FRMS Glossary

academic competitive scholarship. A scholarship awarded on the basis of academic performance as indicated by GPA, test scores, or other measurement. Non-residents of Texas pay resident tuition rates as part of the scholarship.

academic merit. The scholarship is being awarded because the recipient has met the GPA or other academic goals required by the department or awarding unit.

academic year. The time during which students attend one school year. The academic year typically runs from Sept. 1 of one year to Aug. 31 of the following year and includes three semesters: fall, spring, and summer. Scholarships for an academic year may be awarded as early as Aug. 15 of the preceding academic year and as late as the last few days of the current academic year in late August, depending on fiscal year-end processing deadlines.

account group. The first two digits of an account number. Classifies the source or purpose of funds.

account name. The title of the budget group that the subaccount belongs to.

account number. A ten-digit number assigned to an account and used for recording accounting transactions. The first two digits indicate account group; the first eight digits indicate budget group; and the last two digits indicate subaccount.

account roll over. A process by which account numbers are copied from one fiscal year into the upcoming fiscal year. Whether an account is rolled over is determined by its status. Accounts with status C, D, or I that have zero balances are not rolled over.

account status. Assigned at budget group or account level by accountants in the Office of Accounting and Financial Management. Controls what types of transactions can be processed on an account:

account title. An account has two titles: an official title set up by the Office of Accounting and Financial Management, and a departmental title.

adjusted balance. The month end balance in your checkbook after outstanding deposits and checks have been accounted for.

admistrator. See unit head.

advisor's toolkit. An online application for counselors and administrators to assist students with advising matters. Secure Academic Notes (SANs) also appear in the Advisor's Toolkit.

assign cart. The action a user takes to route a UT Market shopping cart to another person using the Assign Cart button.

authorized signer. Persons with signature authority for a unit or budget group.

balance forward. A transaction that brings the remaining account balance from the previous fiscal year into the new fiscal year.

Balance forward income. A calculated balance for an account that is equal to the sum of the account’s 8... object code balances, 9040 object code balances, and 9041 object code balances.

budget category. See subaccount.

budget group. A group of related accounts having the same first eight digits in the account number. Budget groups are assigned to the units responsible for administering the funds.

budget pool. A group of accounts within a budget group. Accounts may be pooled together if there are no transfer restrictions between them. The free balances of the accounts in a budget pool are added together to calculate the pool balance, and when an account is audited for sufficient funds to process a transaction, it is the pool balance, not the free balance of the account, that determines whether sufficient funds are available.

building code. A 4-digit code assigned to University buildings by The Office of Institutional Research.

buyer. A staff member in a department who is authorized to check out carts in UT Market, create electronic requisition documents in FRMS, and place orders to internal suppliers on the department’s behalf. The term buyer is also used to refer to staff members in the Purchasing Office who oversee university procurement activities.

Cancel document. A type of electronic document in FRMS that is used to cancel a previously final approved document. For FRMS Procurement, a Cancel document is used to cancel a purchase order after coordinating the cancellation with the supplier.

cancel scholarship. The action to take in order to cancel all payments or any remaining payments on a scholarship.

cart.. A collection of items that you intend to order from suppliers. In UT Market, carts can be assigned to other individuals for review and are ultimately checked out by a buyer and used to create orders that are sent to suppliers.

cash prize. A prize given to winners of a competition. Services, either paid or voluntary, cannot be required of the recipient. If the recipient is an employee, the prize must not be work'related. Notice of the competition must be sent to scholarshipdesk@austin.utexas.edu and should include eligibility requirements and award amounts for each prize level (first, second, third place, etc.).

CCART. The Capitalized and Controlled Asset Removal and Transfer System (CCART) provides a web-based means for inventory contacts or other persons responsible for inventory to assist in the management of their inventoried assets. The system enforces present business rules regarding the transfer of assets at The University of Texas at Austin pursuant to Part 16. Inventory Control and Property Management of the Handbook of Business Procedures.

change order. See modify document.

check out. A process of transmitting UT Market carts to FRMS Procurement to create orders. When shopping in supplier punch-out sites, the supplier may use the term check out to refer to the process of returning cart items from the supplier’s cart to your UT Market cart.

citizenship types.

class code. A 3-digit code assigned by the State of Texas to categorize equipment.

copy scholarship. A function that allows creators to copy scholarship/fellowship documents to quickly create a new document. The new document will import all information except for the recipient's EID.

county. When used in a provision that applies to a location outside Texas, includes a parish of Louisiana.

current year income.

A calculated balance for an account that is equal to the sum of the account’s 3... object code balances, 9010 object code balances, and 9011 object code balances.

custodian. The person who has physical possession of a petty cash fund. Custodians are designated by the responsible person.

debit. A transaction that subtracts funds from an account balance. Examples include expenditures, transfers from, and encumbrances.

deductible. The amount that a department is required to pay before an insurance carrier will begin to reimburse for damage or loss.

*DEFINE. A financial application used by The University of Texas at Austin and other UT System components. Acronym for Departmental Financial Information Network.

delegated signer. Person who is given authority to sign manual accounting documents on an account. May be permanent or temporary.

department codes. Codes added to documents by departments to indicate how funds are being used. After the document is saved, department codes can be added to the document in the Accounts section.

department codes. Codes added to documents by departments to indicate how funds are being used. After the document is saved, department codes can be added to the document in the Accounts section.

direct updates. Direct updates are changes made directly to the scholarship that do not require approval. These include distribution method, payment schedule, and document comments.

disencumbrance. Reversal of an encumbrance.

dispatch. The process of transmitting a purchase order to a supplier to be filled. UT Market orders are always dispatched electronically by FRMS Procurement. Departments do not need to contact suppliers to place orders.

distribution method. The method of disbursing the funds to the recipient. If the recipient has direct deposit on file, it will be the default method.

document ID. An eleven-character alpha-numeric identification that is generated whenever a document is created.

The Document ID characters indicate the following information:

The Document ID is used to track the history and status of a single document.

document notes. Information about the document on which the notes exist. The Notes link is located in the header near the top of the document, and they can be added at any time by anyone who has access to the document. After the document is verified, new notes will become visible in the upper left corner of the routing widget. Document notes are not stored on the scholarship ID record.

EASI. The Employee Access to Student Information (EASI) is the admissions system that provides access to student records for university employees with authorization to access the system. Scanned admission documents such as application, essays, and transcripts can be found here.

eCommerce. Short for “electronic commerce,” eCommerce means placing orders with suppliers electronically via the Web.

electronic signature. An electronic identifier intended by the person using it to have the same force and effect as the use of a manual signature.

electronic signature authority. The authority to approve electronic accounting documents. Maintained by electronic office managers.

encumbrance. A means of reserving funds for future expenditures by debiting the free balance of an account. Purchase orders and other documents commit funds for future payments by creating encumbrance transactions, which remove funds from the free balances of accounts. Encumbrances must be reversed (disencumbered) when the expenditure takes place.

endowment. A group of funds donated to a tax-exempt organization that uses the earnings to advance its mission. The principal is not spent.

endowment details. Information provided by the Development Office that lists the donor criteria to be met for scholarships paid from 30-account funds.

external supplier. A supplier that is not a University of Texas at Austin department or service center.

FRMS. Abbreviation for Financial Resource Management System, FRMS is a growing collection of administrative financial applications available on the Web.

financial aid semester. The semester to which a student's financial aid payment is applied. Financial aid years begin June 1 and end May 31 of the following year.

financial bar. A Student Accounts Receivable (SAR) system tool that places a hold on past-due accounts and prevents receipt of university services, including registering for class, obtaining new institutional loans, and receiving official transcripts.

fiscal year. A twelve-month period for which budgets, employee appointments, and external financial reporting are done. The University of Texas fiscal year begins on September 1 and ends on August 31. Scholarship/Fellowships - The year in which a recipient's payment is scheduled to be disbursed. Fiscal years begin Sept. 1 and end Aug. 31 of the following year.

free balance. The balance for an individual account. Represents the estimated available budget for future expenditures.

fund balance. The total amount of a petty cash fund. It includes cash on hand, disbursements not yet vouchered, and vouchers in transit.

fund group. A designation prescribed by the National Association of Colleges and University Business Officers (NACUBO) to classify the source of funds for reporting purposes. Each account number established at the University of Texas Office of Accounting and Financial Management must be assigned a three-digit fund group number.

FY. Fiscal Year

hosted supplier. A supplier whose catalog of products is loaded to UT Market by the supplier. Users search for products for a hosted supplier from within UT Market.

internal supplier. A University of Texas at Austin department or service center.

inventory. (1) The amount of property on hand at any given time; (2) An itemized listing of amounts of property indicated as on hand at a particular time. A physical inventory is one determined by an actual physical count of the items. A book inventory is one determined from records maintained in connection with day-to-day business activities.

inventory contact. The individual on the department level who is responsible for managing inventoried assets. See the GG5 command in *DEFINE for a list of inventory contacts.

inventory number. A 6-digit number used to identify equipment. For official inventory records, this number corresponds to the number on the inventory tag attached to the equipment.

inventory record. Each item of University property can have an inventory record. Official inventory records are created by the Inventory Processing Department. All capitalized and controlled assets are recorded on the official inventory. An inventory tag is affixed to these items when possible. The 6-digit number assigned to an item corresponds with its identification tag.

inventory scanner. An inventory scanner is a data-recording and data-storing device that is used for inventory purposes. It is a handheld device capable of capturing data from barcode font 39 (on UT equipment), or from manual data entry. Scanners may be requested by UT departments by sending an email message to Inventory Services.

The following information should be included in the request:

1) Valid UT mainframe logon ID for the person(s) using the scanner
2) Unit code (subunit) being worked on
3) Building(s) being inventoried

inventory status. The inventory record display screens (NVM screens) show a status in the "S" column of each screen. The possible status values are:

I - Item is inactive
S - Last action was a split
T - Last action was a transfer between UT departments
M - Item has been marked as Missing or Stolen
G - Item was a gift
C - Item was constructed in the department
F - Item was found in the department
B - Item is federal or personal excess property
A - Item is an active item brought in from the NU1
4 - Item was transferred from another state agency into UT
L - Items loaded to ARL inventory system
* - There is activity this year (unless activity is to inactivate or if none of the above)

late payment. A payment that is made past the due date.

ledger sheet. See statement of account.

local funds. See institutional funds.

manual signature authority. The authority to sign or approve manual accounting documents. Maintained at the budget group level.

modify document. A type of electronic document in FRMS that is used to change a previously final approved document. For FRMS Procurement, a Modify document is used to change a purchase order after coordinating the change with the supplier.

modify scholarship. An action which can be taken on any approved scholarship/fellowship document. These actions allow the updating of information on a scholarship such as account information, registration requirements, purpose of payment, and travel questions. Modify Scholarship requires approvals from the creator and one other approver.

monthly close-out. The point at which the Office of Accounting and Financial Management closes its books for the previous month and no more entries for the month may be posted so that the ending balances for the month will remain intact.

non-sponsored funds account. All accounts that are not 26 accounts and not ARP/ATP (state-sponsored) accounts.

non-working hours. All hours in a calendar day except working hours.

object audit group. Groups of object class codes assigned to each subsidiary account. Used to control what types of transactions may be processed on an account.

object class code. Four-digit code used to categorize transactions for reporting purposes. Every accounting transaction must be assigned an object class code. Commonly referred to as "object code."

object code. See object class code.

official signer. Person who is automatically authorized to sign manual accounting documents on an account. Includes unit head of the unit to which an account belongs, co-administrators of the account, and unit heads to which the unit reports.

outstanding checks. Checks you have written that have not yet cleared the bank.

outstanding deposits. Deposits not yet credited on the bank statement.

outstanding reimbursements. Consists of disbursements not yet vouchered (purchase receipts and cash) plus vouchers in transit.

owning unit. The unit that purchased the asset or currently owns it.

payee identification number. See vendor identification number.

payment schedule status. Indicates the current status of each scholarship payment. Status can be held, not held, or paid. Payment Schedule status may only be viewed from the Scholarship tab.

payment voucher. A document (form) used to pay vendors for goods or services rendered or to replenish imprest funds.

pending document. Any document prior to final approval. Pending document IDs are listed in the Pending Document column of the Search tab, and they show a status of created.

PIN (payee identification number). See vendor identification number.

plant equipment. Personal property of a capital nature (including equipment, machine tools, test equipment, furniture, vehicles, and accessory and auxiliary items) for use in manufacturing supplies, in performing services, or for any administrative or general plant purpose. It does not include special tooling or special test equipment (FAR 45.101).

pool balance. The remaining amount of unencumbered funds left in the group of funds that the account belongs to. This amount will need to be equal to or more than the amount being encumbered by the scholarship document.

post-doctoral fellowship. Post-doctoral fellowships are awarded to individuals who are conducting academic or scholarly research after they have completed their doctoral studies and are usually given within the five years following receipt of the Ph.D. They are renewable for up to five years and are intended to deepen expertise in a specialized subject, including research skills and methodology.

Post-doctorate research may be funded through an appointment with a salary or through an appointment with a stipend from the sponsor. Depending on the type of appointment, post-doctoral researchers may work independently or under the supervision of a principal investigator. All post-doctoral researchers must have a designated mentor. For more information, please contact the Office of Graduate Studies.

post-payment auditing. Process that allows departments to approve many documents paying under $1000 without a pre-payment audit by Payment Services. Documents that approve at the department level will be audited for compliance with payment rules on a post-payment basis.

processing unit. A unit responsible for final approval of a document after departmental approvals are complete. Examples include Payroll and Accounts Payable.

public competition. An open contest that is publically advertised. The announcement includes the rules of the competition and the prize amounts by placement. Winners are announced and paid at the end of the competition.

punch-out supplier. A supplier whose catalog of products is accessible by entering a custom version of the supplier's website through UT Market. A user accesses a punch-out supplier’s website by clicking the supplier’s logo from the UT Market home page. The punch-out supplier automatically recognizes the user as a University of Texas at Austin employee and show university pricing.

purchase order. A formal agreement to order goods or services from a supplier. A final approved requisition in FRMS results in a purchase order.

purpose code. Used by the Office of Accounting and Financial Management to code certain transactions for reporting purposes.

receipt. A record of goods that has been received by the ordering department. Departments must create electronic receipts for UT Market orders that are delivered directly to the department.

recipient tax eligibility. The rate at which a recipient's payment is taxed. This is determined by citizenship, immigration status, and location of the educational activity.

reporting type. Simplified transaction type that summarizes all accounting transactions based on the balances they update.

requisition. A request to purchase a good or service. An electronic document in FRMS Procurement that, when final approved, results in a purchase order to a supplier for the procurement of goods or services.

responsible person. The responsible person is the person who has the equipment in his or her possession and will safeguard the asset to ensure it is not lost or stolen. The responsible person can bring the equipment to the inventory contact for scanning during the annual inventory process or can report on the status and whereabouts of the item(s). For example, if a staff member is issued a laptop to use at home or at the office, the staff member is the person responsible for the laptop. In the case of a computer lab, the responsible person would be the one that oversees the lab.

routing widget. The tan box on the Document tab that shows the routing history, the document notes, and available actions (Verify Document and/or Approve Document)document notes

sales tax. A tax on the sale, lease, or rental of taxable tangible personal property and taxable services within the State of Texas.

scholarship comments. A section at the bottom of the document for comments about the scholarship. This section can be used to keep track of any information that is relevant to the scholarship, and the comments can be updated before final approval. Upon final approval, the comments will be stored on the scholarship ID record, and authorized users can add comments using direct updates.

scholarship ID. A five-character alpha-numeric identification that is generated whenever a scholarship/fellowship is created. The Scholarship ID is used to track the history and status of a scholarship and groups all documents associated with a scholarship, including the creation document and any modify documents.

scholarship status. Scholarships have several different statuses, including created, ready to pay, paying, paid in full, held, and deleted.

scholarship summary. A short description of purpose of the document. The summary can be edited by the creator prior to final approval. The scholarship title and recipient name are often used in this field.

secure academic note (SAN). An application that allows for the secure communication of sensitive information to students or other employees. SAN is more secure than e-mail because it requires a UT EID and password to send or receive messages.

shopper. An employee who uses UT Market to browse supplier product catalogs.

shopping cart. see cart.

signature authority. The authority to sign or approve accounting documents manually or electronically. Assigned at unit or budget group level.

SOA. See statement of account.

Social Security number. A nine-digit number used for personnel appointments, vendor files, and student records.

sole proprietor. An individual who holds sole ownership of a business.

sponsored funds account. A 26 account or ARP/ATP (state-sponsored) account that represents a contract or grant.

SSN. See social security number.

statement of account. An official listing of all accounting transactions occurring on an account.

study abroad. Designates whether or not the payment is for study outside the U.S. The creator can select between course credit (the student will be completing class hours while abroad) or independent study (the student will not be completing specific class requirements while abroad). For more information, please contact the International Office.

subaccount. The last two digits of an account number, used to divide a budget group into categories, such as salaries, equipment, scholarships, or other expenses.

subunit. A subdivision of an official University of Texas entity. The last three digits of a unit code divide the official unit into subunits, which may indicate individuals, such as Principal Investigators, or other programs or projects within the official unit. The "000" subunit is reserved for the official unit as recognized by the Office of the President.

supplier. A business entity that sells goods or services to The University of Texas at Austin.

tax exempt. Not subject to sales tax due to the nature of the purchasing organization or the way the merchandise is to be used.

tax exempt certificate. A certificate which, when properly executed, allows the tax-free purchase of an item that would otherwise be subject to sales tax.

tax exempt organizations. Governmental entities (the United States, the State of Texas, or a county, city, special district, or other subdivision of the state), religious, educational, and public service organizations are among the organizations that are considered tax exempt.

tax rate. The percentage that is charged based on the taxable sale. The rate will depend on where the sale takes place.

tax treaty. International students may be eligible for tax treaties that allow them to receive tax-free scholarship/fellowship payments, based on their countries of residence. The recipients must go to the International Office for assistance with treaty benefits.

taxpayer identification number. See social security number.

transaction type. Determines the account balances to update when a transaction is processed.

transfer group. A transfer group is a way of organizing more than one set of transfers. Transfers can be grouped in the following ways:

transferred income.

A calculated balance for an account that is equal to the sum of the account’s 7... object code balances, 9030 object code balances, and 9031 object code balances.

tuition residency. Texas residency for the purpose of assigning tuition rates is determined by the Office of Admissions. Most students eligible for Texas residency must meet residency requirements. However, some non-Texas resident students may be eligible for tuition waivers, resulting in net tuition amounts equal to resident rates.

UT Market. A website where University of Texas at Austin employees can browse product catalogs of selected suppliers, create carts of items to be ordered from one or more suppliers, and check out carts to create orders in FRMS Procurement.

unit. An official University of Texas entity, such as an academic department, administrative department, organized research unit, or project director responsible for a sponsored project.

unit code. A seven-digit code assigned to an official University of Texas entity. The first four digits indicate an official University department or organization. The last three digits divide the official unit into subunits, which may indicate individuals, such as Principal Investigators, or other programs or projects within the official unit. The "000" subunit is reserved for the official unit as recognized by the Office of the President.

unit head. The administrator of a unit. For an official unit (a unit that ends in "000"), the unit head is the chairman, director, dean, or vice president. The unit head for a subunit is an administrator assigned responsibility for a subdivision of the official unit.

unit level. A one-digit code assigned to a unit indicating its location in the organizational hierarchy. Unit levels are as follows:

vendor. see supplier.

vendor identification number . Unique 14-digit number that identifies a payee. Contains the following components:

VID. See vendor identification number.

voucher. An accounting document that creates accounting transactions.

voucher in tranist. Reimbursement vouchers that you have submitted but have not finished processing.

voucher number. A unique seven-character number assigned to a voucher when it is final approved. Consists of one alpha character followed by six automatically generated numeric characters. The alpha character indicates the type of voucher:

voucher transmittal form. A printed document submitted with supporting documentation for a voucher to a processing office. Usually obtained by using the PRT (Print) Action in an electronic document.

work day. A day on which an employee is regularly required to conduct state business.

working hours. The hours during which an employee is regularly scheduled to conduct state business.