Glossary of Terms

The three-character code assigned by OFM to identify each legislative or executive authorization to incur expenditures. Agencies are to use only those expenditure authority codes that have been authorized in writing by OFM. The assigned codes are valid only for the biennium for which they are established.

A listing prepared by OFM of all dollar appropriations (by agency and account) contained in legislation, along with an assigned code for use in allotment preparation and other accounting requirements.

The designator that identifies the nature of the spending authority, such as state, federal, private/local. See SAAM 75.50.10.

Decreases in net current financial resources. Expenditures include disbursements and accruals for the current period. Encumbrances are not included.

A building or other structure with at least one wall and a roof

These include initial construction, punch-list items, retrofits, alterations, remodeling, renewals, tenant improvements, renovations, adaptations and code improvements for a facility.

This is work that improves or restores the operational and service capacity to extend the useful life of a facility but does not significantly affect the programs and services housed within the facility. This work generally differs from ordinary maintenance in the extent and cost of the work undertaken. The distinction between ordinary maintenance and preservation is made for the purpose of segregating these types of projects by funding source, either operating or capital budget.

A process in which certain portions of the A/E's design services overlap with construction activities in order to expedite the owner's early occupancy of all or a portion of the project.

Builds off of the Foundation Data Model (FDM) Blueprint deliverable to provide the high-level mappings of Workday FDM dimensions to legacy systems (including examples of proposed FDM dimension naming conventions and initial draft on how to transition to Workday FDM from the state’s current AFRS COA).

Business must be: A for-profit business. A small business according to the U.S. Small Business Administration. Eligible owner(s) must: Be a U.S. Citizen or permanent resident. Own at least 51% of the business. Control managerial and day-to-day operations. Be female, African American, Hispanic American, Native American, Asian-Pacific American, or Subcontinent Asian American. (Other individuals may be found to be socially and economically disadvantaged on a case-by-case basis.) Have personal net worth of less than $1.32 M.

A fee is a charge, fixed by law, for the benefit of a service or to cover the cost of a regulatory program or the costs of administering a program for which the fee payer benefits. For example, professional license fees which cover the cost of administering and regulating that category of professions are fees. Other charges that are categorized as fees include tolls and tuition. Fees must be authorized in statute. The Legislature may set the rates in statute or authorize a state agency to set rates using administrative procedures

Assets held in a trustee or agent capacity for outside parties, including individuals, private organizations and other governments. The three types of fiduciary funds are: Expendable Trust funds, Nonexpendable Trust funds, Pension Trust funds and Agency funds.

In a Report Writer report, a field contains data related to a particular primary or related business object.

(A17) - A document used by agencies to order, encumber, liquidate, and authorize payment for local purchases. This form is used when an agency has general or specific authority to make the purchase or when the item being purchased falls within the statewide contracts

A tool that lets you customize integration systems that are based on a packaged integration template. Field overrides are managed through an integration service. They use calculated fields or class report fields (CRFs) to supply values to an integration system. Examples include member IDs in benefit provider integrations and criteria for selecting positions to send to Lumesse TalentLink.

Sorts out undesired data, used when creating reports with Report Writer.

A statement of the estimated fiscal impact of proposed legislation. This cost estimate is usually developed by the state agencies affected by the bill, and then approved and communicated to the Legislature by the Office of Financial Management.

A 12-month fiscal period used for budget and accounting purposes. The Washington State fiscal year extends from July 1 through the next June 30 and is named for the calendar year in which it ends (e.g., July 1, 2014 - June 30, 2015 is state Fiscal Year 2015). The federal fiscal year runs October 1 through September 30. The city/county fiscal year runs January 1 through December 31.

A fixed, physically attached, and permanent improvement or real property. Fixed assets are normally those that are capitalized.

Estimates payroll payments to be made in a future payroll period that spans two financial reporting periods.

A process in accounts payable where the invoice from the vendor is matched against the purchase order, the shipping documents, and the quantity and price tolerance defined, before it is posted. The goal is to highlight any discrepancies in the purchasing process in order to save agencies from overspending or paying for an item that they did not receive.

Used in compensation and payroll to help calculate worker compensation and pay.

A competitive procurement process that identifies business needs, initiates and follows a competition, evaluates and selects or awards the successful vendor(s), executes the resulting contract(s), purchase of the contracted goods or services, manages the resulting contract, and using resulting goods and/or services.

The ratio of a worker's scheduled weekly hours to the business site's weekly hours. If a worker works 20 hours a week and the business site's weekly hours are 40, then the worker's FTE is 50 percent.

As a unit of measure of state employees: refers to the equivalent of one person working full-time for one year (approximately 2,088 hours of paid staff time). Two persons working half-time also count as one FTE. As a unit of measure of students in K-12 or higher education facilities: refers to the equivalent of one student attending class full-time for one school year (based on fixed hours of attendance, depending on grade level).

The major functional areas by which agencies are grouped according to general purpose: education, natural resources, human services, governmental operations and transportation.

A functional area is a collection of domain or business process security policies that are related to the same set of product features, for example, Benefits or Compensation.

The functional team’s value-to-value mappings from legacy systems to Workday. Note: Though it’s not really all legacy systems, majority focus on AFRS for the relevant chart of account details, which is unlike the conversion mappings include every field that is being converted.

For state purposes, a fund is referred to as an account. Refer to Account.

The excess of the assets of an account over its liabilities and reserves. For governmental funds, fund balance represents the difference between fund assets (beginning balance and estimated revenues for the period) and fund liabilities (including reserves and appropriations for the period).