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FRS Plus Glossary



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A B C D E F G J L M O P R S T U V
A
A1: The form used to transfer budget dollars from one account or subcode to another. Training on the use of the A1 form may be obtained by contacting the Budget Office at (860) 486-2434.
ABR Rule: Each FRS 6-digit account has an ABR rule associated with it that determines the number of budget pools the account will have and the subcode ranges that are covered by these pools. Visit the "Quick Reference, ABR" on the FRS website for more information.
Account:

An FRS account is a 6-digit number representing a functional unit. An FRS account may be a General Ledger or a Subsidiary Ledger account. The FRS account keeps track of a departments revenue, expenses, assets, liabilities, and net worth.

A CMS account is a Mainframe Account, which allows the user access to such University systems as FRS, FOCUS, Student Timecards, Procard, etc. It is also known as the "CMS login Id" or "mainframe account"..

Account Control: This is an object code used by a General Ledger FRS account to record assets, liabilities and fund balance.
Actual: Expenses or revenues posted to an account.
Attribute: One of a number of fields used to describe an account. These fields may be used for reporting. Examples include: department number, responsible person name, and award sponsor.
Automatic Budget Reallocation (ABR): The process by which dollars from a budget pool are reallocated to cover expenses and/or encumbrances at the time they are posted to a specific subcode. Subcodes may take dollars from the pool only if the dollars are either immediately spent or encumbered.
B
Banker: The Cashiering System in the Bursar's Office that feeds nightly records of deposits to FRS.
BBA or Budget Balance Avaliable: Budget Balance Available represents the budget dollars remaining in either a pool or line-item subcode of a Subsidiary Ledger account. This is the amount that may be spent on a Purchase Order. If there is negative budget balance available on an expenditure subcode, the account is overspent. An A1 transfer may be performed to move budget dollars into an overspent expenditure subcode.
Budget: The authority to spend up to the specified amount.
Budget Pools: These are FRS subcodes that are evenly divisable by 1000 (e.g. 1000, 2000, 3000) and hold the budget dollars for a range of subcodes as specified by the ABR rule. Only Subsidiary Ledger accounts have budget pools.
C
Claim on Cash: Represents the amount of actual cash the account owns. Since there may be assets or liabilities affecting claim on cash, you should check your fund balance to determine your net worth. Claim on Cash is recorded under Subcode 1100 in the GL account.
CMS Account: A CMS account is a Mainframe Account, which allows the user access to such University systems as FRS, FOCUS, Student Timecards, Procard, etc. It is also known as the "CMS Id" or "mainframe account".
Commitment or Open Commitment: This represents an encumbrance, which is money that has been set aside for a specific purpose; dollars that have been earmarked for a particular expense such as a salary, or contract.
D
Delete Status: Process by which an account is closed. No further entries may be made to a deleted account. An FRS account may be in a delete status of "1" where the account is in its first year of deletion, or "2" meaning it will roll off the system at the close of the current fiscal year.
Department Code: Another expression for Department Number.
Department Number: The 5-digit number assigned to each department by the Master University Department Table (MUD Table). The term may also refer to the 7-character combination of the Department and Sub-department Numbers.
Department Table: An organizational table that lists Department Numbers and their related campus, school, and executive level codes. Also called the MUD TABLE.
E
Encumbrance: An amount committed by a Purchase Order or Travel Authorization earmarked for a specific purpose that has not yet been paid.
Equipment: Items which cost at least $1,000.00, and will be used for at least 3 years.
Expense Subcode: Subcodes for specific expenditures on a Subsidiary Ledger account. Expense subcodes with a number other than zero. The groups of expense subcodes are: Personal Services (1xxx); Contractual (2xxx); Commodities (3xxx); Sundries (5xxx); Indirect Costs (9400); and Equipment (all other 9xxx). Revenue subcodes begin with a 0.
F
Fiscal Account: An FRS account with a year end processing flag of F indicating that the reporting period for the SL account is every July 1st.. For SL accounts, revenues and expenses are set to zero at the beginning of each fiscal year and new budgets are established.
Freeze: Temporarily halts transaction activity in an account. May be done in preparation for deleting an account.
FRS Plus: The current version of the Financial Records System sold by Sungard SCT Corporation. The current version number is 3.0 at UCONN.
Fund Addition: An increase in the fund balance recorded in a GL. The GL fund addition account controls have 4 as the first digit.
Fund Balance: The balance in a GL account, recorded by an account control beginning with 3 (3xxx). The fund balance reflects the net SL revenues and expenses, and GL fund additions and deductions through the life of the GL account and its associated SL accounts. It is the net worth of an account.
Fund Deduction: A decrease in fund balance recorded in a GL. GL fund deductions are recorded by account controls with a 5 as the first digit.
G
General Ledger: In FRS, this is a 6-digit account beginning with a zero that contains balance sheet information and summaries of fund additions, fund deductions, and SL revenues, expenditures, encumbrances, and budgets. Each Subsidiary Ledger (SL) account must mapto a General Ledger (GL) account. The last 5 digits of the GL account are known as the "map code" of the SL.
GL: General Ledger Account.
Grant Account: An account managed by the Office of Sponsored Programs. These accounts are usually project accounts. More precisely, an account funded by a grant from an outside agency, in contrast to an account funded as a result of a contract with an outside agency.
J
JE: Journal Entry. A transfer between accounts or subcodes made by the Accounting Office. Also used to denote transfers between State mandated funds (e.g. 1161 and 1171).
JV: Journal Voucher. A transfer between accounts or subcodes made by the Accounting Office. Usually an internal UConn transfer that does not need to be reported to the State.
L
Ledger: The first digit of an FRS account. For instance, account number 288000 would be known as a "2-ledge" account.
Liquidated Amount: The amount paid on an encumbrance. A liquidated amount decreases an encumbrance.
M
Map Code: The last 5 digits of a General Ledger account; i.e. GL account 032100 has a map code of 32100.
Module: The Financial Records System is sectioned into four modules: Financial Accounting (FA), Accounts Payable (AP), Fixed Assets (FX) and Purchasing (PU). Each section represents one module.
O
Object Code: Subcode. These are used only by the Subsidiary Ledger accounts. General Ledger accounts use Account Controls.
Operator Number: Four digit number assigned to each person who has access to FRS. There is a password associated with each operator.
P
PI: The Principle Investigator for a grant or contract. The PI is usually the Responsible Person for the account associated with the Grant or Contract.
Project Account: An account for which expenses must be tracked over multiple fiscal years. Unlike Fiscal accounts, project accounts just roll their budget dollars and expenses over into the new fiscal year.
R
Responsible Person: The person who is responsible for managing an FRS account.
Revenue Subcode: A Subsidiary Ledger subcode beginning with a zero that records University revenues.
S
SARS: Student Accounts Receivable System.
Six Digit Account: This may refer to either a General Ledger or Subsidiary Ledger account. A 10-digit account number just includes the 4-digit subcode attached to the 6-digit base.
SL: Subsidiary Ledger Account.
Spending Authority: Budgets are set up in a Subsidiary Ledger account to set the amount that may be spent by the account. The spending authority level may reflect expected revenues/self-supporting accounts, University central budget (Tuition fund accounts),or use of Fund Balance (self-supported accounts).
STI: Service Transfer Invoice.
Subcode: A 4-digit number used to classify entries made to 6-digit Subsidiary Ledger accounts. For General Ledger accounts they are called Account Controls. SL subcodes track the University's revenues & expenditures. An SL revenue subcode begins with 0 and an expenditure subcode begins with a number from 1 to 9. The expenditure subcodes relate to the "character and object" coding used by the State Comptroller's Office.
Subledger: Subsidiary Ledger.
Subsidiary Ledger: Often shortened to Sub-ledger or SL. Sub-ledger accounts are 6-digit accounts used in FRS to track revenue and expenses for a specific purpose or project. Important concepts for understanding an SL account are the year-end flag, map code, budget, revenues and expenses.
T
Ten Digit Account: The combination of the 6-digit account number and subcode. Required by some screens, optional on others.
Transfer Voucher: Form used to transfer the cost of goods and services from one University department to another.
TV: Transfer Voucher.
U
Unrestricted Accounts Accounts supported by funds, which the University has control.
V
Value Based Security: The process by which FRS allows an operator access to only to specific accounts, based on department number or school.
Voucher: Uniquely identifies a particular request for payment with single FRS 10-digit account number.
      
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The University of Connecticut
Office of the Controller - Financial Systems
343 Mansfield Road Unit 2112
Storrs, CT 06269-2112
michael.virone@uconn.edu
Last updated: 11/21/11