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
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.
Related Worktags		Worktags that are associated with one another in a one-to-one or one-to-many correlation in Workday to ensure valid combinations of worktags are used.
Remote deposit services		The use of a scanner and software to capture and transfer an image of a paper check to the bank for deposit. The paper check is stored by the agency for a predetermined amount of time and then destroyed.
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.
Risk		The possibility that an event will occur and affect the achievement of objectives.
Risk Assessment		A dynamic and iterative process for identifying risks to achieving agency objectives, analyzing the risks, and using that information to decide how to respond to risks.
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.
Special Revenue Funds		Used to account for the proceeds of specific revenue sources (other than trusts for individuals, private organizations, or other governments or for major capital projects) that are restricted or committed to expenditures for specified purposes other than debt service or capital projects. One or more specific restricted or committed revenues should be the foundation for a special revenue fund.
State Purchase Card		Credit card issued through the state charge card system authorized by the Department of Enterprise Services.
Statewide Accountant		Perform accounting functions for all companies. Examples include creating journals, allocations, receipt accruals, depreciation, and intercompany settlements. Approval authority for financial accounting business processes.
Statewide Accounting (SWA)		The team responsible for issuing statewide financial and administrative policies, providing financial counseling, training services, and producing statewide reports.
Statewide Budget Analyst - Capital		Perform budget reporting functions for assigned companies. Examples include reporting on company budgets and reviewing and approving agency budget amendment submissions. Approval authority for capital budgets and business processes.
Statewide Budget Analyst - Operating		Perform budget reporting functions for assigned companies. Examples include reporting on company budgets and reviewing and approving agency budget amendment submissions. Approval authority for operational budgets and business processes.
Statewide Budget Analyst - Transportation		Perform budget reporting functions for assigned companies. Examples include reporting on company budgets and reviewing and approving agency budget amendment submissions. Approval authority for transportation budgets and business processes.
Statewide Budget Manager		Perform budget functions for all companies. Examples include creating budgets, maintaining budget details, and position budgeting for Expenditure Authority Schedule. Approval authority for control budgets (EA Schedules) and business processes.
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.
Sundry Claims		Sundry claims represent injury and property loss for which the state of Washington may be responsible, but the injury or loss was not caused by the tortious activities of state employees. These claims include self-defense claims and wildlife damage claims. For information, contact the Department of Enterprise Services, Office of Risk Management.
Supplier	Financial	An entity selling a good or service to the State. Suppliers include, but are not limited to, retail businesses, consultants, contractors, manufacturers, and credit card companies. A supplier may be an individual, corporation, partnership, non-profit organization, tax exempt organization, Individuals with lived experience, caregivers for vulnerable individuals, trust, federal government or federal agency, local government or local agency, another state or another state agency, a Washington state agency, or Indian nation. For travel reimbursement purposes, a supplier may include an employee, a board member, or volunteer.
Supplier Contract Specialist		Perform supplier contract functions for assigned organizations. Examples include supplier contracts and recurring supplier invoices. Approval authority for procurement business processes.
Supplier Invoice		A Workday operational transaction used to initiate a payment to a statewide supplier with an existing supplier record.
Supplier Invoice Adjustment	Financial	A change to the amount a supplier owes and can be an increase or a decrease in the amount due.
Supplier Invoice Requestor		Initiate Supplier Invoice Requests for assigned companies that will create a Supplier Invoice and route to Accounts Payable to process. No approval authority.
Treasury fund/accounts		Accounts that have cash on deposit in and under the control of the State Treasurer and are disbursed by means of a warrant or electronic means. Treasury accounts are subject to appropriation unless specifically exempted.

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