Accounting

Statewide Accounting glossary

This is a list of terms used within the Washington Administrative and Accounting Manual (WAAM) and within Workday. To find a term, enter it in in the search box, and select 'Apply'.

Term	Category	Definition
Organization Security Group	Cross Application	An organization security group is one whose members are any workers assigned to that organization.
Phase 1A Scope		The replacement of AFRS with the new Workday ERP system, including accounts receivable, cost allocation, accounts payable, spending plans, purchase authority, banking, fixed assets, interagency payments, and more.
Predefined security Group	Cross Application	Workers are assigned to the predefined security groups through a business process. These groups cannot be changed except by reversing the business process or executing a new business process, such as applying for a position, or being hired. Examples include: Employee, Contingent Worker, and Applicant.
Program		Any of the major activities of an agency expressed as a primary function or organizational unit. Agencies may not alter their program structure without the explicit approval of the Legislature and OFM.
Project		Accumulates costs for planned work over a period of time for planned outcome that may be capitalized or expensed. Project types include non-billable, billable, capital and opportunity. Project can be subdivided into sub-projects, phases and tasks. Refer to Workday Term Worktag: Project.
Proprietary fund		A fund classification used to account for the state's ongoing organizations and activities that are similar to those often found in the private sector. These funds are considered self-supporting in that the services rendered by them are financed through user charges or on a cost reimbursement basis. There are two types of proprietary funds: enterprise funds and internal service funds.
Purchase		The Acquisition of goods or services, including the leasing or renting of goods.
Purchase order		(A16) - A document that authorizes the delivery of specified merchandise or the rendering of certain services. This form is used by agencies to encumber, liquidate, and authorize payment for such purchase requisition requests.
Purchase requisition		(A15) - A form used by agencies to request the Department of Enterprise Services, to order materials, supplies, and equipment, or to request an amendment of a previous requisition.
Quest		An internal tool the Agency Readiness Team (ART) uses to track and respond to agency questions.
RAID (Risk, Action Items, Issues, Decisions)		A management approach for identifying, analyzing, and managing risks, action items, issues, and decisions through to closure, reducing program risk.
Receipts		Unless otherwise qualified, cash received during a fiscal year irrespective of when the monies are earned.
Reference ID	Integration	A unique identifier for a specific instance of a business object in Workday. Reference IDs are used to look up data for integration purposes.
Retainage		Those portions of cash amounts due to be paid to a contractor for work completed that are held back (retained) by the agency/institution and not paid until some later date; often at substantial completion or at final completion of the work, according to the terms and conditions of the contract and any relevant legal statue; as a security for proper performance of work and fulfillment of contractor's requirements.
Revolving fund/account		An internal service fund established to carry out a cycle of operations. The amounts expended from the account are restored to the account from earnings from operations or by transfers from other accounts, so that the account is always intact.
Role-Based Security Group	Cross Application	A role-based security group specifies one organization role and includes workers in job positions defined for that organization role.
Roles	Cross Application	Roles define a group of people with specific responsibilities and permissions. When a business process runs, the role for each step includes all of the workers in that role in the business process target organization.
Security Group	Cross Application	A security group is a collection of users, or a collection of objects that are related to users. Allowing a security group access to a securable item in a security policy grants access to the users associated with the security group.
Security Role Mappings		The mapping of security roles, positions, and employees from present security roles in agencies to map employees to security roles through positions.
Sole source		A contractor providing goods or services of such a unique nature or sole availability at the location required that the contractor is clearly and justifiably the only practicable source (best source) to provide the goods or services. Refers to a procurement situation where the goods or services are of such a unique nature or sole availability at the location required that one vendor is clearly and justifiably the only practicable source to provide the goods or services.
Statewide Accounting (SWA)		The team responsible for issuing statewide financial and administrative policies, providing financial counseling, training services, and producing statewide reports.
Statewide Worktags		Statewide worktags are worktags that are available across all companies. They include the following: Company, Fund, Region, Ledger, Spend Category, Information Technology (IT) Cost Category, Revenue Category, Sales Items, and Fiscal Period of Service.
Subobject		A refined breakdown of object of expenditures relating to particular items or item categories.
Subprogram		A general term describing specific activities within an agency program.
Supplier Invoice Adjustment	Financial	A change to the amount a supplier owes and can be an increase or a decrease in the amount due.
Treasury funds/accounts		Accounts that have cash on deposit in and under the control of the State Treasurer and are disbursed by means of a warrant of electronic means. Treasury accounts are subject to appropriation unless specifically exempted.
Treasury Management System (TMS)	Financial	Managed by the Office of State Treasurer (OST), the Treasury Management System integrates with a typical bank and provides functional features that enable users to manage all types of foreign currency exchange transactions.
Unanticipated receipts		Revenue received which has not been appropriated by the Legislature. The Governor has the authority to approve the allotment of such money within the guidelines of the intent in which they were received and the statutory guidelines of RCW 43.79.270.
Unique Agency Testers		Testers identified based on the unique security role assigned to an agency staff member to test the functionality, business processes, security role permissions, and usability of the OneWA Workday solution.
Useful life		An estimate of the total time that an asset is usable and in service.

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