DATE ISSUED
11/85

DATE REVISED
02/13/97

Account Number: A ten digit number (x-xxxxx-xxxx) with the first six digits identifying the cost center and the last four digits identifying the object code.

Additive Pay: Compensation granted beyond normal assignment.

Assignment: A specific job performed by an employee. The assignment links an employee to a position and establishes a rate of pay for each job.

Average Daily Pay Rate: The pay rate used to calculate the encumbrances. The rate is calculated for positive employees by taking the budgeted hours per pay period multiplied by the hourly pay rate divided by ten days.

Average Monthly Pay Rate: The pay rate used to calculate the encumbrances. The rate is calculated for exception employees by taking the annual salary divided by twelve months and multiplied by the FTE.

Bargaining Unit: A similar group of employees, related by function, supervised as a whole and organized for the purpose of bargaining with management.

Begin Date: The effective start date of a new assignment or a change of assignment.

Budgeted Hours: The estimated hours that an employee works per pay period in a particular assignment restricted by the planned expenditure for a fiscal year.

Classification Title: The title of a position occupied by an employee.

Demotion: Any change in assignment that results in a pay grade decrease for positions that are currently classified and graded.

Department Number: A four digit alpha/numeric identify number of the department responsible for the position.

Departmental Timekeeper: The person designated in the department to report time and attendance.

Division: The largest organizational grouping defined by the University to identify an area of emphasis and/or activity.

Employee Category: Identifies the type and employment status of an employee. Each Employee Category has its own unique schedule of benefits.

Employment Requisition Form (ERF): The form required to recruit and hire staff and faculty.

Employment Status (code): A one digit code to identify whether the employee is full-time or part-time and temporary or regular.

Encumbrance: The recognition of funds committed prior to the actual disbursement. An encumbrance reduces budget availability. Labor encumbrance is calculated by multiplying the average daily pay rate times the number of planned working days between the begin and end date of the assignment.

End Date: the effective final date of an assignment or expense distribution. Most regular assignments show an end date at the last day of the current fiscal year.

Exception Employee: Employees who receive monthly compensation and only report exceptions to that on time cards; i.e., whether absences are paid or unpaid. Exception employees are exempt from over time payments under the Fair Labor Standards Act.

Expense Distribution Account: The account(s) designated for distribution of labor charges for each employee. (Also referred to as Labor Distribution Account).

Fiscal Year: A specific one year period created for accounting purposes separate from the calendar year. The University fiscal year is July 1 to June 30.

FTE (full-time equivalent): A term used to identify the percentage of time that an exception employee regularly works within his/her assignment. Forty hours per week would reflect a 1.0 FTE, while 20 hours per week reflects a .5 FTE. All positive employees have an FTE of 0.00.

Full-time Employee: An employee working at least 32 hours per week or 80% FTE.

Funded Budget: The planned expenditure for a position in a fiscal year identified with an account number. Each position will have a funded budget amount for each funding source (account number).

Human Resources Information Form (HRIF): A record to be filled out by the employee to establish and update personal information in the Human Resource System (HRS) (i.e. address, phone number, date of birth, etc.).

Job Code: An alphabetic character describing the terms of employment.

Leave of Absence: An extended authorized absence from work.

Liquidated Amount: The dollars planned for payment of an employee from the beginning of their assignment to the present. Actual pay may vary from the liquidated amount due to overtime or unpaid lost time.

Lost Time: Hours not worked for which the employee is paid, i.e., vacation, sick leave, etc.

New Hire : An appointment of a new employee who has not previously been employed by Saint Louis University.

Object Code: A four digit numeric value that defines the specific type of revenue source and/or expenditure within an account.

Overtime: Time worked in excess ofa normally assigned work schedule. One and one half times hourly rate is paid to non-exempt employees for hours worked in excess of 40 in one work week.

Part-time Employee : An employee working less than 64 hours per pay period or less than 80% FTE.

Pay Change : Changes in pay resulting from merit raises, longevity, increases, and completion of probationary period. Changes in pay as a result of promotion, demotion, or change in classification should be noted separately on the PAF.

Pay Grade: A number corresponding to a salary range which is determined by classification of a position. The salary range for each grade has a minimum, midpoint, and maximum amount.

Pay Period: A defined time frame for which an employee will receive a pay check. The University has both biweekly and monthly pay period schedules.

Pay Rate: The hourly or monthly salary of an employee.

Percentage Distribution: The percent of expense distribution charged to each account number identified on the PAF form.

Personnel Action Form (PAF): A form required to establish and maintain payroll and personnel information on each employee.

Position: An employment slot which must have a budget. All full-time positions are specific (e.g. one employment slot per position). Part-time positions may be pooled (e.g. several employment slots per position).

Position Budget: The maximum planned expenditure for a position for a fiscal year.

Position Budget Available: The amount of funds available in the position which is calculated by taking the revised position budget minus the encumbrance for the position.

Position Number: A six digit identifier of the position. Numbers for new positions are assigned by the University Budget Office.

Positive Employee: An employee who must report all hours worked during the pay period in order