Policy Directory by Glossary Terms

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Definition
Paid Leave

There are two types of paid leave available to University Staff Employees:

  1. Leave time determined at a variable rate that is based on an employee’s years of service, the use of which usually is approved in advance by the employee’s supervisor, and may be used for any purpose including but not limited to vacation, personal and family illness, attend to personal business, etc., but requiring no specific justification or explanation by the employee. This is referred to throughout the policy as Paid Leave.
  2. Leave time provided at a predetermined rate, the use of which is approved in advance by the employee’s supervisor, and must be used for the specific purpose for which it was intended (e.g., Civil and Work Related Leave, School Assistance and Volunteer Service Leave, etc.).
Parent

Biological parent or individual who stood in place of the parent of the employee and was charged with the duties and responsibilities of the parent.

Partial Shift Modification

A decision made by the President (or designee) to modify normal University operating hours for non-designated employees for a specified period of time as a result of an emergency event.

Past Due (Delinquent) Accounts Receivables

Receivables for which payment has not been received by the payment due date.

Pavilion

Ten structures on the Lawn originally used as homes for faculty and their families and as classroom space. Currently, nine provide faculty or senior administrator housing. Pavilion VII, the Colonnade Club, serves as the faculty club.

Pay Practices Program

A process for ensuring that employees’ base pay, salary increases, bonuses, incentives and other rewards (not including employer-sponsored benefits, e.g., health and dental insurance, long- and short-term disability, paid leave, retirement, life insurance, etc.) are in alignment with the University’s mission, goals, and objectives. The University staff Pay Practices Program consists of eight major components: (1) market-based pay ranges; (2) competitive starting pay; (3) merit increases; (4) promotion pay; (5) reward and recognition; (6) supplemental/differential pay; (7) incentives - exceptional recruitment, retention and project-based; and (8) strategic compensation alignment. 

Payment Voucher

Form used in the Integrated System for preparing demand payments.

Per Diem

A daily monetary allowance for employees to cover the cost of meals and incidentals published in the Rate Guide.

Performance Management

A management process for ensuring that employees’ work efforts, skills, and behavior are in alignment with the University’s mission, goals, and objectives. It consists of four major components: (1) performance and development planning; (2) ongoing discussions and feedback between the employee and supervisor to keep performance and development on track throughout the performance cycle; (3) evaluation of employee performance relative to performance expectations and identified capabilities and competencies; and (4) review of Career Development Plan progress.

Periodic Effort Reports
The official and approved documents used in the certification of effort devoted toward Sponsored, University and Clinical activities. Sections of the effort report are separated by types of activities included in one’s 100% ‘University Effort’ as follows:
 
Section I – Sponsored Activities (All report types): Certification requirement = recording of effort by each specific sponsored project.
 
Section II – Other University Activities (All report types) (e.g., Instruction, Administration, Non-Sponsored Research, University Service, Competitive Proposal Preparation): Certification requirement = recording of effort as a subtotal of these activities toward one’s 100% ‘University Effort’.
 
Section III – Clinical Care and Medical Center-Related Activities – Time Allotment for Medicare Cost Reporting (ONLY Clinical Faculty report type): Certification requirement = recording an average number of hours worked during a week in addition to recording specific effort devoted in: 1) Direct Patient Care; 2) Instruction for Residents/Fellows/Trainees; 3) Administration of Residency/Fellowship Programs; and 4) Medical Center-Related Clinical Administration and Management. 
Permanent Wiring

Wiring that is used for more than 8 hours in a day and is left connected at all times.

Permit–Required Confined Space (Permit Space)

A confined space that has one or more of the following characteristics:

  1. Contains or has the potential to contain a hazardous atmosphere;
  2. Contains a material that has the potential for engulfing an entrant;
  3. Has an internal configuration such that an entrant could be trapped or asphyxiated by inwardly converging walls or by a floor which slopes downward and tapers to a smaller cross-section; or
  4. Contains any other serious safety or health hazard such as, but not limited to, moving machinery or steam that must be secured for safe entry.
Perpetual Quasi Endowment

A Quasi Endowment that does not permit the divestment of principal and is intended to exist in perpetuity. Units may choose to receive distributions on the account as determined by the University’s spending policy.

Personal Property – Tangible and Intangible

Tangible property, other than real property, whose value is derived from its physical existence. Tangible personal property includes, but is not limited to, artwork, antiques, automobiles, books, technology hardware, furnishings, appliances, office and other equipment and personal items. Intangible property is property, other than real property, whose value stems from intangible elements rather than physical or tangible elements. Examples of intangible personal property include patents, copyrights, licenses and computer software.

Personal Residence

A house, condominium, townhouse or rental property (e.g., apartment, flat) where the employee's primary household is permanently maintained.

Petty Cash Approver (Approver)

A full-time employee of the University who has been given authority by the department head to approve reimbursement requisitions and reconciliations of a petty cash account. This person shall not have the authority to disburse cash. (Approvers may not be temporary personnel, or students who are not otherwise full-time employees of the University.)

Petty Cash Custodian (Custodian)

A full-time employee of the University who is responsible for disbursing, safeguarding, administering and reconciling their department’s petty cash fund. (Custodians may not be temporary personnel, or students who are not otherwise full-time employees of the University.) 

Petty Cash Fund

A limited dollar fund used to purchase goods when use of the University’s procurement system is impractical or cannot be used. Petty cash may be in the form of petty cash, traveler’s checks, money orders, or debit cards. The combination of cash and petty cash receipts must equal the authorized amount of the fund at all times.

Petty Checking Account

A draft account at a financial institution that is administered by another University department outside of Procurement and Supplier Diversity Services’ Accounts Payable Division and is used for specific disbursement needs where payment through the University’s general checking account is impractical or cannot be used. 

Petty Checking Approver (Approver)

A full-time employee of the University who has been given authority by the department head to approve reimbursements to and reconciliations of a Petty Checking Account. This person shall not have the authority to sign checks. (Petty Checking Approvers may not be temporary personnel, or students who are not otherwise full-time employees of the University.)

Petty Checking Custodian (Custodian)

A full-time employee of the University who is responsible for disbursing, safeguarding, administering and reconciling their department’s petty checking account. (Custodians may not be temporary personnel, or students who are not otherwise full-time employees of the University.) 

Petty Checking Signer (Signer)

A full-time employee of the University who has the authority to act as a signer of checks on the Petty Checking Account for disbursements. (Petty Checking Signers may not be temporary personnel, or students who are not otherwise full-time employees of the University.) 

PHS Awarding Component

The organizational unit of the Public Health service (PHS) within Health and Human Services (HHS) which funds the investigator’s research.

PHS Investigator

An investigator who proposes or conducts PHS-funded research.

PHS Regulation

The Public Health Service regulation establishing standards for institutional inquiries and investigations into allegations of research misconduct, which is set forth at 42 C.F.R. Part 50, Subpart A, entitled "Responsibility of PHS Awardee and Applicant Institutions for Dealing With and Reporting Possible Misconduct in Science."

PHS Support

PHS grants, contracts, or cooperative agreements or applications therefore.

Physical Violence

Exerting control over another person through the use of physical force, including hitting, punching, slapping, kicking, restraining, choking and brandishing or using any weapon.

Physicians Wellness Program (Physician Wellness)

A Health System program that collaborates with FEAP to identify and manage matters of individual clinician physical and mental health that is part of the peer review process and separate from clinical staff disciplinary functions. The Program aids clinicians in retaining or regaining optimal professional functioning, consistent with protection of patients and standards of appropriate and professional clinical behavior. 

Planned Award

Awards announced to employees where the employer agrees or promises to reward an employee after a specified time period for greater efficiency or productivity, better attendance, or safety, to remain in the employ of the University, or to improve the quality or accuracy of work produced. Planned awards are non-discretionary and will affect a non-exempt employee’s overtime rate under the Federal Fair Labor Standards Act.

Playlist

A collection of electronic content stored on the central server in a format to be displayed on video display screens connected to the HooView network.

PMI

Project Management Institute.

Policy

A system of principles that guide the management of the University's affairs. University leaders set policy by selecting courses of action from alternatives in a context of well-understood goals and of appropriate strategies that will be effective in pursuing those goals. They record their selections in policy statements that communicate to the University community how its members can comply with policy.

Postdoctoral Fellow

A postdoctoral appointee who, because of the source of funding (e.g., training grant, foreign government, individual fellowship, etc.), is not considered an employee of the University (see http://postdoc.virginia.edu/postdoc-resources/policies). Postdoctoral fellows are distinguished from postdoctoral research associates, who are typically funded through a sponsored research program, are employees of the University, and are included in this policy. Postdoctoral fellows are not governed by this policy.

Posthumous Degree

A degree conferred by the University to a deceased student.

Post–Issuance Debt Compliance

The activities undertaken following the issuance of tax-exempt debt in order to comply with federal guidelines. Failure to comply with federal guidelines could potentially render the interest of debt as taxable to investors.

Powered Industrial Truck (PIT)

Any mobile power-propelled (e.g., electric or fuel) truck used to carry, push, pull, lift, stack or tier materials. PITs can be ridden or controlled by a walking operator. Earth-moving and over-the-road haulage trucks are not included in this definition. Examples of PITs include: forklift trucks, narrow aisle rider trucks, straddle stackers and walking pallet trucks.

Preparer

The employee who performs the monthly detailed reconciliation and prepares documentation for approval.

Presidential Policy

Policy established under the authority of the President as defined in the Section 4.2 of the Manual of the Board of Visitors. It excludes academic policy related to the conferring of degrees, but includes academic management policy.

Pre–Packaged Goods/Food

Foods that are commercially prepared, sealed and then packaged for sale by a retail distributor.

Primary Email Address

The address to which the University sends official email notifications. These addresses are created for students within a few days of the University receiving their admission deposits. They are formatted as UVa computing ID @virginia.edu (e.g., mst3k@virginia.edu).

Primary Household

Houshold goods and personal effects which are maintained at the employee's main place of residence.

Primary Personal Residence

The home or apartment in which the faculty, staff, or professional research staff member resides most of the time. This does not include vacation or second homes, nor property owned but not occupied by the individual. Normally, this location will bear the official address as recorded by the city or county where the dwelling is located.

Principal Investigators/Project Directors and Other Key Personnel

Individuals whose effort is absolutely essential to the success of the proposed activity, either because of their critical leadership positions within the proposal (and consequently their intellectual guidance) or because of the uniqueness of the expertise they are contributing relative to the proposed scope of activity. ‘Key personnel’ typically include research scientists, principal scientists and senior scientists, depending on their intellectual contribution to the proposed scope of activity. Typically, replacement of any of these individuals requires approval from the sponsor. Importantly, the status of ‘Principal Investigator/Project Director’ and ‘key personnel’ does not necessarily imply salary support from the sponsor.

Private Business Use

Use in a Trade or Business carried on by or for the benefit of any Non-Governmental Person. Private Business Use does not include use of a facility by a member of the general public where the facility is open to the public and the user has no special legal entitlement to use of the facility.

Probationary Period

The period of initial employment (typically twelve months), that provides the employee and the University the opportunity to assess whether the employee is suited for the position.

Professional (Non–Credit) Certificate Program

A professional certification credential offered by one of the University’s schools in which all instruction is offered on a non-credit basis and which culminates in the conferral of a professional certificate by the University and recognized by a relevant professional organization.

Professional Effort

Work performed by key/senior personnel (e.g., faculty) on a specific sponsored activity.

Professional Employee

An employee whose work: (a) requires knowledge of an advanced type in a field of science or learning; (b) requires the consistent exercise of discretion and judgment; and (c) is predominantly intellectual and varied in character (based on Revenue Procedure 2005-11).
 

Professional Faculty

Those positions that require advanced learning and experience acquired by prolonged formal instruction and/or specialized work experience and are normally limited to librarians, counselors and other professional positions serving education, research, medical, student affairs and other such activities.

Professional Faculty Members

Perform work requiring advanced learning and experience acquired by prolonged formal instruction and/or specialized work experience and are normally limited to professional positions serving education, research, medical, student affairs, and other such activities.

Professional Research Staff

Professional staff principally engaged in research and appointed to limited terms of employment at the University. Positions include postdoctoral research associates, research scientists, senior scientists, and principal scientists.

Professional Service

Activities related to University or public service including service on national commissions, governmental agencies and boards, granting agency peer-group review panels, visiting committees or advisory groups to other universities, professional associations, and analogous bodies. The fundamental difference between these activities and consulting is that they are public or University service. Although an honorarium or equivalent may be received, these Professional Service activities are not undertaken for personal financial gain. Professional Service does not qualify as Consulting.

Program Staff

University faculty and staff who have an official role as agents of the University with Education Abroad Programs, including directors, instructors, assistants, Teaching Assistants (TAs), and approved volunteers.

Prohibited Conduct

All of the conduct defined as “Prohibited Conduct” in the University’s Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence (the “Title IX Policy”). Prohibited Conduct includes, as such terms are defined in the Title IX Policy, Sexual Assault, Sexual Exploitation, Intimate Partner Violence, Stalking, Sexual and Gender-Based Harassment, Complicity and Retaliation.

Project

A temporary endeavor undertaken to create a unique product, service or result (PMBOK, 2000 edition).

Project Management

The application of knowledge, skills, tools and techniques to mitigate risk, control budget and manage scope of tasks.

Project Manager

University of Virginia representative who may be the Facilities Management Project Manager, Maintenance Superintendent, Cost Center Manager, or other person who either oversees, plans, supervises or arranges for a maintenance, construction, renovations or demolition project within University of Virginia facilities.

Promotion Pay

A base pay adjustment reflecting an employee’s advancement in applied skills and/or responsibilities. Salary adjustment decisions are made using a holistic approach where multiple relevant factors (including the market-based pay range, employee skills and competencies, and performance) are considered in support of sound pay decision-making.

Protected Characteristics/Statuses

Age, color, disability, gender identity, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.

PTAEO

The five-segment account structure to which expenses are charged that allows for enhanced reporting. [P = Project, T = Task, A = Award, E = Expense, O = Organization.] 

Public Aircraft

An aircraft owned and operated by the United States Government, government of a State, the District of Columbia, or a territory or possession of the United States or a political subdivision of one of these governments in furtherance of a governmental function, and that is not used for commercial purposes.

Public COA

A COA issued by the FAA permitting a UAS to be operated as a public aircraft in furtherance of a governmental function.

Purchase Order (PO)

A commercial document issued by the University to a vendor, indicating types, quantities, terms and agreed prices for products or services that the vendor will provide to the University.

Purchase Requisition

The procedural method by which University departments may request the purchase of Goods and/or Services that require processing by Procurement and Supplier Diversity Services (PSDS). Purchase requisitions are generally used for situations including, but not limited to: high dollar value purchases; vendor documents requiring University signature; or restricted goods and/or services where a purchase order is not automatically created by the University department.

Pyrotechnics

1. The art of manufacturing or setting off fireworks. 2. A fireworks display.2


2The American Heritage Dictionary of the English Language, Fourth Edition copyright © 2002 by Houghton Mifflin Company. All rights reserved.