State Accounts: Glossary of Terms

See also: Introduction to State Accounts | Reconciling the Account | Common Problems | Object Code Information

Disbursement
The issuance of the actual check as payment of a voucher.
Encumbrance
The commitment of budgetary funds for a particular purpose, such as a purchase of supplies or equipment. This transaction is reported when a purchase requisition if first entered into the SUNY system to produce a purchase order.
Final Allocations
The spending level designated by fund type for each vice presidential area, authorized by the President after notification of the campus's final appropriation amount and spending authority.
Final Budget Submission
The financial plan distribution, at the account and sub-object level, that the President, Provost and Vice Presidents submit based on their Final Allocations. This data will be used to complete SUNY Form I exercise and will be reflected as the opening allocations for the fiscal year on the SUNY accounting system for the funds reflected therein.
FTE (Full Time Equivalent)
This is a term to denote a measure or standard for comparing the number of full time students, faculty and staff between or among departments or institutions. For the purposes of the budget instructions, this definition is confined to its applicability to employees.
Function
A group of accounts within a Major Purpose for specific activities of a related nature. These account groups, defined by the National Association of College and University Business Officers (NACUBO) are used by the State University of New York and SUNY at Stony Brook for budgeting and accounting purposes. They are defined as follows:
Instruction and Departmental Research (00)
This category includes all instructional expenditures of the schools, departments, and other divisions of the institution. Expenditures for departmental research not separately budgeted should be included in this function. This category/function excludes expenditures and allocations for academic administration (academic deans).
Organized Activity (01)
Organized Activities are programs established to support services for the institution's primary mission (instruction and research). This function includes the retention, preservation and display of educational materials (i.e., museums and galleries), a provision of services that directly supports the academic functions of the institution, media, such as audio visual services, and academic administration (academic dean but not department chair persons).
Organized Research (02)
This function includes all expenditures for programs specifically organized to produce research outcomes. Research allocation can be awarded by an agency external to the institution or separately budgeted by the State of New York. Examples are Federal funds received from the National Institute of Health, and State funds allocated in support of Sea Grant or Marine Science. This category does not include departmental research associated with Instructional Research.
Public Service (03)
Public Service is a function that includes funds that are primarily established to provide non-instructional services that are beneficial to groups or individuals external to the institution. This function includes community service programs and cooperative extension services. Some examples are conferences, general advisory services, consultation, public broadcasting services and continuing education. These services should be outside the context of the institution's instruction, research and academic support services.
Library (04)
This function includes those activities that directly support the collection, cataloging, storage and distribution of published materials, primarily in support of the institution's academic programs.
Student Services (05)
This function includes central administrative services, admissions, financial aid, student records, counseling services, and student activities whose primary purpose is to contribute to student's emotional and physical well-being, and to their intellectual, cultural and social development outside the contest of the formal instruction program. It is intended to expand the educational experience of the student by supporting general recreational activities for the student body, and activities established to support special student groups and organizations.
Maintenance and Operation (06)
The maintenance and operation function consists of the services related to the maintenance of existing grounds and facilities, the cost of utilities (electricity, water, gas fuel and sewage), and the planning and design of physical plant expansion and modification.
General Administration (07)
This function consists of all central executive-level activities concerned with the overall management and long-range planning functions of the entire institution. Included in this function are all aspects of executive direction, fiscal management and central administrative functions of the institution, as well as those activities related to personnel records for faculty and staff.
Auxiliary Enterprises (11)
The Auxiliary Enterprise covers both residence halls and food service. Both functions exist to furnish goods or services to students, faculty or staff. A fee is charged that is directly related to the cost of the goods or services. The distinguishing characteristic of the auxiliary enterprises is that they are managed as essentially self-supporting activities.
Hospital (13)
This category includes all expenditure, except depreciation, associated with the operation of the Hospital including nursing expenses, other professional services, general services, administrative services, patient services, fiscal services and charges for the physical plant operations.
Student Aid (15)
This category includes all financial assistance provided to undergraduate and graduate students in the form of outright grants, trainee stipends, and fellowships and scholarships administered by the institution.
Vets Home (17)
This category includes all expenditures, except depreciation, associated with the operation of the Long Island Veterans Home including nursing, professional, patient and administrative services.
Educational Opportunity Center (69)
This function is to support the direct aid, the tutoring, counseling and administrative course for our equal opportunity program. This program was established to provide disadvantaged students, who are academically capable, and opportunity to attend college.
Income Fund Reimbursable
A self-supporting group of accounts that have activities essential to the campus's mission and operations with a clear and defined income/expenditure relationship. The unique aspect of the IFR accounts is their ability to carry forward cash balances from one fiscal year to the next. Fringe benefits, administration and maintenance/overhead are additional charges the IFR accounts must bear, except for accounts that receive appropriate waivers.
Journal Entries (AC22 or JT)
A mechanism to transfer costs or correct expenditure transactions erroneously charged to an account.
Lapsing
Period after the end of a fiscal year (June 30) during which commitments made against that appropriation may still be paid and liquidated.
Major Purpose/Cost Center
A University-unique level of reporting within a fund designated for a particular purpose or use. Examples include Instructional and Departmental Research (I & DR), Student Services (SS), and Institutional Support Services (ISS). Functions are a subset of Major Purpose.
Object of Expenditure (Object Code)
There are three significant expense categories (Major Objects), Personal Service Regular (PSR), Temporary Service (TS), and Other Than Personal Services (OTPS). Within the major object categories are more detailed sub-object codes identifying specific expenditure types. Within the major object OTPS are sub-objects for supplies (3000), travel (4000), equipment (7000) and many others. A complete list of SUNY sub-objects can be obtained by contacting the Accounting Department.
Pending
Classification given to SUNY reported transactions initiated but not yet officially approved and posted on the books of the Office of State Comptroller. Example: Input of requisition on last day of the month.
Planning Allocation
A spending level designated by fund type for each vice presidential area, authorized by the President in advance of formal notification of the campus's final appropriation amount and spending authority. This planning allocation was formerly called Phase I. Knowledge of this authorization, that will very closely approximate the final vice presidential allocation, allows for appropriate planning and budgeting for the fiscal year to follow.
Preliminary Budget Submission
The financial plan distribution, at the account and sub-object level, that the President, Provost and Vice Presidents submit based on their Planning Allocations.
Purchase Orders
Process for ordering of goods and materials. Creates an encumbrance for commitment of funds.
Responsibility Center
An organizational unit of the University that has a mission, goals and objectives, and assigned resources to support its operations. Each responsibility center should have one individual identified as manager or director. That individual should be and authorized signatory with responsibility for the appropriate use of funds and the accomplishment of planned objectives.
State Purpose
Appropriations approved by the Legislature in the State Operations budget. Funds are used to support direct expenditures of New York State agencies.
Sub-Object of Expenditure
A more detailed expense category within a major object. Travel and equipment are examples of sub-objects of OTPS.
Uncommitted Balance
Balance of allocation still available for commitments and expenditures.
Vouchers
Generates a check payable against a purchase order, for equipment, travel, honorarium, etc., services to students, faculty or staff. A fee is charged that is directly related to the cost of the goods or services. The distinguishing characteristic of the auxiliary enterprises is that they are managed as essentially self-supporting activities.

See also: Introduction to State Accounts | Reconciling the Account | Common Problems | Object Code Information