Glossary
This glossary of terms will help you get acquainted with the terms and acronyms used in the new systems.
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
A
Action
A personnel action, such as a hire, promotion, or termination.
Action Date
The date a transaction is entered into the application (not
necessarily the effective date).
Action Reason
The description/explanation of the action being recorded and the
reason an employee's job or employment information is updated.
Affiliation
Each person at UF has one or more affiliations with the
university, such as TEAMS Employee, Student, Visitor and many
more. Each person may have many affiliations. Affiliations are
recorded in the UF Directory and are used to assign user security
roles and provide services.
Approvers
Approvers (usually supervisors) review and approve time worked and
leave. Once approved, time/leave is processed by the central
payroll office.
ARS
Access Request System. A component of the myUFL systems used by
Department Security Administrators to request access and track
access requests.
Article
Information such as news or announcements in a section of a
pagelet on myUFL portal.
Asset Management
Asset management is a module in the myUFL Systems which provides
the means to track and account for property of the university.
Each piece of tracked property has a property tag and is scanned
periodically by Property Records with information stored in the
myUFL Systems.
Authorized Traveler
- A person other than a public officer or employee as defined herein, whether elected or commissioned or not, who is authorized by an agency head to incur travel expenses in the performance of official duties.
- A person who is a candidate for an executive or professional position.
- A person who is a university student as long as expenses are not related to his/her own class work.
- A person who is called upon by an agency to contribute time and services as consultant or adviser.
Auto Populate
When specific values are entered into a field, it causes other
fields to fill without requiring specific data input. This helps
reduce the amount of inputting and the chance of erroneous data
being input, although in some instances, the data may be
over–ridden.
B
Benefit to Grant/Project or Benefit to UF
A brief, clear explanation on how the travel trip will benefit the
University of Florida or the grant/project being charged. If
attending a Conference/Convention, you must enter the complete
name and or title of the Conference or Convention. Abbreviations
and or acronyms are not acceptable in this field.
Budget Check
In commitment control, the processing of source transactions
against control budget ledgers, to see if they pass, fail, or pass
with a warning.
Budget Error Exception
A transaction that fails budget checking, causing an error or
warning to be issued.
C
Cash Advance
Replaces a Travel Advance. Can only be requested by the traveler
him/herself.
Central Office
An office with a university–wide administrative function.
(For example: University Benefits, Payroll, and Purchasing.)
Change Order
An approved change request creates a change order against a
dispatched purchase order that is sent to the vendor.
Change Request
Used to make changes on your original requisition. The change
request follows workflow to purchasing for approval. Changes can
only be requested on dispatched purchase orders. If your PO was
dispatched to MarketPlace change requests cannot be used.
ChartFields
A field that stores accounting information. Takes the place of
the master codes currently used in FLAIR.
Class A travel
Continuous travel of 24 hours or more away from official
headquarters.
Class B travel Continuous travel of less than 24 hours which involves overnight absence from official headquarters.
Class C travel
Travel for short or day trips where the traveler is not away from
his or her official headquarters overnight.
Common Carrier
Train, bus, commercial airline operating scheduled flights, or
rental cars of an established rental car firm.
Compensation Frequency
Defines the contract period for a compensation amount.
Compensation Rate
The amount of wages an employee is paid each pay period. The
compensation rates for UF Employees are biweekly or hourly.
Concurrent Job
A method of identifying a unique assignment when an employee is
hired to more than one job.
Conference
The coming together of persons with a common interest or
interests for the purpose of deliberation, interchange of views,
or for discussion of their common problems and interests. The
term also includes similar meetings such as seminars and
workshops which are large formal group meetings that are
programmed and supervised to accomplish intensive research,
study, discussion and work in some specific field or on a
governmental problem or problems. A conference does not mean the
coming together of agency or inter–agency personnel.
Convention
An assembly of a group of persons representing persons and groups,
coming together for the accomplishment of a purpose of interest to
a larger group or groups. A convention does not mean the coming
together of agency or inter–agency personnel.
Core user
Users of the myUFL systems at the central offices of the
university that execute large scale processes such as payroll,
budget check and ledger closings.
D
Domestic travel
Travel within the United States.
DSA – Department Security Administrator
Each department has a DSA who can request that a role be
associated with a user. The DSA is trained in the use of the ARS
(Access Request System), a component of the myUFL systems used to
request and track access requests.
DeptID
A unique, eight–digit identifier for UF organizations that is used
in the myUFL systems to represent organizational structure and to
designate the accountable unit (i.e., what area is
“responsible” for the fiscal activity). The first two
digits represent the college or division, while the second two
digits represent a department or major unit with the college or
division.
Dynamic Group
Defines the group of employees that belongs to a designated
person who is responsible for monitoring and approving time
reported.
E
Effective Date
The first date the action applies. (For example: If an employee is
appointed with the first day being 8/7/2004, then the effective
date is 8/7/2004. If an employee terminates and the last day
worked is 6/15/04, then the effective date of termination is
6/16/04.)
Effective Dating
Actions can be predated to add historical data or postdated prior
to the effective date. Transactions can be entered in advance
(future dated) and processing will occur during the appropriate
pay period.
Effective Sequence
Signifies that multiple actions have been entered with the same
effective date. Each action is then uniquely identified with a
sequence.
EMPLID
The EMPLID is the primary key for human resource transactions in
PeopleSoft. At UF, the EMPLID is the UFID.
Employee Type (formerly called overtime code)
Code identifying FLSA (wage and hour) exemption status.
End User
A person using the system for routine work. Most end users of the
myUFL systems access self–service functions. See also core user.
eProcurement
A module used to create requisitions, track requisitions, receive
items, create change requests.
eRecruit
A module used to create job posting and provide self–service
access for job applicants to upload online resumes and apply for
jobs at the university.
Exceptional Hourly Employees
An employee who is classified as non–exempt under FLSA.
Exceptions
Errors that need to be fixed prior to the time and leave approval
process.
Expense Report
Provides reimbursement of travel expenses incurred during official
business. Replaces Voucher for Reimbursement For Travel Expenses.
Expense Types
Travel expense, traveling expenses, necessary expenses while
traveling, actual expenses while traveling, or words of similar
nature––The usual ordinary and incidental expenditures
necessarily incurred by a traveler.
F
FLAIR –– Florida Accounting Information
Resource System
The legacy accounting system of the university. Formerly known as
SAMAS.
FLSA – Fair Labor Standards Act
Federal law governing employee/employer relations. The Fair Labor
Standards Act (FLSA) establishes minimum wage, overtime pay,
record keeping, and child labor standards affecting full–time
and part–time workers in the private sector and in Federal,
State, and local governments. Covered nonexempt workers are
entitled to a minimum wage of not less than $5.15 an hour.
Overtime pay at a rate of not less than one and one–half
times their regular rates of pay is required after 40 hours of
work in a workweek. See US Department of Labor: Compliance Assistance:
Fair Labor Standards Act.
Foreign Travel
Travel outside the United States.
G
GatorLink
GatorLink is a system of usernames and passwords used to
authenticate users to the myUFL systems as well as other
enterprise systems. Every faculty, staff and student at the
University of Florida is required to have a GatorLink. Many other
people affiliated with the university of Florida can also have
GatorLinks.
Goods
Physical items (e.g., chairs, lab supplies).
H
Human Capital Management (HCM)
Another term for Human Resource Management.
Human Resources Management System (HRMS)
Module where human resources functions are performed and stored to
ensure employees are hired, benefits are maintained, time worked
and leave usage are reported, leave accrues, and paychecks are
processed.
I
Inventory
Inventory is a deprecated term used in the legacy systems to
describe the processes now called Asset management.
ITAC – Information Technology Advisory Council
ITAC advises the VPIT on information technology policies,
practices and standards.
J
Job Action
A revision to an employee's job assignment, including actions
such as a change in FTE, salary, or status (termination).
Job Code (formerly class/occupation code)
The unique numeric code for Academic Personnel, TEAMS, USPS, and
OPS classifications.
L
Legacy System
The term universally used to describe an old mainframe or
application system. (For example: At UF, UF Bridges is replacing
IA; thus, IA is the legacy system.)
M
MarketPlace
An electronic trading community in which buyers and sellers use a
common internet portal, also called Direct Connect. Enables you
to review the latest supplier catalogs and prices, and then
download items on eProcurement requisitions and purchase orders
and pass the purchase orders to the suppliers. At UF this feature
is accessed through Search Catalog. Navigate there from
eProcurement then Create Requisition.
myUFL
myUFL is the name of the University of Florida portal. myUFL
provides personalized access to information about UF as well as
access to UF on–line services and business processes.
myUFL Systems
The myUFL portal links several systems together into a seamless
collection of services and on–line business processes for UF
users. The myUFL systems include the portal, a Finance System, a
Human Resource System and an Enterprise Reporting System. In
2006, a Student system will join the collection of myUFL systems.
O
Official Headquarters
The city or town in which the office is located or where the
majority of his or her work is performed.
On–Campus Class Mileage
Defined as the block ratios of 34th Ave to 13th St. and Archer Rd.
to University Ave.
OPRID
The Operator ID is the primary key for identifying persons signed
on to PeopleSoft. At UF, the OPRID is the UFID.
Originating Location
This field depends on the expense type selected. For common
carrier, enter your scheduled departure location as defined on
your airfare ticket. For car rental use, state the actual pickup
location. For map mileage and vicinity mileage, you would enter
the departing location.
OUR –– Office of the University Registrar
The Registrar is responsible for administering the organization of
students into courses and academic programs.
P
Page
Portal content area accessed through tabs at the top of the portal
screen. Page types are Faculty, Staff, Student, and Affiliate. The
specific pages you see are determined by the roles you occupy at
the University of Florida. You can personalize the content of
these pages through the "Personalize Content" (or
"Personalize Layout") link. The initial page you enter
after sign on is called the "Top Page."
Pagelet
A bordered section on a page (tab). It consists of a pagelet
title, pagelet controls, and a content area. PeopleSoft uses
pagelets to present different kinds of information in a
consistent manner. Some pagelets are required to appear on your
portal pages (for example, your myUFL menu). Others are optional
and you may include or exclude them from your portal pages. Use
the "Personalize Content" link to include or exclude
pagelets. There are different types of pagelets. They include
menus such as the myUFL menu; publications such as "New User
Help," and service pagelets such as the Weather Magnet.
Payment Type
Anticipated method of payment.
Payroll processor
The designated contact in each UF department who is responsible
for monitoring the time and labor process to ensure an accurate
bi–weekly payroll. This new role is the combination of the
leavekeeper and payroll certifier legacy roles.
Portal
The PeopleSoft application used to provide authenticated access to
UF services and personalized access to university news and
information. The UF portal is called "myUFL" and can be
found at http://my.ufl.edu. The UF portal complements the UF
home page at www.ufl.edu.
Portal Guest Page
The first page of the portal, viewable by all guests and users at
my.ufl.edu. It
contains basic information and links as well as a sign on area.
It is also called the sign on or welcome page.
Portal User
A person who is authorized to access the myUFL portal. Currently,
this includes anyone with a GatorLink username and password.
Position Change
An action used on position information. (For example: Changing the
salary plan, changing the FTE, and a job reclassification.)
Position Number
A unique numerical sequence used to designate a specific position.
The system automatically assigns position numbers when the
position is entered into the application. A number, once used, may
not be reused.
Publication
In myUFL portal, a specific type of pagelet that contains one or
more sections, which contain one or more articles. Publications
are managed by an administrator.
Purchasing Business Units
Used to track and maintain its own set of requisitions and
purchase order. Used to set–up billing addresses per each
purchasing business unit. At UF this is the first four digits of
the Department ID.
Purchasing Workflow
Used for approvals of requisitions and/or change requests through
the University. At UF the flow from a specific initiator to
approver, etc. is managed through Purchasing User Preferences,
which will be maintained by the Purchasing department after
go–live.
R
Refresh
Needed to retrieve the appropriate information and data.
Resume
PeopleSoft online application.
Role
What the portal uses to describe the functions or positions
associated with each member of the UF community. Some roles are
broadly defined like faculty, staff, student, affiliate, and
guest. Other roles are very specific like Payroll Processor or
Time and Leave Approver. What role you have assigned defines what
you will see in the myUFL Menu of the portal.
S
Salary Grade (formerly called pay grade)
Grade associated with TEAMS and USPS classifications.
Salary Plan Code (formerly called job code)
Alphanumeric code that identifies pay type (hourly or annual) and
the pay plan.
SAMAS – State Automated Management Accounting
System
The former name for FLAIR, the state's legacy accounting
system used by the university before the conversion to the myUFL
systems.
Save
Necessary to permanently store information that is entered or
updated.
Section
A collection of one or more articles on a pagelet in the portal.
It serves as a heading within a publication and is displayed in
bold type. Sections have one or more publishers, one or more
authors, and one or more viewers. Some sections may be required
for you and you may not remove them. Other sections are optional;
these you can include or exclude using the "Edit"
button of the pagelet controls.
Self–Service
Features that enable an end user to look up information or
complete actions online through the new systems without training.
Service
Tasks that are performed (e.g., examples: utilities, postage,
printing, subcontracts, temporary services, leases/rent, moving,
copying, freight).
T
Time and Labor
Module in the Human Resources Management System where time worked
and leave used are reported. Information entered is used to
generate employee paychecks.
Time Reporting
Process of accounting for time worked and leave/holiday usage.
Time Reporting Code (TRC)
Designates time worked (i.e., regular, overtime) and leave used
(i.e., sick, vacation, holiday) and generates pay.
Top Navigation Menu Bar
The fixed area in the portal on the top of your browser screen
that contains the myUFL logo, search function, navigation tabs,
and navigation links.
Traveler
A public officer, public employee, or authorized person, when
performing authorized travel.
Travel Billing Type
Identifies if the expense billing is Foreign, In–State or
Out–of–state. This should be defined based on travel
destination.
Travel Authorization
Replaces Travel Authorization Request (TAR).
Travel Authorization ID
Number automatically assigned by PeopleSoft. This is the
encumbrance number and is assigned after you select “Save
for Later” or “Submit for Approval”.
Travel Day
A period of 24 hours consisting of four quarters of 6 hours each.
Travel & Expense Analyst (Use Role)
Reviews Cost Center GL periodically to verify that travel has
been appropriately charged and is within budget constraints.
Usually a PI or Cost Center budgetary Officer.
Travel & Expense Auditor (User Role)
Conducts post–payment audits to ensure compliance with
established travel and expense reimbursement guidelines. This role
is restricted to Purchasing and Disbursement Services personnel
(mainly the personnel assigned to the Travel Office).
Travel & Expense Approver (User Role)
Authorize and approve or reject official business travel. Usually
a Dean, Director, Department Head or Designee.
Travel & Expense Originator (User Role)
Authorized user to prepare a travel authorization and an expense
report on a traveler's behalf. Usually is a Departmental
Fiscal employee.
Travel Period A period of time between the time of departure and time of return to official headquarters.
Traveler Role
Completes and submits a Travel Authorization, Cash Advance and/or
Expense Report for official business travel expenditures. An
employee who is a frequent traveler for the University of
Florida.
Travel To
The travel destination where the official business will be
conducted.
U
UFID
The UFID is an eight-digit, unique, and non–transferable
identification number assigned to every individual at the
University. Serves as the primary method for identifying people
and, for Directory developers, as a primary system key. Used in
public transactions and is visible on the Gator1 card. Same as the
EMPLID and OPRID in PeopleSoft.
Vacation Leave (formerly annual leave)
Accrued hours that may be used for certain types of absences from
work.
VPIT
Vice Provost for Information Technology. The chief information
officer for the university.
W
Web–based Learning Assistant (WLA)
The Web–based Learning Assistant is on–line help for
the myUFL Systems. Pages in myUFL has "Help" links in
the upper right–hand corner. These links go to the WLA.
Workflow
Delivers messages to workstations that notify employees of
actions that need attention. The type of actions that will be
received for review and approval depend on the role.
Workgroup
Defines the compensation and leave criteria of an employee. (For
example: It defines what leave plans an employee is qualified to
accrue.)
Worklist
The list of workflow items that have been delivered.
