Glossary of Terms

Chartfield String (CFS) – is a series of numbers that make up the account number related to your funding.  These numbers are required when placing an order. A typical CFS consists of the following structures, but not all structures are required to complete a CFS.

  • Operating Unit (2 digits)
  • Department Identification number (8 digits)
  • Fund (5 digits)
  • Project/Grant (7 digits)
  • Program (2 digits)
  • Account number (5 digits)
  • Class Code (5 digits)

Director, Department Management & Operations (DMO) – Director is responsible for all administrative management and operations for the department.

Fringe – additional benefits offered to faculty, trainees, and other clinical staff members, above the stated salary for the performance of a specific service. Depending on the job title, this benefit may vary by amount and be referred to by other names, such as education fund.

  • The amount of Fringe Benefits are set at the beginning of each fiscal year (Beginning to mid-September) by the Director of Department Management & Operations (DMO). Funds can be used for educational materials and supplies, memberships, travel to conferences, attendance for internal conferences, and training.  As a reminder, funds are not eligible for carryover. Please contact department administration for more details.

Invoice – A request for payment for services rendered or goods provided.

Purchase Order (PO) – Provides the advantage of placing an order without immediate upfront payment. Purchases are made on credit and without risk since the buyer must pay for the products or services once they have been delivered. If your transaction is based upon a contract, then a Purchase Order is required.

Non-Purchase Order (Non-PO) – form of payment that is made with an invoice or expense invoice that is not connected to a Purchase Order (PO).

Signature – As the Director, Department Management & Operations, Mary Lopez must sign/approve all documents. For transactions that utilize a project/grant, the PI for that grant can sign/approve the document, but our DMO must also sign and review the form.

vCard – is the virtual card that replaces the University’s Buycard. The vCard can make purchases for vendors who do not take a purchase order or a check. This is a single-use card number for the defined merchant.