Knowledge Base

Glossary of Terms

Glossary is usually defined as an alphabetical list of technical terms in some specialized field of knowledge. This knowledge base glossary provides a collection of knowledge base documents that define many technical terms. These terms are arranged alphabetically, but you can quickly jump to a specific term by selecting its first letter from the index of the knowledge base glossary below.

Account Code
A 6 character/digit code used to identify what the funds have been spent for or what kind of revenue was earned. This code identifies the expenditure (salary/supplies) that subtracts from the budget balance or a receipt (tuition/fees/sales) that adds to the budget balance
Accounts Receivable
Accounts Receivable is responsible to ensuring accurate accounting, reconciliation and reporting of the University financial resources while providing quality customer support and service.
Activity Date
The date that a change or an entry was made in the Banner System
Actual Expense
Expenses incurred for which payment has been made and cleared the insititution’s bank.
Add Secondary Job
ePAF used for an exempt employee who has a partial - FTE primary job and is adding a second exempt partial FTE job with a different title, or in a different department
Add Secondary Position
ePAF used to add additional pay (not FTE) to an exempt employee’s primary job, for a particular responsibility that will last more than 3 months but will not be permanent
Additional Compensation (ADC)
Additional compensation is a payment in addition to the base salary for work performed that is (a) in addition to the employee’s regularly assigned duties; and (b) outside the employee’s home department or involves a separate/remote operation. See OP 70.16
AFISM
Administration and Finance Information Systems Management. AFISM partners with administration departments who update and maintain information systems and is home to a resource center which provides reporting services, training classes and tutorials, reference materials and communications to enhance learning and operating automated information systems and business processes.
After the Fact Form
A Form within TechBuy that is used to complete a requisition when a commitment to the purchase was made prior to submitting a requisition via TechBuy, and a Pcard was not used. This form is not to be used for employee reimbursement. This type of purchase is non-compliant and will be reported to the appropriate administration personnel.
Approval Category
An electronic form that collects information about a personnel action, and is comprised of one or more sections
Approval Tracking System (ATS)
This system is designed to monitor the flow of a document as it is approved for final processing in the satellite system that it originated from.
Approver
A TTU or TTUS employee who has been given signature authority for specific Organizations and their related FOP(s) by the Financial Manager. This person has unlimited FOP approval authority, must comply with University policies regarding budgets and funds and may register Shoppers for TechBuy
Available Budget Tab
A tab within Raiderlink proving a view of live Budget status for your Banner FOPs This information comes directly from the BAVL table in Banner Finance INB and is updated in summary during the day as transactions affect your Budgets. This only reflects your Expense Budget and only expense and encumbrance transactions affect the balances.
Back-up FOP
A FOP designated upon set up to be the default FOP used to clear a deficit at year-end for the FOP being established. See OP 62.03 1a
Balance Sheet
A financial statement that lists the assets, liabilities and capital structure of a company on a specific date
Banner
The name of the software purchased from SunGard Higher Education for Finance, Financial Aid, Student and HR administrative tasks.
Batch
A reference in Xtender to a collection of unindexed files or pages.
Benefit Category
This designates the types(s) of benefits available for the position title. Also known as "BCAT". Indicates eligibility of status but does not mean that employee elected to receive these available benefits.
Blanket PO
A kind of purchase order that does not encumber funds and is not associated with a specific FOAP when set up in Banner. These can be created for non-obligatory purchase and submitted for up to $10,000. Once this is expended, normal bid processes follow.
Bread Crumbs
The report path displayed on a report or within Cognos. Provides a visual path that allows users the ability to retrace their steps if necessary.
Budget Adjustment
Changes made to the Budget Original, these can increase or decrease the budget and may be permanent or temporary.
Budget Available Balance
The dollar amount in the budget that is available to spend. A calculation made by taking the current budget less expenditures and encumbrances.
Budget Checking
A process based on funding source that determines if there are enough funds in either the FOP or the FOAP to support the proposed expense.
Budget Development
A module within Budget prep that is used to allocate the available budget between the budget pools based upon projected expenditures for the upcoming fiscal year.
Budget Office
The Budget Office is responsible with forecasting, analyzing and making adjustments to the University’s operating budget. Budget provides support to faculty and staff concerning fiscal inquiries related to budget management, personnel funding and budget compliance. Budget is also responsible for various state mandated reports including the Legislative Appropriations Request.
Budget Original
The annual Fiscal Year budget that is approved by the Board of Regents. This is the beginning budget for the Fiscal Year
Budget Pool
This is a code used to define the type/category of revenue or expenditure e.g. 7B1 is used for out of state travel
Budget Prep
The annual process of allocating budget to anticipated labor and operating pools within specified targets for the upcoming fiscal year. The Budget Prep cycle lasts around 3 months and includes several phases.
Budget Report
A type of financial report used to view the status of a FOP/FOAP in relation to Additions and Revenues for a specific period of time. This report provides favorable / unfavorable details.
Budget Revision System (BRS)
An on-line system used to submitting a change or an addition to the Operating Budget. It is used to adjust the expenses budget within a fund, to budget from fund balance, to change a revenue budget or to transfer budget between funds.
Capital Equipment
Equipment with an acquisition cost of $5,000 or more.
Cash Reconciliations (Office)
The office of Cash Reconciliations focuses on ensuring accurate and timely reconciliation of all Texas Tech’s cash deposit and disbursement accounts.
Central Service Unit
Separate operating units that are generally not part of academic or research units but, instead, provide services to the entire university community (i.e. these costs are included in the indirect cost pools). Examples include Information Technology, Communication Services and Physical Plant Operations.
CFDA Number
The number assigned to a federal program in the Catalog of Federal Domestic Assistance. This is used by Sponsored Programs and Reporting for Federal reporting purposes.
Chart
The "Institution" that is represented in the transaction. T= Texas Tech University, S- Texas Tech University System, H= Health Sciences Center Lubbock, E= Health Science Center El Paso.
Chart of Accounts (COA)
The Chart of Accounts identifies the Institution for Banner, Cognos purposes. Texas Tech University is identified as Chart "T", Texas Tech University System with Chart "S", Texas Tech University Health Sciences Center with Chart "H" and TTUHSC El Paso with Chart "E".
Cognos
A web based reporting tools used by Texas Tech university to retrieveinformation that is stored in Banner.
College Work Study Awards
The "award" is the maximum student earnings where financial aid will pay 75% of the earnings and the department will pay 25% of the earning, using a Financial Aid W# position. If the student will earn more than the award, the department pays 100% of the additional earnings using a department T# position.
Controlled Property
The Comptroller of Public Accounts (CPA) has defined controlled property as certain property, which, due to the nature of the asset, is required to be managed by the state. Controlled property includes handguns and rifles regardless of acquisition cost and certain other property with an acquisition cost of $500 to $4,999.
Cost Share
A portion of the total cost of a sponsored project that is contributed by the university or a third party. Also known as match funding.
Cost Transfer
The moving of operating expenses (Account type 70) from one FOP to another FOP by using the FiTS system. Movement of salary expenses (Account Type 60) from one FOP to another is completed with a Job Labor Change Form.
Credit Card Operations (Office)
The Office of Credit Card Operations facilitates the ability for university departments to accept credit cards and ensures campus wide compliance with PCI standards..
Current & Future Labor Change ePAF
Changes the labor distribution from now forward. Changing the labor expense to a different budget, there is no change to title, pay or FTE.
Current Budget (Adjusted)
The end result of the budget process to date. The sum of Original Budget + (plus) or - (minus) budget adjustments = Current Budget. This is the revised budget after adjustments. This is also known as the Adjusted Budget.
Current Hire Date
This is the date an employee is rehired following a break in service.
Document ID
This is a user-defined or system generated document code consisting of letters and numbers that is assigned to a transaction when it is processed in Banner. The first characters of the Document ID identify the type of transaction, the department involved and the contact person. Use the reference guide on AFISM’s Crosswalks and Code Charts to learn about transactions
Document Prefix
A Document Prefix is the first few characters in a banner document that serves as an identifier for the type of transaction. A comprehensive list of document prefix identifiers is found on the crosswalk and code charts page of the AFISM website which is used to identify who to contact regarding a particular entry.
Document Reference Number
An identifier that provides some detail about the transaction. A trip number from the travel system is an example of the Document Reference number
Drill Down
An option found in some Cognos reports that allows to access additional or detailed information for an item within the same report by clicking an active link.
Drill Through
An option found in some Cognos reports that provides a link to open a different report with more granular details
E-Invoice
An electronic invoice submitted by the Vendor into the TechBuy System. The payment for an E-Invoice is scheduled 10 - 15 days after received
Effort Reporting
Effort Reporting is TTUs means of providing assurance to sponsors that: Salaries charged to sponsored projects are reasonable in relation to the work performed, and faculty and staff have met their commitments to sponsored projects.
Employee Class
This designates categories such a faculty, staff, etc. for each position title. Also known as "ecls". It is used to indicate how the employee is classified as per pay frequency, benefit and leave category and whether full or part time employment.
Employee One-Time Payment System (EOPS)
An online form that is used to request payment for tasks or short projects which are performed outside the employee’s normal job duties. The form is electronically routed for approval. Payment to the employee will be included on the employee’s paycheck (or direct deposit) once all approvals are completed.
Employment Relationship
This begins on the first day of work and ends on the last day of work.
Encumbrance
A financial transaction that reserves funds in order to provide payment for goods or services. Encumbrances are created at the FOAP level.
Enterprise Resource Planning System (ERP)
A software program, such as Banner, that integrates the various systems of an organization, such as Financial, Human Resources/Payroll and Student applications, so that information can be readily shared among authorized users.
EPAF
Electronic Personnel Action Form. Form used to enter employee assignments for payroll processing
EPAF Due Date
This date is related to the payroll process that creates employee pay checks. Is the final date for receiving new documents to be included in Payroll processing
ERaider
Your TTU electronic identification is called your eRaider. It is a single user name and password that is required to access many resources at TTU
Exempt Employee
An employee who is exempt from completing timesheets and who is paid an Annual Salary over a 12 month period
Exempt Monthly Salary Period
1st through the end of the month to be paid on the 1st workday of the following month
Expense Actual
The amount which has actually been spent. This amount does not include encumbrances.
Expense Total
A calculated column in Cognos reports that is the Sum of Expense Actual + Expense Encumbrance
Financial Manager
The person wholly responsible for the overall financial operation of a Fund or of an Organization. These duties include budget oversight, financial reporting and directing financial activities.
Financial Manager Form
A form that is used to assign the role of financial manager to an individual for both fund and organization codes.
FIscal Year
The 12 month period beginning on September 1 and ending on August 31st, and is specified by the calendar year in which the fiscal year ends, e.g. September 2014 through August 2015 is fiscal year 2015. Also called the academic year
FiTS
An application used to create three types of Financial Transactions: (1) Cost Transfer - the moving of current fiscal year expenditures between departmental FOAPs; (2) IV (Intra Institutional Voucher) - the method for service departments to bill expenditures to departmental FOAPs; (3) JV( Revenue Journal Voucher) - Allows moving of current fiscal year revenue between departmental FOAPS (HSC only); Allows departments to move current fiscal year revenue from clearing accounts to departmental FOAPS (TTU and TTUS)
Fixed Asset Property Report
Useful when completing physical inventory, this provides a single–line display of the responsible party information from the Asset Master record for each selected asset
FOAP
An acronym for the account numbers used with Banner. This represents the Fund - Organization - Account- Program
Foap Budgeted
Budget checking occurs at the Budget Pool Level. If there are not enough funds in the available balance of the Budget Pool the expense will be rejected.
FOP Budgeted
Budget checking at the FOP level allows you to spend the total available balance of all Budget Pools.
Fringe Projectino Application
This application is used as an estimate to project departmental fringe benefit costs for both current and prospective employees, and can be used to assist in estimating budget requirements for fringe benefits for individual employees.
Fringe Projection Calculator
A calculator used to estimate the cost of fringes (matching retirement, social security, etc.) for both current and prospective employees.
FTE
Full Time Equivalency of an Employee. The largest FTE one can have is 1. Those who do not work full time will have an FTE of < 1
Fund Accountant
A fund accountant is responsible for TTU and TTUSA accounting transactions in non-sponsored fund ranges. These fund ranges include, but are not limited to: designated, state, gifts, endowments, service centers, auxiliary, and plant. Duties include new fund review, cash transfer approval, inter-component fiscal transactions, compliance reviews, fund closeout and assisting department and college finance administrators.
Fund Balance
The difference between realized revenue and actual expenditures, net of any other fund additions or deductions.
Fund Code
The self-balancing set of Accounts that show ownership of cash or fund balance. It tells who owns the funds or assets and liabilities and defines the fund class, division, campus, department and sub-department. These monies available are separated and coded according to the purpose of the provider.
Gateway System
The Banner Fiscal Gateway System (Gateway) allows certain departments to submit files and spreadsheets of information into Banner for bulk posting. Both Intra Institutional Vouchers ( IV) and Journal Vouchers (JV)can be processed via Gateway.
General Ledger
Where assets, liabilities and fund balances for each fund are maintained
Grant Specialist
A grant specialist is a person responsible for post award sponsored projects administration in the 21-23 fund range whose duties include award setup, budget establishment and revisions, compliance and award closeout.
HEAF Funds
Special appropriations for eligible institutions of higher education to be used for acquisition of land, permanent improvements, construction and equipping of buildings, major repair or rehabilitation of buildings, and the acquisition of capital equipment, library books and library material
Hierarchy
A hierarchy in a FOAP code segments reflect the relationships among its levels and supports roll-up reports.
Hosted Catalog
A vendor type in TechBuy who has hosts their virtual catalog within TechBuy. Catalogs are updated periodically based on the contract with the vendor. Contract pricing is provided with the hosted catalog.
Hours / Units per Pay Period
Hours refers to the average work hours per pay period while unit refers to the number of times the earn type is paid each pay period.
Hours Per Day
This is the average hours per work day, adjusted by FTE for part time employees
Hub Vendor
Historically Underutilized Business (HUB)-is a for profit entity that has not exceeded the size standards by the Texas Comptroller of Public Accounts and has its principal place of business in Texas and is at least 51% owned by an Asian Pacific American, Black American, Hispanic American, Native American, American woman and/or Service Disabled Veteran. Each state agency shall make a good faith effort to utilize the HUBs in contracts for construction, services (including professional consulting services) and commodities purchases.
INB
Internet Native Banner - a system used by TTU for administrative tasks
Inception-to-Date
A period from the time a Fund is established through the current date. Amounts shown in inception-to-date columns or fields may cross fiscal years
Indirect Cost Rate
A code assigned by the accounting office for the purposes of calculating the facilities and administrative (i.e., indirect charges) on the sponsored project. The F&A rate is provided by Office of Research Services and SPAR enters it into the system. Some Sub FOPs can have different F&A rates. F&A rates will not display in match FOPs if they are internally funded.
Indirect Costs
Expenses on Sponsored Projects that are related to Facilities and Administrative Costs, which are necessary costs but are not tied to activities in the execution of the work related to research. These include things such as office supplies, postage, utilities, etc.
Informal Bid Process
The informal bid process is allowed for purchases greater than $10,000 and less than $30,000 in any fiscal year (September 1-August 31). Purchases include either a one-time payment for goods or services or the repetitive purchases of the same goods or services throughout the fiscal year. The department submitting the informal bid is required to provide written documentation justifying the informal bid process. Guidelines do apply. 3 Bids are required, two of which must be from a HUB vendor.
Internal Sales
Charges by one University department for goods or services it provides to another University department
Intra-Institutional Voucher (IV)
IV (Intra Institutional Voucher) is the avenue for service departments to bill expenditures to departmental FOAPs. These are completed using the FiTS System or by Gateway
Job Effective Date
The date an employee is assigned to a position
Job End Date
The date an employee’s assignment to a particular job is ended. This is different from termination, because the employee remains active
Job Labor Change Form
The form used for salary funding changes effective after the Last Paid Date
Job Labor Distribution Effective Date
This is the date that the identified FOAP (budgeted account) began supporting salary for an particular position
Job Labor Distribution Form - Future
A form that is used to make changes in the labor distribution from now going forward
Job Status
The current state of an employee’s job assignment. Codes used to indicate this include: A- Active, T-Terminated, L- Leave without pay/benefit, B- Leave without pay with benefit, F-Leave with pay/benefit
Job Suffix
This is a code that is combined with a position number to identify whether payments are primary, secondary, allowances, overloads or other employee payments.
Key Block
Key Block is the top portion of the form where you enter in the student’s TechID (R#), do name search, enter CRN, and/or enter the Term code that makes the information on the active.
Labor Redistribution Form
A form that is used to make changes in a previous (closed) pay period, retroactively
Last Day of Work
The last day the employee worked; this may be followed by a leave before termination.
Leave Category
This designates the type(s) of leave available for the position title. Also known as "lcat"
Longevity
A type of pay given to eligible employees. $20 is paid per month for every two years of lifetime service credit, with pay increases given every two years up to and including 42 years of service
Lump Sum Payment
A lump sum payment (LSP) is paid to an employee for work performed outside of normal duties and outside the employee’s home department. Their payments is for completion of a project or assignment and payment will be made after the assignment is completed. Overtime hours should be reported in cases where non-exempt employees are performing additional work load hours
Mandatory Approval Level
An approval level assigned to an ePAF that must be completed (example: Department Head).
Manual Check Request
This is a request for a manual check to be issued because an employee has missed a pay check. There is a form for both the Exempt Employee and the Non-Exempt Employee requests. The employee must have an active job in order for a request to be submitted and only one pay period may be submitted per Manual Check Request
Manual Leave Adjustment Form
This form is used when the employee’s leave was not reported by the cutoff date. It can be used to submit leave that was taken but not submitted or can be used to correct leave entries that were entered with either the wrong earn code or inaccurate number of hours taken.
Multi-Action ePAFs
An ePAF that combines two actions on one ePAF form, such as Job Change End Old and Begin New; these require special attention.
My Folders
A section of the Cognos Reporting System that allows the user to create shortcuts to quickly access a report and to save the view of a report that they have executed. This folder can only be accessed by the particular user or by an administrator.
NEO
New Employee Orientation-Required within the first 30 days of hire and every 2 years. Conducted by Human Resources
New Fund Request System
This is an application that allows departments to submit request for new funds codes to be set up based on review and approval from the related functional departments. This is not used for TTU SPAR Funds (12D21,22,23,25B, 25C, and 29B), Matching Funds (15M, 16M, 18M, 24M, 25M, and 28M, or if the fund will have more than one FOP
New Hire
An external candidate hired to work in your department from outside of Texas Tech (TTU, HSC, TTSA, HSCE)
Non Tech Employee
A person who is affiliated with Texas Tech in a role similar to an employee, except the person is an employee of another agency or company. For example ROTC commander is paid by the US military but works full time as the department head of the Texas Tech campus overseeing that program.
Non-Catalog Forms
Utilized in TechBuy when items are not available through hosted catalogs, Texas Tech catalogs, or punch-out vendors. There are various forms available in TechBuy to allow the end user to select the appropriate form based on the purchase being made.
Nonexempt Employee
An employee who submits a timesheet twice monthly and who is paid by an hourly rate.
ODS
Operational Data Store, where the data from Banner is stored to support Cognos Reporting. Each night a data refresh takes place which means that all of the data from Banner is loaded into the ODS
Office of International Affairs (OIA)
This office must approve travel by an employee or student to foreign countries.
One Time Payments
Used to pay a current employee with active job assignment for an unusual task or project that is completed in 30 days or less. A maximum of two payments per semester are allowed and cannot occur in back- to- back months.
Operating Ledger
Stores the cumulative totals of revenue, expense and transfer transactions for each fiscal year by Fund, Organization and Program Code
Oracle ID
This is an electronic ID that identifies the employee and is used to identify that employee for access to certain systems. This is also called the employees "license plate".
Organization Code
A 6 character/digit code used to identify the budgetary or departmental unit. It tells us who earns or spends the funds;this could be a department or office of Texas Tech or a budget set up for a specific activity.
Original Budget
The Annual budget that is approved by the Board of Regents for September 1. This budget remains the same for future fiscal years unless a permanent adjust is approved.
Original Hire Date
The date an employee is first hired by the institution, regardless of the employee having a break in service.
Pay Change
An increase or decrease in the rate of pay (hourly rate or annual salary), a Modifying Jobs ePAF is used to establish this
Pay Code
This is used to indicate if an employee is paid monthly (M) or semi-monthly (SM)
Payroll Cut Off Date
This is the last day transactions can be accepted for the current payroll processing. The Payroll Office publishes a schedule with the payroll due date and this is published on Raiderlink within the Human Resources Channel in the "Month at a Glance" section.
Payroll Number
Each payroll event is assigned a number. For employees paid monthly there are 12 payrolls numbered 1-12. For employees paid semi-monthly there are 24 payrolls, numbered 1-24. Payroll is based on the calendar year rather than the fiscal year. The Payroll Calendar Year begins in December.
Pcard
The PCard is a MasterCard issued by Citibank either in an individual’s or department’s name. The Card is to be used by Texas Tech University (“TTU”) and TTU System (“System”) faculty and staff. The authorized Cardholder is able to purchase directly on behalf of TTU, thereby allowing tax-exempt use. Transactions are paid directly by the University to the bank.
Permanent Budget Adjustment
A revision to increase or decrease the Original Budget that affects not only the current budget as well as budgets for future years.
Personal Property
The CPA has defined personal property as all non-consumable property having an acquisition cost of $5,000 or more or any property of the state of Texas, which, due to the nature of the asset, is required to be managed by the state
Personnel Action
An employment decision such as hiring, promoting or terminating an employee
Personnel Date
A date on an ePAF that the personnel action "starts" or "ends"
Pooled Position
A position to which more than one person can be assigned at one time. In reporting it has a "P" indicator.
Position
A work description, identified by a Title and a T#.
Position Title
This is the name of the position that an employee is assigned to
Posting Period
A month within the fiscal year. A numeric value is used to represent the month, i.e. 01 = Sept., 02= Oct, etc. This is also referred to as a Fiscal Period
Principle Investigator (PI)
The person responsible for a sponsored project award as specified in the award documents
Procurement Services
The departments is comprised of Purchasing and Contracting, Payment Services, Travel, Procurement Card, Vendor Services and Property Surplus. They provide customer service and ensure that policies are followed in the purchase, receipt and payment of goods and services.
Program Code
3 character/digit code used to classify the fund for revenues and expenditures, and define them per the NAUCBO (National Association of College and University Business Officers) function
Property Custodian
The property custodian is an employee of TTUS or TTU to whom property has been assigned. The property custodian is responsible for the safekeeping of all property within the department and may be held financially responsible for the loss, damage, or misuse of university property. The property custodian is usually the department head, unless the responsibility has been delegated by the department head to another employee.
Property Manager
The property manager is an employee in Office Of Accounting Services (OAS) who has been designated as the property manager for TTUS and TTU and is charged with the responsibility of accounting for all institutional property to the CPA for the state of Texas.
Public Folders
A section of the Cognos Reporting System, displayed as a tab within Cognos, Public Folders house the reports created for both Functional and Departmental users. Report packages used by Report Authors are also found in Public Folders.
Punch-Out
A vendor type in TechBuy. Users actually access vendor’s websites through the TechBuy system. Each Punch-Out site has a different layout and functionality. This is a contract vendor and special pricing and other benefits such as free shipping are received when accessed through the TechBuy system
Purchase Order
Created in TechBuy, this is a document issued to a supplier to constitute a legal and binding offer to purchase goods or services. This document also reserves budget (encumbers funds) to fulfill the obligation
Purchase Requisition (PR)
A request to order, also known a Purchase Requisition (PR) in TechBuy. A requisition becomes final once it has gone through the entire approval process. At that point it is submitted to the vendor and then becomes a Purchase Order (P0).
Query Date
In reference to an ePAF, is chosen for the pay period that an employer’s job will start/change/stop. It must respect a previous end date, the last paid date and the due date. CAUTION: Found on the first ePAF entry screen, it is pre-populated with the current date which must be updated
R-Number (R#)
This is an identifier, starting with an R followed by 8 numbers, that is given to an employee for identification purposes. It is used in place of a Social Security number. No two employees will be assigned to the same R-Number.
Raiderlink
Raiderlink is our online campus connection, giving you single sign-on to many applications and links that are used for business and employee activity. You can subscribe to certain tabs that are available within Raiderlink e.g. A&F Work Tools
Receiving
A process in TechBuy that electronically acknowledges the receipt of good or services purchased. This is required on all purchase orders greater than $5,000, and all Purchase Orders using Grant or State funds
Reclassification
The modification of an existing position by changing the title, etc.
Reconciler
A role given to support use of an individual Pcard or a Departmental Card. They are to make a thorough review of all purchases and supporting documentation on the card(s) and confirm that all purchases are made in accordance with the policies established by the University as well as all federal and state rules, and when applicable, any Sponsored Program Regulations.
Requestor
In TechBuy only, a TTU or TTUS employee who has been given permission to shop and approve Purchase Requisitions for specific Organizations and their related FOP(s) by the Financial Manager. This role has FOP approval authority up to $5,000
Retiree Returning to Work
A second job ePAF, is for a retired employee to work while retaining retirement status
Revenue
Inflow of funds from sales, services, fees, gifts, or other external sources, including the State of Texas and tuition
Revenue Form (FiTS)
Also referred to as FiTS. Used to transfer the deposit from the clearing fund/account into the proper revenue FOAP or expenditure reimbursement FOAP. The clearing fund/account must be reconciled monthly.
Revenue JV
Revenue Journal Voucher is the moving of current fiscal year revenue between departmental FOAPS (HSC only); is created by departments to move current fiscal year revenue from clearing accounts to departmental FOAPS (TTU and TTUS). This is done in the FiTS System.
Rule Class Code
An alpha numeric code used in Banner to define transactions, specify edits by transactions, customize error messages and specify posting actions. These codes are built into Banner to provide controls and balancing rules for specific document transactions.
Salary Planner
A module within Budget Prep that is used to verify position labor distribution and employee labor distribution for all employees and positions.
Semi-Monthly Time Period
This is the 1st - 15th to be paid on the 25th and 16th to end of the month to be paid on the 10th of the following month
Service Center
A service center is an operating unit providing goods or services to one or more university departments.
Shopper
In TechBuy only, a TTU or TTUS employee who has been given permission to shop for specific Organizations and their related FOP(s).
Single Position
A position to which only one person can be assigned at one time. It is often given an identifier of "S"
Sole Source
A proprietary purchase in which a product or service is only available from one vendor. This could be due to a patent or copyright. Justification must be based upon unique technical characteristics or performance
Sponsored Project
A project funded by a grant, contract, or cooperative agreement under which the university agrees to perform a certain scope of work, according to specified terms and conditions, and for specific budgeted monetary compensation. Sponsored projects include funds from federal, state and private sources and are identified with Funds beginning with 21, 22 and 23.
Sponsored Project End Date
The ending date of the performance period for a sponsored project; if extensions are granted, the project end date is extended in the Banner System.
Sponsored Project Start Date
The Beginning date of the performance period for a sponsored project
Standing Order
A type of order in TechBuy, created by using a Non-Catalog form and noting "Standing Order for…" in the description box. A complete description of the purchase is necessary. A standing order encumbers funds and allows for multiple, repetitive purchases throughout the year (ex. Aqua One for Water).
Surplus Property
The surplus property manager is an employee in Procurement Services who has been designated as the surplus property manager for TTUS and TTU and is charged with the responsibility for the disposal of surplus property in accordance with OP 63.07
SWABIZ
Southwest Airlines travel website to book approved university travel.
TeamApp
TeamApp is a signature authority used to grant permissions to access and use certain systems at TTU. Finance Managers use this to assign roles within TechBuy and to give finance signature authority. It is also used for HR permissions to view HR reports, create ePAFs and for Web Time Entry (WTE) activities
TechBuy
A shopping mechanism used jointly by all TTU Institutions. It is the eProcuement software from SciQuest
Temporary Budget Adjustment
A revision to increase or decrease the Original Budget that affects only the current budget and does not carry forward to future years.
Termination
A job ending ePAF, which ends the primary job and the employee relationship with Texas Tech. Severance of employment
Termination Date
The last day of work or leave before a break in service.
Texas Tech Catalogs
In TechBuy the University can load contract pricing for some goods and services for which the University has established contracts. The user can enter key words in the "shop at the top" to retrieve the contract pricing (ex. Bottled water, business cards, copiers, etc.).
Three Way Matching
A process in place for Purchase Order payments greater than $10,000 when State Funds (11, 12, 13, 14) or Sponsored Project Funds (21, 22, 23) are used. This requires that for payment to be made, a purchase order must be created, a receipt in TechBuy must be entered and an invoice must be sent to Payment Services.
Timesheet Organization
The department (organization) who approves the employee’s timesheet or leave report for a particular job
Training Checklist
Located in the A&F Work Tools tab>AFISM>AFISM Training Checklist. List of classes offered through AFISM and a brief description of the content covered in each course. **Some classes do require a pre-requisite. All classes require registration through SumTotal. Classes and schedules will vary, stay tuned through SumTotal and the AFISM Newsletter for updates and offerings.
Transaction Report
A report in Cognos that shows the entries within the Operating Ledger or Encumbrance ledger, depending upon the report. This report can be executed at various levels of our hierarchical structure and are generally reconciled at either the Fund or FOP level to ensure accuracy to events within a spending or a revenue account
Transfer Gaining
An internal candidate hired to work in your department from within Texas Tech (TTU, HSC, TTSA, HSCE) but outside your department, without a break in service or ending employee benefits.
Transfers In
Resources transferred to a Fund or a FOP from another Fund or FOP within the University
Transfers Out
Resources transferred from a Fund or FOP of the university to another Fund or FOP within the university
Transportation Request
A Transportation Request (TR) is designed to assist employees who do not have a state travel card or personal credit card to pay for their major airline transportation costs. The cost of the airline ticket will be charge to Travel Services’ credit card, and the employee will not have to pay the airfare expense. The employee is required to complete a travel application and travel voucher, including the airfare receipt.
Transportation Request (TR)
Transportation Request within Travel System that allows the traveler to charge the airfare to a University Credit Card.
Travel Advance Card (TAC)
Travel Advance card used for student group travel.
Travel Application
A document used to encumber expenses and request approval for travel in advance of the trip. The application is completed using the Online Travel System
Travel Voucher
An accounting document used to request reimbursement for travel expenses incurred during the discharge of official state business. This document is completed using the Online Travel System.
Uniform Statewide Accounting System (USAS)
The Texas Comptroller of Public Accounts has prescribed an accounting, responsibility reporting, and appropriations control system for state institutions and agencies. TTU and TTUSA are each considered a "reporting agency" for USAS purposes; USAS is not the internal accounting system for TTU/TTUSA. TTU and TTUSA must comply with the requirements of the Texas Comptroller Manual of Accounts and such other instructions regarding USAS as may be issued by the CPA for all funds deposited with and /or disbursed from the state treasury
University Deposits
University Deposits receives, processes and verifies all TTU deposits and maintains all cash advance funds
Vendor Discount Letter
Vendors not on contract may elect to offer Texas Tech University a 15% discount or the current fiscal year for annual departmental purchases between $5,000 and $25,000 without providing informal bids or proprietary purchase justification. Certain criteria exist in order of the discount letter to be accepted by TTU Purchasing.
Vendor ID
A unique identifier given to a vendor for identification within the Banner System. Also called the "R Number"
Work Week
The official work week is Sunday through Saturday
Xtender
Xtender is an imaging system used to store digital files and images. Files can be imported digitally or from a scanner. The system allows for documents to be indexed for filing and searching. Xtender is an Internet Explorer based program and was designed for long term document storage needs.