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 | |
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| Account |
A fiscal and accounting entity with a self-balancing set of general ledger codes in which cash and other financial resources, together with all related liabilities and residual equities or balances, and changes therein, are recorded and segregated for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations, restrictions, or limitations. For reporting purposes, the state identifies major accounts, and administratively combines all remaining accounts into roll-up funds. Most accounts are set up in state law to isolate specific activities. |
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| Account code |
The three-character alpha/numeric code assigned by OFM to identify each account. (See the Fund Reference Manual.) |
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| Accountant |
Perform accounting functions for assigned companies. Ability to view and initiate accounting journals. No approval authority. |
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| Accounting Date Override |
The date that determines the fiscal period to which the transaction posts. In Workday, the Accounting Date Override field defaults to the current date, but it can be overridden to post to a prior period if that period is open. |
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| Accounting Financial Reporting System (AFRS) |
The state's current general ledger accounting system, which will be replaced by the new, cloud-based Workday ERP system. |
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| Accounting Journal Sources |
In Workday, each Journal Source is used for a certain category of transactions for an accounting journal and invokes specific requirements and restrictions. Refer to WAAM Chapter 200 - Financial Accounting, for a detailed listing of each Accounting Journal Source. |
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| Accounting Manager |
Ability to view, initiate and approve accounting journals, specifically those initiated by Statewide Accountants. Responsible for the open and close of periods (Fiscal Months). This is a statewide role. |
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| Accounting Operations Lead |
Perform accounting functions for assigned companies. Ability to view, initiate and approve accounting journals. Ability to initiate and approve financial transactions. |
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| Accounts Payable Data Entry Specialist - Agency |
Performs Accounts Payable data entry functions for assigned companies. This role can create Supplier Invoices, create Recurring Supplier Invoices, create Supplier Invoice Adjustments, and view/change/cancel Supplier Invoices. Create Miscellaneous Payment Requests and Miscellaneous Payees. Initiate Payment Returns and Escheat Payments. No approval authority. |
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| Accounts Payable Operations Lead - Agency |
Approval authority for Supplier Invoice, Supplier Invoice Adjustment, Miscellaneous Payment Request, and 1099 Adjustment Business Processes for assigned companies. Can also perform Accounts Payable data entry functions for assigned companies. Cannot approve anything they create. |
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| Accounts Receivable Operations Lead |
Perform most transactions related to customer accounts receivable for assigned companies. Has ability to view, initiate, and approve customer invoices, customer payments, customer refunds, bad debt write-offs, etc., including all the tasks of those roles they are supervising. Cannot approve a transaction they have created. |
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| Accrual basis |
The basis of accounting whereby revenues are recognized when they are earned and measurable regardless of when collected, and expenses are recorded on a matching basis when incurred. All proprietary and fiduciary funds use the accrual basis of accounting. |
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| Accrued expenditures |
Expenditures that meet the appropriate recognition criteria of the account type involved but have not been paid. Accrued expenditures are expected to be paid in a subsequent accounting period. |
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| Accrued liabilities |
Liabilities reflecting the obligation to pay for goods or services that have been incurred or received but not paid for by the end of the accounting period. Accrued liabilities related to refunds of revenue are offset to the revenue originally recorded. |
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| Accrued revenues |
Revenues that meet the appropriate recognition criteria of the fund type involved, but are not realized until a subsequent accounting period. Also refers to Accrual Basis and Modified Accrual Basis. |
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| Ad Hoc Bank Transaction Specialist |
Perform ad hoc bank transaction functions for assigned companies. This role is used to create, copy, edit, view, and cancel miscellaneous journal entries directly affecting the treasury cash ledger account. No approval authority. |
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| Administering Agencies |
An agency designated by the Office of Financial Management (OFM) to provide general oversight of financial accounting activity, including cash management, at the fund level. |
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| Agency |
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| Agency 1099 Specialist |
Perform 1099 reporting functions for assigned companies. This role can review the 1099 Audit Report, review the 1099 Work Area, review the 1099 Report, review the Find 1099 Report and create 1099 Adjustments (cannot edit or delete). No approval authority. |
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| Agency Budget Manager |
Perform budget functions for assigned companies. Examples include creating, reviewing and approving budget amendments on behalf of assigned company and submitting budget amendments to OFM. Review various budget reports. Budget amendment approval authority for assigned companies. |
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| Agency Budget Specialist |
Perform budget functions for assigned companies. Examples include creating and reviewing budget amendments, and assisting with the submission of budget amendments to OFM. Review various budget reports. Provide support for assigned companies budget business processes. No approval authority. |
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| Allocation |
Spending authority assigned to an agency from a lump-sum appropriation that is designated for expenditure by specific governmental units and/or for specific purposes, activities, or objects. For example, the Legislature may provide a lump-sum appropriation to OFM for allocation to agencies on an as-needed basis, or according to specified criteria. |
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| Allocation Analyst |
Ability to view statistic definitions, statistics, allocation definitions, and reporting for assigned companies. |
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| Allocation Operations Lead |
Ability to finalize (post) generated allocations in pro forma status for assigned companies. Oversees the overall set up and running of an agency's allocations. |
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| Allocation Plan Accountant |
Approves Bypass Allocation accounting journals for DSHS. Can view all allocation pool data entry and reporting. For DSHS only. |
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| Allocation Plan Accounting Manager |
Ability to create accounting journals and approve Bypass Allocation accounting journals for assigned companies. View allocation pool data entry and reporting. For HHS Agencies only. |
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| Allocation Plan Analyst |
Ability to view allocation plans, pools and hierarchies, statistic definitions, statistic values, allocation definitions, allocation pool worktag override rule and reporting for assigned companies. For HHS Agencies only. |
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| Allocation Plan Operations Lead |
Ability to process the allocation plan for assigned companies. Can view all allocation pool data entry and reporting. For HHS Agencies only. |
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| Allocation Plan Specialist |
Create, maintain, and view allocation plans, allocation pools and hierarchies, statistic definitions, statistic values, allocation definitions, and allocation pool worktag override rule for assigned companies. Can upload EIBs and view reporting. Access to this role is limited. |
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| Allocation Specialist |
Ability to create, maintain and view the statistic definitions, statistics, and allocation definitions for assigned companies. Processes Allocation job through schedule or manually, reviews draft and pro forma journal entries and remediates errors. |
