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CBO Glossary & Acronyms

Learn and view a list of common terms use in Campus Budget Office.

Allocation- A distribution of financial resources to an organization which can be either permanent or one-time.

Appropriation- An authorization from a specific fund to a specific program for a specific purpose and period of time.

Auxiliary Enterprises- Self-supporting activities which are required to generate their own revenue to operate their department as it fulfills its stated mission.  These include housing & dining services, transportation & parking, and the bookstore.

Auxiliary and Self-Supporting Activities (ASSA)- All campus auxiliary and self-supporting activities (ASSA) are expected to “fully support” and not receive institutional subsidy.  Costing and pricing policies require that sales to the general public recover both direct and indirect costs, or overhead. ASSA has two components: Differential Income and Administrative Overhead.

Budgeted (BD) Index- A Chart of Account (COA) code that represents a combination of fund, organization and program used to record adjustments to the permanent budget.

Carryforward balance (or carryforward funds) – The positive or negative balance of the operating budget of a unit at the close of the fiscal year.

CFO Report- This report is summarized by Vice Chancellor division with department level detail. This report allows fiscal managers to provide feedback on deficits (when expenses exceed the budget) or expenditures savings that could be repurposed for other areas that more closely align with the strategic plan.  They report their recommendations/explanation to their Vice Chancellors.  Information that they provide is consolidated on a quarterly basis.  Financial Officers and Assistant Financial Officers as well as Department fiscal managers use the CFO Report as a tool to manage their budget on a quarterly basis.

Committed Obligations ‐ Obligated use of funds tied to specific and documented commitments for an identified organization or individual, and could be considered legally binding

Core Funds- These funds are also used to support direct costs associated with instruction, research and public service efforts.  These would cover any costs related to our mission and they include the library, admissions and registrar, operation and maintenance of facilities such as classrooms and laboratories, and a wide variety of other administrative and support functions.  Core funds are permanent; in other words they are considered to be recurring from year to year.  For a listing of funds that are designated as Core, please use the Fund Glossary (PDF).

Days Fund Balance (DFB) – proxy for Days Cash on Hand; calculated as June 30th Ending Fund Balance ÷ (Annual Operating Expenses / 365)

Deferred Maintenance (DM)- DM is the practice of postponing maintenance activities such as repairs on both real property (i.e. infrastructure) and personal property (i.e. machinery) in order to save costs, meet budget funding levels, or realign available budget monies.

Deficit Policy- A new Deficit Policy has been implemented in order to define a clear process to manage timely resolution of existing and future deficits.  See PPM 300-2.

Extramural funds- Extramural funds are not permanently budgeted and their source is mostly from federal and private agencies for specific purposes and terms such as student aid or research. 

Full Time Equivalent- Also known as 'FTE' represents the percentage of a position which is permanently budgeted.  For example, 1.0 FTE equals 100% time, 0.75 FTE equals 75%, 0.5 FTE equals 50% time and so on.

IFOPL (Index, Fund, Organization, Program, Location)

  Index- A Chart of Accounts code that represents a combination of fund, organization, program (activity and location). THe first 3 characters form an alphabetic prefix representing the department name.  

  Fund- A source of funding for an expenditure or transaction identified by a specific code used in the Integrated Financial Information System. 

  Organization- A department or functional unit within a larger department identified by a specific Organization Code in the Integrated Financial Information System.

  Program- Chart of Account code that represnt the function of the activity.

  Location- One digit code representing the campus.  UCSD is '6.'

Indirect Cost Recovery Funds- Overhead funds are received in conjunction with federal, state and private grants and contracts, and for the management of the Department of Energy (DOE) labs at Berkeley, Livermore and Los Alamos.Overhead refers to those costs to the University incurred on behalf of individual contracts and grants when the costs cannot be specifically tied to individual contracts.  Such costs include buildings (laboratory and offices), equipment, libraries, and clerical support- costs which are often shared by many grants or other campus activities that support the research environment. 

Liabilities Insurance- Each campus became responsible for funding its share of General, Automobile, and Employment Practices Liability program costs (GAEL).  In 1999/00, each campus also became responsible for funding their share of the Self-Insured Property, Excess Property, Boiler and Machinery, Excess Aviation, Crime, Business Travel, and Excess Marine liability program costs.  These programs provide coverage for injury to or damage to property of others for which the campus may have liability paid via campus payroll assessment.  Furthermore, because liability program costs are unallowable on federal contracts and grants, UC San Diego implemented a VC assessment to establish a funding methodology for these annual program costs, which has not been allocated since 2006/07. 

Non Core Funds -  There are seven groups of funds designated as Non-Core which include federal funds, private gifts and contracts and grants and sales and services for teaching hospitals.  See "Fund Sources" below for the complete list.  For a listing of fund numbers that are designated as Non- Core, please use the Fund Glossary (PDF).

Non Resident Supplemental tuition (NRST)- NRST is charged to students who do not meet the California residency requirements set by the University of  California.  For more information please visit: https://www.ucop.edu/residency/

OP Assessment- In 2011/12, UCOP’s operating budget was permanently distributed to the campuses based upon revenues generated and in return, each of the ten campuses are recharged an annual System-wide OP assessment to fund OP operating needs, along with a few priority items. The OP assessment is comprised of two components: OP operations and UC Path.  The OP operations funds central administrative services and academic and public service programs.  UC Path funds a new system designed to optimize delivery and standardization of payroll, benefits, human resources, and academic personnel. The system-wide assessment is charged to campuses based on a “pro rata” share of three components that are weighted equally.  In 2017/18, The state moved to directly fund the Office of the President and as a consequence reduced campus budget allocations accordingly.  The Assessment is still charged but it is now kept at the local level to mitigate the impact of the new funding model.

Open Provision- A permanently budgeted VACANT position maintained by the Vice Chancellor offices.

Operating Budget- Financial plan of operations for the current fiscal year. It includes the July 1 appropriations +/- balances carried forward from previous year and any one-time allocations.

Permanent Budget- The approved annualized plan of operations for the university used primarily for the budget planning purposes. It is adjusted only to reflect changes with continuing permanent impact on appropriations. It also provides the basis for July 1 appropriation entires as reflected in the operating ledger.

Planned Expenditures ‐ Tied to planned expenses for operating items/purposes or potential future one‐time investments, but costs and timing are estimated.

Profit and Loss Statement  (P&L)- A profit and loss statement (P&L) is a financial statement that summarizes the revenues, costs and expenses incurred during a specific period of time, usually a fiscal month, quarter or year. These records provide information about a organization’s ability – or lack thereof – to generate profit (UC uses the term Surplus) by increasing revenue, reducing costs, or both. The P&L statement is also referred to as "statement of profit and loss", "income statement," "statement of operations," "statement of financial results," and "income and expense statement.

Reserves – Operating reserves are liquid unrestricted assets that can be used to support operations in the event of an unanticipated loss of revenues or increase in expenses. Net balance generated in a given operating year where revenue exceeds operational expense for the intended purpose. Also, a specific fund category recognized in the accounting system, generally used by self-supporting and auxiliary activities.

Simplified Operating Funds Initiative (SOFI)- SOFI in an effort to reduce complexity in the financial management of unrestricted campus resources. The current focus of SOFI is on campus resources that support the core academic investment and general institutional operations. Currently, these resources are managed across more than 60 different funds and represent approximately $1 billion of the unrestricted resources on campus. SOFI pools these funds into two central funds:

  1. 99100A University Core fund - UC System-wide funding: includes State general funds, system-wide tuition and fees, and University general funds.
  2. 99200A Campus Core fund - UC San Diego-generated unrestricted funding: includes research and administrative overhead, unobligated patent income, and investment income.

Sub Account - Read General Accounting's definition here.

University of California Retirement Plan (UCRP) - The UCRP is a group of managed funds overseen by UC in order to generate pension income for retirees of the university.

Fund Sources

Fund source categories are based on “uniform classification categories" that were developed by the National Association of College and University Business Officers (NACUBO) for all higher education budgetary and financial reporting systems.   Please refer to the document Fund Glossary (PDF) for more information.

Core Funds are comprised of:

  1. State and UC General Funds: Funds allocated to the Campus from the State’s General Fund and a collection of funds referred to as University General Fund income. Primary UC General Fund sources are a portion of the federal overhead and non-resident tuition income.
  2. Tuition and Fees: Universitywide mandatory tuition and fees set by the Regents and collected from each registered student as well as extension and summer session fees. (Scholarship Allowance deduction eliminates duplicative reporting of revenues when student financial aid is used to directly offset campus charges, reducing both revenues and student financial aid expenditures.) Please note that Fees that are mandated by student referenda at the campus level such as the University Centers fee, transportation fee or the RIMAC fee are not considered “core” funds since they have a specific purpose and are classified as restricted.
  3. Professional Degree Supplemental Tuition: Universitywide mandatory fee set by the Regents and collected from each registered student enrolling in selected professional school programs such as the MBA Program at the Rady School of Management and M.D. program at the School of Medicine.
  4. Nonresident Supplemental Tuition: Students who do not qualify as California residents under the Standing Orders of the Regents pay nonresident tuition, in addition to the Tuition fees, Student Services Fee, miscellaneous campus fees and, if applicable, the Professional Degree Supplemental Tuition fees.
  5. Contract and Grant Overhead: Funds allocated to the Campus from the indirect cost reimbursement for expenses related to the administration of the contract and grant activity.
  6. Investment Income: Distributed to the campus from various investment pools managed by the Campus Treasurer’s Office.
  7. Patent Income: University’s intellectual property income and other related resources.
  8. Auxiliary Dividends: Administrative Overhead rate charged to Auxiliary and Self-supporting activities (ASSA).
  9. Gift Fees/Endowment Cost Recovery: Fundraising Overhead.

The remaining seven fund groups are designated as non-core funds.  These funds, while significant and essential components of the UC San Diego enterprise, are special purpose funds that come to UC San Diego for a designated purpose.  These funds unlike core funds are not considered permanent.  Non-core funds include:

  1. Federal Funds: The majority of the federal funds come from federal-sponsored grants such as the National Institute of Health (NIH) for specific research projects.  These funds also include federal student aid resources and must generally be used for these specific purposes.  For more detailed information on which federal agencies support research at UC San Diego, Please visit the contract and grants webpage
  2. Local Government – research contracts and grants with local governments.
  3. Private Gifts, Grants and Contracts: These are funds received for private contracts and grants, or private gifts from private agencies or private donors.  These funds are largely restrictive and used for specific purposes as outlined in the specific terms and conditions of the gifts, grants and contracts. 
  4. Sales and Services of Educational Activities: These funds are derived from sales of products or services to organizations outside the university in connection with educating students and supporting outside research activities.  These funds are used to support the organized activities producing the income, i.e. medical school clinical compensation plan, and the Supercomputer.
  5. Sales and Services of Auxiliary Enterprises: Auxiliary Enterprises revenue is largely income generated from non-instructional services provided to students, faculty and staff upon payments of a specific user charge or fee.  These funds are primarily used to support and self-sustain the service operations i.e. housing and dining services, parking, bookstore, etc.
  6. Sales and Services of Teaching Hospitals: Teaching hospital revenue is largely income generated from patient care services rendered by the UC San Diego Medical Centers and clinics.  These funds are used primarily to support and self-sustain the hospital operations.
  7. Other Sources – sources that do not naturally fall into one of the other major classifications. Examples include property rental, royalties on patents, and sales of surplus equipment.

It should be noted that, due to NACUBO and other prescribed reporting standards, annual current sources routinely exceed annual current expenditures. 

Fund Expenditures

  • Instruction – academic departments' classroom instruction and departmental research operations; also includes extension and summer session.
  • Research – organized research, including institutes, research centers, and individual or project research, such as the Cancer Center and the Supercomputer.
  • Public Service – activities that serve local communities, students, teachers in K-12 and the public in general.  Includes intersegmental outreach programs, cooperative extension, arts and lecture programs, and health service projects.
  • Academic Support – libraries, audio-visual services, academic computing support, course and curriculum development.  Includes academic departmental administration and health sciences clinical compensation and practice plans.
  • Teaching Hospital – operating costs related to the Hillcrest, Thornton, Jacobs and Sulpeizo Hospitals.
  • Student Services – social and cultural activities, counseling and career guidance, student admissions and records, student health services and financial aid administration.
  • Institutional Support – central executive-level activities, fiscal operations, central administrative support (e.g., accounting, human resources, contracts and grants, administrative computing), procurement, security, community relations.
  • Operation and Maintenance of Plant – buildings and grounds maintenance, janitorial, plant, refuse disposal services, utilities, and major repairs and alterations.
  • Student Financial Aid – direct expenditures excluding administrative costs.  (Scholarship Allowance deduction eliminates duplicative reporting when student financial aid is used to directly offset campus charges, reducing both revenues and student financial aid expenditures.)
  • Auxiliary Enterprises – self-supporting operations such as housing and dining services, the bookstore and parking.