - EMF / n/a
The campus unit, within the Controller's Office, responsible for post-award
financial oversight of sponsored project funds, for receiving actual contract
and grant monies, for submitting invoices, and for submitting official financial reports.
Also called EMF Accounting.
Extramural support - n/a / Indirect Cost
Funding for research, training or public service programs provided by
federal or private sources outside the university.
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F
Facilities and Administration Cost - F&A / Indirect Cost
In its 1996 revision of OMB Circular A-21, the Federal government
replaced the term "indirect costs" with "facilities and administrative costs."
According to OMB Circular A-21, F&A costs are "costs that are incurred
for common or joint objectives and, therefore, cannot be identified readily
and specifically with a particular sponsored project, an instructional activity,
or any other institutional activity." Examples include operation and maintenance
expenses, and costs incurred for sponsored projects administration. Example:
"The total cost of a sponsored project is comprised of the direct costs plus a
portion of the F&A costs of the institution."
Federal Financial Assistance Management Improvement Act - FFAMIA / Indirect Cost
Federal Financial Assistance Management Improvement Act (FFAMIA)/P.L. 106-107
Enacted in 1999, this federal law is intended to make it easier for State, local, and tribal
governments and nonprofit organizations to apply for and report on financial assistance.
The Act requires federal agencies to create a common system (Federal Commons)
for electronic processing of all grant programs.
Federal Financial Disclosure - n/a
Form for financial disclosure for the National Science Foundation
and Public Health Service.
Firm Fixed Price - n/a / Indirect Cost
A type of agreement whereby payment is not based on actual costs expended,
but upon a mutually agreed upon price.
Fiscal Year - FY / n/a
A year of business activity other than the calendar year. At the University,
the fiscal year begins July 1 and ends June 30 the following year. Fiscal years
are associated with accounting and budget year transactions.
Fixed Fee - n/a / Indirect Cost
In a "fixed fee" award, the PI agrees to accomplish project objectives within
a specific timeframe for a set dollar amount per patient, per hour, or other unit.
The total award amount is based on an estimated number of units and is subject
to downward adjustment based on the actual number of units completed. Sponsor
approval is required to exceed the estimated number of units. The fee per unit
remains constant, even if the actual cost per unit is above or below that amount.
Any over expenditures are the responsibility of the department, and earned unspent
revenue does not revert to the sponsor. If the deliverables are not completed
within the award period, the contract must be extended.
Fixed Price - FP / Indirect Cost
In a "fixed price" award, the PI agrees to accomplish project objectives within
a specific timeframe for a set dollar amount. If the deliverables are not
completed within the award period, the contract must be extended.
The award amount also remains constant, even if actual costs for the
project are above or below it. Any over expenditures are the responsibility
of the department, and unspent funds do not revert to the sponsor.
In a Fixed-Price Contract/Grant A contract/grant for which one party
pays the other party a predetermined price, regardless of actual costs,
for services rendered. Quite often this is a fee-for-service agreement.
Fringe Benefits - n/a / Indirect Cost
Employee benefits paid by the employer.
(e.g., FICA, Worker's Compensation, Withholding Tax, Insurance, etc.)
Full Cost - n/a / Recharge
All costs associated with providing recharge products or services.
Fund - n/a / Recharge
Funding source as defined in UCSF’s general ledger system. A five digit
number that defines a discrete monetary source. Identifies a specific project,
program or group of activities that require financial tracking by source.
Fund accounting - n/a / All
Is the procedure by which financial resources are classified for accounting
and reporting purposes in accordance with activities or objectives specified
by donors, by regulations, restrictions or by limitations imposed by outside
sources.
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G
Garamendi Funds - n/a
Type of indirect cost reimbursement, an example of use is generally
capital/building costs.
Grant - n/a / Indirect Cost & Operating
An award given to the University for a specific purpose to support instruction,
research or public service. "Grant" is also a specific type of award
(as opposed to contract or cooperative agreement). In this context, "grant" is
a pledge of support where the sponsor has little involvement in conducting the project.
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H
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I
Indirect Costs Recovery Rate - n/a / All
A percentage (rate) applied to the sponsor supported project costs. Collection of
indirect costs from external users overhead rate is applied to the internal cost-based
recharge rate for products or services provided to external users.The rate is
multiplied by a base amount, the product of which is the indirect costs the grantee
will recover from the sponsor. The base amount can be the total direct costs (TDC)
charged to a contract/grant or a portion of total direct costs. The later is usually
referred to as modified total direct costs (MTDC). The rate, and base to which
the rate is applied, are determined by negotiations with a sponsor. UC Davis
has negotiated a number of different rates depending on the location (i.e. on-campus/off-campus),
and the nature of the project (i.e. research, public service, instruction)
Rates and base amounts for Federal contracts/grants are negotiated with the
U.S. Department of Health and Human Services (DHHS). For non-Federal
sponsors the indirect cost rates and base amounts are negotiated individually with
each sponsor/program.
Indirect Costs - n/a / All
Costs that cannot be readily identified with or related to a
specific activity or project defined in OMB Circular A-21.
Intellectual Property - n/a / Indirect Cost
Is a broad term that encompasses the various intangible products of the
intellect of inventors. These include patents, trademarks, copyrights, trade secrets,
know-how, and other proprietary concepts, including an invention, scientific or
technological development, and even computer software and genetically
engineered microorganisms.
Inter-campus sub-allocation - n/a / Indirect Cost
A sub-award transferring funds between two campuses of the University of California
is termed an inter-campus sub-allocation. The agreement takes the form of a
brief memo from one campus to the other. As with other subawards, an intercampus
suballocation from one UC campus typically passes on to the other campus the
same terms and conditions of the prime award from the funding agency.
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J
Janitorized Square Feet - JSF - Capital Budget
The sum of all floor or surface areas, within a building, and its related areas
or Special Areas, except for private vehicle parking areas, that require or receive
regular, scheduled Janitorized or custodial or service through institutional, contract.
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K
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L
Leasehold Improvements - n/a / Recharge
An alteration or renovation to space that is leased and paid for by
the University and which is capitalized in the University’s general ledger.
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M
Maintained Gross Square Feet - MGSF (MSF) / Capital Budget & Indirect Cost
The sum of all building area and related area space, which require operation
and maintenance of plant support, regardless of the source of funding for such
support, and includes the sum of a building’s outside gross area.
Memorandum of Agreement - MOA / Indirect Cost
A contractual arrangement between the Washington University and a
corporate sponsor that stipulates the terms and conditions under which
specific work is performed.
Memorandum of Understanding - MOU / Indirect Cost
A contractual arrangement between the campus and another party
that stipulates the terms and conditions under which specific work
is performed (See MOA).
Modification - n/a / Indirect Cost
An award document that modifies any aspect of an existing award.
Examples: approval to carry forward funds to a subsequent budget period,
adding or deleting special terms and conditions, changes in funding levels,
administrative changes initiated by the agency, change of principal investigator, etc.
Modified Total Direct Costs - MTDC / Indirect Cost
Total direct costs less certain budget categories. Budget categories to be
subtracted from total direct cost for the federally negotiated IDC rate are as
follows: Equipment, capital expenditures, charges for patient care and tuition
remission, rental costs, scholarships, and fellowships as well as subgrants/subcontracts
up to $25,000 shall be excluded from the modified total direct costs (from OMB Circular A-21).
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N
Natural Class Account - NCA / Recharge
The “Natural Class Account” field as defined in UCSF’s general ledger system.
A six digit number providing recording and summarization of transactions at the
lowest level of classification by Balance Sheet items (Assets, Liabilities, Fund Balances),
Revenues and Expenditures.
Net-Usable Area - NUA / Capital Budget
The sum of all areas on all floors of a building either assigned to,
or available for assignment to, an occupant for a specific use.
New Award - n/a / All
A grant or contract to fund a new project - An award not previously
awarded or a renewal or continuation award treated as a new award
by the sponsor and given a new agency number.
No Cost (Time) Extension - n/a / Indirect Cost
An extension of the period of performance beyond the expiration data
to allow the principal investigator to finish a project. Usually, no
additional costs are provided.
Non Assignable Square Feet - NSF / Capital Budget & Indirect Cost
There are various kinds of areas within a building that are essential but
which are not assigned directly to support programs.
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O
Off the Top - OTT / Finance & Indirect Cost
Funds portion of federal ICR funds returned to UCSF from OP.
Office of Management and Budget (OMB) Circular A-110 - OMB A-110 / Indirect Cost & Recharge
Office of Management and Budget Circular A-110, Uniform Administrative
Requirements for Grants and Agreements with Institutions of Higher Education,
Hospitals, and Other Non-Profit Organizations. This document establishes
uniform regulations for each Federal agency to follow in regards to the administration
of projects sponsored by the Federal government. In addition, each Federal
agency has its own regulations that are listed in the Code of Federal Regulations
(CFR) and explained in its policy handbook (if it has one).
Office of Management and Budget Circular A-133 - OMB A- 133 / Indirect Cost & Recharge
Audits of States, Local Governments, and Non-Profit Organizations
Office of Management and Budget Circular A-21 - OMB Circ A- 21 / Indirect Cost & Recharge
Office of Management and Budget Circular A-21, Principles for Determining Costs
Applicable to Grants, Contracts, and Other Agreements with Educational Institutions.
This document establishes uniform regulations that the University must follow in regards
to determining costs applicable to grants, contracts, and other agreements with educational institutions.
Each Federal agency applies these laws in its own regulations that are listed in the
Code of Federal Regulations (CFR) and explained in its policy handbook (if it has one).
The OMB Circular is the backbone of agency regulations; the agency cannot impose
regulations that are inconsistent with the Circular or impose additional requirements.
Cost Principles for Educational Institutions, defines direct and indirect costs for purposes
of accounting for federal funds.
Office of Management and Budget Circulars - OMB Circulars / Indirect Cost & Recharge
Regulatory circulars issued by the Office of Management & Budget (OMB), for example,
OMB Circulars A-21, A-110, and A-133.
Opportunity Funds - OPP / All
Portion of federal ICR funds returned to UCSF from OP.
Other Support - n/a / Indirect Cost, Capital Budget & Finance
All financial resources, whether Federal, non-Federal, commercial or institutional,
available in direct support of an individual's research endeavors, including but not
limited to research grants, cooperative agreements, contracts and/or institutional awards.
Training awards, prizes, or gifts are not included.
Outside Gross Square Feet - OGSF50 / Capital Budget
Basic Gross Area + 50% of the reported Covered Unenclosed Area
Overdrafts - n/a / All
An individual account in which the expenditures and encumbrances have exceeded the budget.
An account is considered to be in overdraft if there is a negative balance available, regardless of the cause.
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P
Parity Lien Debt Test - n/a / Indirect Cost, Capital Budget & Finance
Debt Service Coverage Ratio test comparing unrestricted net revenues
available for debt service to amount of debt service principal and interest.
Ratio of Funds available to Funds committed for debt service must be greater than 1.25.
Patent- n/a / Indirect Cost, Capital Budget
A patent is a grant of property by the United States government to the inventor
giving the owner of the patent the right to exclude others from making, using, offering
for sale, or selling the invention in the U.S. or importing it to this country. A U.S.
patent is granted for 20 years.
Program Income - n/a / Indirect Cost
Generally program income is gross income earned by a research grant recipient from
the activities, part or all of which are borne as a direct cost by the grant. Examples are
fees for services performed under the grant, rental or usage fees charged for use of
equipment purchased with grant funds, third party patient reimbursements for hospital
or medical services paid from the grant, funds generated by the sale of commodities,
such as cell lines or research animals developed from or paid for from the grant, and
patent or copyright royalties.
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Q
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R
Rates - n/a / Recharge
Rates charged to users of recharge products or services.
Recharge - n/a / Recharge
A charging mechanism for products or services provided by a unit to other
units within the University.
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S
Salaries and Wages - S&W / Indirect Cost
Payments made to employees of the institution for work performed.
Short Term Interest Pool- STIP / All
Funds available for current expenditures that reside in campus funds maintained
by The Regents of the University of California are part of STIP and all campuses
participate in the distribution of STIP income. Monies received by the campuses
are deposited on a daily basis into campus depository bank accounts, which are
then transferred daily to The Regents' central bank accounts from which investments
are made. Each campus participates in the investment up to its share of the pool,
based on the campus financial fund balances, assets, and liabilities. STIP income
earned is distributed at the end of each quarter to each of the campuses.
Single Source Acquisition - n/a / Indirect Cost
Issuing an award to a subcontractor without full and open competition.
This may be done if an award is the result of collaboration
(where the ideas, concepts, and methodology were developed by the two parties jointly).
There are restrictions on the use of this means of procurement and
documentation must show justification for using single source acquisition.
Small Business Innovative Research - SBIR / Indirect Cost
Agency administered programs supported by earmarked federal funds,
making grants to small business entities.
Small Business Technology Transfer - STTR / Indirect Cost
Grant applications and/or programs to fund small business "teamed" with research institutions.
Sponsored Project - n/a / Indirect Cost
A project supported by an external funding source under a mutually binding agreement
that restricts the use of funds to the approved project and stipulates other
conditions with which the university must comply.
Subcontract, Subgrant, or Subagreement - n/a / Indirect Cost & Capital Budget
A document written under the authority of, and consistent with the terms and conditions
of an award (a grant, contract or cooperative agreement), that transfers a portion of the
research or substantive effort of the prime award to another institution or organization.
Subsidies - n/a / Recharge
Can offset expenses, year-end deficit or rates charged for specific recharge
products or services.
Surplus - n/a / Recharge
A positive fund balance resulting when actual revenue/income is
greater than actual cost.
Surplus Revenue - n/a / Recharge
Recharge revenue over and above cost, generated by charging external customers
a rate over and above the internal cost-based rate.
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T
Tangible Personnel Property - TPP / Indirect Cost & Capital Budget
Normally items that can be touched or weighed.
Task Order Agreement - TOA / Indirect Cost & Capital Budget
A legally binding document authorizing work and appropriating funds as a supplement to a basic contract.
Technical Report - n/a / Indirect Cost, Capital Budget & Finance
A report submitted by an investigator on the progress and/or status of a project
supported by sponsored funds. Narrative reports are part of the conditions of many
sponsored agreements; may be submitted as an interim report, with continuation proposals,
requests for supplemental funding, or at the termination of a sponsored project.
Terms of Award - n/a / Indirect Cost & Capital Budget
All legal requirements imposed on an agreement by the sponsor, whether by statute,
regulation(s), or terms in the award document. The terms of an agreement may include
both standard and special provisions that are considered necessary to protect the
sponsor's interests.
Total Direct Costs - TDC / Indirect Cost, Capital Budget & Finance
The total of all direct costs of a project, does not include F&A costs
Total Project Costs - n/a / Indirect Cost, Capital Budget & Finance
The total allowable direct and indirect costs incurred by the institution to carry
out an approved project or activity.
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U
Unallowable Cost/s - n/a / Recharge & Indirect Cost
Unallowable cost means any cost which, under the provisions of any pertinent law,
regulation, or sponsored agreement cannot be included in prices, cost reimbursements,
or settlements under a Government sponsored agreement to which it is allocable.
(CAS 9905.505).Costs not allowed on recharge activities, for example: administrative
costs not related to administering the recharge, advertising for recharge products/services,
bad debts, contingency or expansion reserves, entertainment, fines and penalties,
and cost already paid for by the federal government.
Unrelated Business Income Tax - UBIT / Recharge
May apply to recharges with external revenue greater than 5% of total revenue.
Recharge Unit should consult with the Controller’s Office.
Unrestricted Funds - n/a / All
Moneys with no requirements or restrictions as to use or disposition.
Grants, contracts, and cooperative agreements are considered to be restricted funds,
while gifts are usually considered unrestricted funds.
User Committee - n/a Recharge
A committee that includes representatives of users of a recharge activity.
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V
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W
Waivers - n/a / Recharge
An exception to policy. Waivers must be in writing and directed to
the Campus Budget Office.