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Calendar-year appointment

A type of appointment in which a SUNY employee is obligated to the University for a twelve-month period.



Certification of effort

Effort is certified when the employee, principal investigator, or responsible official signs the Oracle effort report or timesheet to confirm that the distribution of charges represents a reasonable estimate of the work performed by the employee during the period.

Note: Only one signature (of the employee, principal investigator, or responsible official) is required for certification.


Charging instruction

A PTAOE combination that when taken together specifies what funds should be used for an expense or an encumbrance. Labor Distribution is set up to distribute payroll costs to one or more charging instructions in Grants Management. Labor Schedules lists all PTAOE charging instructions for an employee. When an employee is assigned to more than one PTAOE, a percentage of the employee's salary is assigned to a separate line on the labor schedule.



Chart of accounts

The account structure the RF uses to record transactions and maintain account balances. An account combination, the chart of accounts structure is composed of segments which represent a structural level or function of the organization. Information can then be inquired on and reported on using any combination of the defined segments. Examples of segments are location, department, grant, and category.



Class category

Identifies the type of program for which funds are to be used (e.g., organized research, educational support, fellowships, etc.).



Class code

See class category.




A payment based on a formula that is used to calculate the incentive compensation opportunity for salespeople. In this context, it provides a predetermined incentive amount for each discrete unit of sales made by the salesperson.




In Oracle, a commitment is created when a requisition is approved in Purchasing.



Committed funds

Monies awarded by external sponsors for sponsored program expenditures in which a definitive, written funding commitment was received from the sponsor or in which the campus has taken on the responsibility of the commitment and has authorized the spending of sponsored program funds. Committed funds are calculated as the net change in active installments (increases or decreases).




The pay given to employees, including wages or salary, and bonuses.



Concurrent manager

An Oracle facility that manages many noninteractive tasks within all Oracle Applications at all operating locations at the same time. Each time a task, such as a  report request or a nightly process, is submitted, the request is put into a queue of requests. Oracle's concurrent manager monitors activity and runs the requests in a certain order defined by Central Office Operations.



Conflict of Interest

A conflict between the private interests and the official or professional responsibilities of a person in a position of trust.




An individual (or firm) possessing expertise in a particular field engaged to perform a specific task during a defined period of time for a stated fee. The consultant acts independently and is free to select the means and methods necessary to accomplish the assignment or tasks to be performed.



A direct award used by a sponsor to acquire property or services for the sponsor's direct benefit. Moreover, a contract is bilateral, which means the instrument must be signed, and terms accepted, by both parties. A contract reflects formal deliverables, is a more restrictive mechanism for securing services than a grant, and may specify penalties for nonperformance. True federal contracts are based upon the Federal Acquisition Regulations (FAR).



Contracting officer

The person in a Federal agency empowered to negotiate and accept, on behalf of the government, contracts and purchase agreements between the government and the Research Foundation.


Controlled substance

As it is relates to the Drug-Free Workplace Policy, the term controlled substance means a controlled substance in Schedules I through V of Section 202 of the Controlled Substances Act (Title 21, Chapter 13 of the United States Code, Section 812). Controlled substances include marijuana, heroin, cocaine, amphetamines, and similar substances. Controlled substances do not include alcohol or tobacco.



Cooperative Agreement
A direct award of financial assistance used to carry out an approved project or activity, usually in support of a public purpose. Unlike a grant, however, substantial involvement is expected between the sponsor and the recipient.



Corporate award

RF-funded awards that are the repository for reimbursed facilities and administrative (F&A) costs, agency fees, royalty revenue, and other campus activity awards. F&A costs are overhead costs reimbursed to the campus and the RF as a result of the conduct of sponsored research and other programs within SUNY. Agency fees are earned by the campuses for agency activity performed at their campus. As a result of the research performed at the campuses, the RF has patent and invention agreements with many companies. A portion (typically 60%) of this royalty revenue is available for the campus to spend. The Bayh-Dole Act notes that the remaining royalty revenue must be used to support scientific research or education. Corporate awards also contain other campus activity funds that are necessary to maintain or conduct various other aspects of campus business. These funds include service and facility, category refunds, payroll overpayment, refund to sponsors, suspense, etc.


As approved by the RFs board of directors, campuses may use their portion of corporate award funds for instruction, organized research and other sponsored activities, and institutional activities. 



Cost analysis

The process by which the elements of costs used by the supplier to arrive at the price at which goods or services are offered are analyzed to determine if these elements are reasonable, allocable, and allowable. These elements include but are not limited to labor costs, material costs, and indirect costs.



Cost participation

Cost participation occurs when SUNY, the Research Foundation, or a third party contributes unpaid personal service effort or other than personal service (OTPS) items (e.g., supplies, rental space, or indirect cost recovery at less than the applicable rate) towards the total direct or indirect costs of a project.


Cost participation occurs in the form of either cost sharing or matching commitment (as determined by sponsor requirements). Cost participation is estimated at the beginning of the project and substantiated throughout and/or at the end of the project.



Cost share

A gift given to and accepted by SUNY (not the RF) that is used to cover a portion of the costs of a sponsored program. The SUNY contribution to the program is called "cost share."



Covered territories

Relates to vehicle insurance coverage The Research Foundation standard business automobile policy identifies covered territories as "the United States of America; the territories and possessions of the United States of America; Puerto Rico; and Canada." The RF's insurance carrier will defend any claim or suits filed in the covered territories.



Credit and debit memos

A record in Invoices of a credit for goods or services purchased. Credit/debit memos are netted with basic invoices at payment time. 

  • credit memo. Negative amount invoice created by a supplier and sent to notify you of a credit.
  • debit memo. Negative amount invoice created by you and sent to a supplier to notify the supplier of a credit you are recording.


Current budget

The most recently baselined budget version of the budget.



Current record indicator

In Oracle, multi-record blocks often display a current record indicator to the left of each record. A current record indicator is a one character field that when filled in, identifies a record as being the current or active record. Sometimes, a current record indicator appears as a two character-wide field, indicating that the current multi-record block supports a capability called drill down




The sponsor, also referred to as the funding source.




Specialized form, report, or automated process. A customization was considered mandatory if 1) the Oracle application did not meet the current business requirement and no alternative solution was available, and 2) without a customization, the software functionality would have a severe adverse impact on the users and/or be a major digression from the functionality of the legacy system.


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