Policy Directory by Glossary Terms

The rate the University is authorized to charge federal sponsors to cover F&A costs for sponsored programs. The rates are set based on location (On-Grounds/On-Campus or Off-Grounds/Off-Campus) and the type of activity (organized research, instruction, other sponsored program, intergovernmental personnel agreement, and Department of Defense contracts/subcontracts). For federally funded sponsored programs, rates are applied as a percentage of the modified total direct costs supporting the sponsored program. The federal agency that approves the University’s F&A rates is the Department of Health and Human Services.

Costs that are incurred for common or joint objectives benefiting more than one cost objective and therefore cannot be identified readily and specifically with a particular cost objective, a sponsored program, an instructional activity, or any other institutional activity.

University program that provides comprehensive, confidential, onsite employee assistance services (such as short-term counseling, assessment, and referral services) to University employees and their families. (For more information, see FEAP website.)

Faculty misconduct is defined as any professional misconduct committed by an academic faculty member as described in the following categories: Research Misconduct, Academic Misconduct, Misconduct in Patient Care, Nonacademic Misconduct, and Retaliation. Examples are given in Guidance on Addressing Faculty Conduct Issues and Administering Disciplinary Action. A particular instance of misconduct could fall within more than one of these categories.

1. Research Misconduct is the fabrication, falsification, or plagiarism, in proposing, performing, or reviewing research or in reporting research results. It does not include honest error or honest differences in interpretations or judgments of data. (from RES-004: Research Misconduct)
2. Academic Misconduct is a violation of professional ethics by a faculty member that falls into these categories: fabrication, falsification, or plagiarism related to academic functions that does not fall within the category of Research Misconduct; compromising the integrity of a faculty governance process; abuse of power for academic benefit; and abuses and violations of principles of academic freedom (the faculty member’s and others’) as defined in the Faculty Handbook. Research Misconduct as defined by RES-004: Research Misconduct is excluded from this definition.
3. Misconduct in Patient Care encompasses a range of unethical and unprofessional behaviors by clinical faculty that violate standards of patient care, may jeopardize patient safety, and/or can potentially lead to an action on clinical privileges.
4. Nonacademic Misconduct is a violation of professional conduct by a faculty member, including a violation of the University Code of Ethics for Faculty and Staff, University policies, or federal and state laws, that does not fall solely within the definitions of Academic Misconduct, Research Misconduct, or Misconduct in Patient Care. This includes conduct normally investigated by the Office for Equal Opportunity and Civil Rights (including the Title IX Office), Human Resources/Employee Relations, University Police, or Audit & Compliance.
5. Retaliation is materially adverse action taken by a faculty member against an individual because they: (a) submitted a good faith report of allegations of Faculty Misconduct; (b) assisted or participated in the review or assessment of such allegations; and/or (c) assisted or participated in an investigation of such allegations. Materially adverse action is action that is likely to discourage a reasonable person from engaging in the activities described in elements (a), (b), and/or (c).

A representative body consisting of members elected from each of the schools.

A faculty employee who is hired to complete a short-term and/or part-time academic work assignment, such as teaching one or more courses for one or two academic terms. Faculty wage employees are not eligible for leave or other benefits and are exempt from the Fair Labor Standards Act.

Federal law establishing overtime pay, minimum wage and child labor requirements affecting full-time and part-time employees. Overtime pay at a rate of not less than one and one-half times the regular rate of pay is required after 40 hours of work in a workweek for those employees covered by the Act (non-exempt).

Includes any spouse or dependent child.

Provides an eligible employee with up to 12 workweeks of unpaid, job-protected leave without pay (or up to 26 weeks for qualified Military Leave) during a Leave Plan Year for the specified FMLA reasons set forth in this policy in compliance with the Family and Medical Leave Act (FMLA) of 1993.

Provides an employee up to 12 workweeks of unpaid leave during a 12-month period for family or medical leave and ensures the employee is reinstated to the same or an equivalent position following the leave period in accordance with FMLA guidelines.

National aviation authority of the United States.  As an agency of the United States Department of Transportation, it has authority to regulate and oversee all aspects of American civil aviation.

A grant, contract, cooperative agreement, or other transactions received directly from a federal agency as well as federally funded sub-awards received by the University from other organizations.

Research whose procedures and results are legally knowable only by individuals with United States government security clearance.

A division within the U.S. Department of Transportation.

The independent organization that establishes standards of accounting and financial reporting for non-governmental entities (e.g., private industry, non-profit organizations). This includes University-Associated Organizations.

A significant financial interest that could directly and significantly affect the design, conduct, or reporting of the investigator’s research.

• Carries the name “The Rector and Visitors of the University of Virginia;” and/or
• Uses the University’s Tax Identification Number; and/or
• Records receipts or disbursements of University funds; and/or
• Holds financial assets for the University; and/or
• Processes financial transactions for the University.

Anything of monetary value held by a covered member or a covered member’s immediate family member, including, but not limited to:

• Gifts to covered members from a business, government, organization.
• Salary, wages, or payments from an outside firm or business.
• Ownership interests in an outside firm or business.
• License or revenue from Institutional technology.

Financial interest does not include salary, reimbursement, or travel payment originating from UVA; or grants or contracts processed by the UVA Office of Sponsored Programs. Specific reporting thresholds are identified and may be updated from time to time in the specific financial interests reporting systems used by covered members.

Includes:

• Gifts or pledges to the University of $100,000 or greater from any entity or person, including real estate.
• Royalty payments to the University which exceed $100,000 (either per transaction or in the aggregate) from the licensing of University intellectual property.
• Equity, ownership, or financial interests held by the University where such interests have: a) a value in excess of $100,000 in publicly traded companies; or b) a value of any amount in a non-publicly traded entity.

Any combination of explosives and combustibles set off to generate colored lights, smoke, or noise.

A device consisting of a combination of explosives and combustibles, set off to generate colored lights, smoke and noise for amusement.¹
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¹The American Heritage Dictionary of the English Language, Third Edition copyright © 1992 by Houghton Mifflin Company. Electronic version licensed from INSO Corporation; further reproduction and distribution restricted in accordance with the Copyright Law of the U.S. All rights reserved..
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Possessing the physical, emotional, and mental capacities to safely and effectively perform the essential functions of an employee’s job, with or without reasonable Americans with Disabilities Act accommodation, in a manner that does not present a direct threat of harm to self or others. Fitness for duty includes, but is not limited to, being free of alcohol- or drug-induced (whether or not legitimately prescribed) impairment that affects job functioning.

A professional assessment of an employee’s physical, emotional, or mental capacities, that is carried out by an independent, licensed healthcare provider with expertise to determine if an employee is or is not capable of effectively performing their essential job functions without posing a threat to their own safety or the safety of others.

The written agreement, between the unit leader and the employee, which documents the structure and approval of the flexible work option.

Management options allowing work from alternative work locations, or on alternative work schedules, or a combination of the two.

The University’s solely authorized agent for lock and key control, responsible for hardware maintenance, upgrades, and modifications, and for key creation and destruction.

An individual not a U.S. citizen or U.S. national (8 USC 1401 et seq).

A natural person who is not a U.S. citizen, lawful permanent resident (green card holder) or protected individual (formally granted asylum or refugee status). It also means any foreign corporation, business association, partnership, trust, society or any other entity or group that is not incorporated or organized to do business in the United States, as well as international organizations, foreign governments and any agency or subdivision of foreign governments (e.g., diplomatic missions). An equivalent term used by the Department of Commerce is “foreign national.”

Any state or territory in the United States other than the Commonwealth of Virginia.

A United States Citizenship and Immigration Services form mandated for use by employers in the United States to verify the identity and employment authorization of individuals hired for employment within the United States.

The act of temporarily assuming the responsibility of daily care and supervision for a child removed from their birth family home due to issues endangering their health and/or safety.

The name of the UVA chart of accounts. FDM strings are comprised of required and optional worktags and are included on every transaction.

FOs are organizations in relationship with the University through an approved agreement and are governed by the Inter-Fraternity Council (IFC), Inter-Sorority Council (ISC), Multicultural Greek Council (MGC), or National Pan Hellenic Council (NPC), and which offer educational, service, and social opportunities for their members. The University does not use the concept of "recognizing" FOs. FOs operate independently of the University and are not agents, servants, or employees of the University. They do not have the authority to act for or commit the University to any activity, transaction, or agreement. The University does not supervise, direct, or control the FOs’ activities. FOs are comprised entirely of University students.

The intentional deception perpetrated by an individual or individuals, or an organization, which could result in a tangible or intangible benefit to themselves, the University, the commonwealth, or others. Fraud includes a false representation of a matter of fact (whether by words or by conduct, by false or misleading statements, or by concealment of that which should have been disclosed) that deceives or is intended to deceive. Intentional deception may be inferred from the totality of the circumstances, including statements and conduct, and does not need to be proven with direct evidence.

A transaction involving Fraud, whether committed by internal or external parties. Examples of Fraudulent Transactions include, but are not limited to the following acts:

• Embezzlement or financial irregularity
• Misappropriation of cash, funds, or property
• Authorizing or receiving payment for goods not received or services not performed
• Misrepresentation, forgery, or falsification of financial or non-financial documents and/or entries (e.g., timesheets, payroll, leave reports, invoices, travel vouchers, academic and administrative records)
• Misrepresentation or falsification of conflict of interest or other related disclosures
• Misrepresentation or falsification of procurement-related information, including level of delegated authority
• Charging personal purchases to a University account or purchasing card
• Intentional misstatement or omission of financial, accounting, or financial reporting information
• Taking gifts or bribes or colluding with a vendor to defraud the University
• Submitting an invoice or a claim for reimbursement that is not substantiated or has already been paid from another source
• Unauthorized use of:
  • University property or resources, including University information
  • University employees to perform non-University business
  • Faculty or staff identification cards
• Knowingly:
  • Certifying compliance with regulatory or sponsor requirements when such requirements have not been met
  • Preparing financial or non-financial reports that are misleading or intended to obscure actual performance
• Any other transaction that represents a knowing and willful violation of applicable federal or state laws and regulations or University policies and procedures.

An employee who is treated as such under University standards and practices, or whose normal work schedule is 40 hours or more per week.

A unit that indicates the workload of an employee or student in a way that makes effort comparable across various contexts. An FTE of 1.0 is equivalent to a full-time employee or student, while an FTE of 0.5 signals half of a full work or academic load.

The ratio of the total number of hours of a full-time position in comparison to the hours on a less than full-time position.

A faculty member employed by UVA whose workload is 1.0 Full-Time Equivalent (FTE).

A student undertaking a course of study that is identified in the Student Information System (SIS) as a full-time approved academic load.

Pools of money differentiated by sources and constraints placed on the use of the resources. Examples include State, Local, Restricted, Unrestricted, etc. In the University Finance System, each Fund is represented by a separate Fund number (e.g., FD001).

A school’s or unit’s available cumulative net position, inclusive of operating surplus/deficit and any carryforward. Fund balances appear in the general ledger and may also be referred to as "Expendable Fund Balances." Fiscal year-end fund balances only include actuals; any other time throughout the year, fund balances include all obligations and commitments (what is expendable).

Any fund balance that is in a deficit as of fiscal year-end.

A fund (a five-digit alpha-numeric field in the University’s financial system, but not the Medical Center’s accounting system) that represents a pool of money differentiated by sources and constraints placed on the use of the resources. Examples include state vs. local funds, restricted, restricted expendable (earnings on endowment or gifts), unrestricted, etc. The type of funds is indicated in the chart of accounts as defined in the table below:

The proposal record in UVA's electronic research administration system that consists of application materials, critical budgetary and compliance data, and required approvals and certifications from study team participants and authorized officials.