APS Glossary of Terms

Common reference for the ChartField combination known as a FOPPS in the Finance System (or subsystems).

The spouse of an employee pursuant to a marriage recognized by the laws of the State of Colorado, if such spouse is not divorced or legally separated from the employee.

Material fiscal transaction occurring after the end of a fiscal year (June 30) and affecting an amount already recorded in the Finance System for the fiscal year in question. Examples include accounts receivable that are already recorded in the Finance System which are later determined to be uncollectible; or after the fact contracts that create liabilities or obligations to pay.

Legally separate, tax-exempt organizations whose economic resources are entirely or almost entirely for the direct benefit of the University's financial reporting entity or its constituents, and for which the University is not financially accountable. Material supporting organizations are discretely included in the University's Financial Reporting Entity. Supporting Organizations are identified at: https://content.cu.edu/controller/finance/related-orgs.html.

a framework for evaluating whether or not it is appropriate to use university funds when incurring certain expenses. The list below contains a series of questions designed to test the propriety of expenses by forming a framework for evaulating each transaction. An expenditure of university funds will be considered proper only if it meets all tests of propriety. Is this transaction: 1. For official university business? 2. In the best interests of the university? 3. The most effective way to accomplish official university business? Meaning that, without the expense, would programmatic objectives be difficult or otherwise more costly to achieve? Or would the impact, level, or quality of the achievement be reduced? 4. In compliance with applicable policies, laws, regulations, and rules; and contracts, grants, and donor restrictions including having the required approvals and authorizations by the appropriate fiscal role? Consult with the campus Controller for questions about whether or not a transaction is in compliance and with the Administrative Policy Statement "Fiscal Roles and Responsibilities" for information on fiscal roles. 5. Within the available resources of the responsibility unit, taking into consideration all outstanding commitments and encumbrances? 6. Directly beneficial to the responsibility unit where it is being charged? 7. Reasonable? Meaning that the quantity and quality of goods or services being purchased is sufficient to meet the university's identified need without exceeding it. 8. In compliance with university conflict of interest provisions? Meaning that, if an employee derives private gain, or appears to derive private gain, as a result of the transaction, then the transaction violates the conflict of interest provisions stated in Regent Law, Regent Policy, and in the Administrative Policy Statement, "Conflict of Interest Policy." If any of these questions receives a "no" response, then the expense is not appropriate for university funds. Evaluating the propriety of university expenses requires the exercise of a high degree of judgment and discernment. Therefore, consider the following when deciding whether or not a particular transaction is a proper use of university funds. • "Would a university outsider such as your dentist, a teacher at the local elementary school, the clerk at your grocery store, or your neighbor – consider the expenditure to be a reasonable and necessary expense of public funds? • "Would you want others such as newspaper, radio, television, or other media outlets knowing and reporting about the expenditure?" Think about whether an outsider, such as the general public or an auditor, would consider the expenditure a reasonable expense for university business and an appropriate use of university funds.

Situation where an external party (such as regulatory bodies, customers, vendors, sponsors) may be unsatisfied with the University's performance and may desire to seek a legal course of action to address their concerns. And for which a legal action has not yet been filed with the appropriate campus legal office, but for which you are aware of the party's intent to file in the near future. Examples include an investigation conducted by a government agency in which enforcement proceedings against the University have not been initiated; or a situation a customer is contemplating a lawsuit to force the University to pay damages.

All funds appropriated, generated, awarded, donated or otherwise received by the University regardless of their source. With the exception of University Physicians Incorporated (UPI) funds, the term University Funds does not include Agency Funds (Fund 80) that the University maintains for legally separate External Student Organizations or other entities.

Any form of recorded information, regardless of physical characteristics, that is created, received, maintained, or legally filed in the course of university business. 

University record does not include:

1. Materials preserved or appropriate for preservation because of the historical value of the materials;
2. Library books, pamphlets, newspapers, or museum material made, acquired, or preserved for reference, historical, or exhibition purposes; 
3. Private papers, manuscripts, letters, diaries, pictures, biographies, books, and maps, including materials and collections previously owned by persons other than the state or any political subdivision thereof and transferred by them to the university.
4. Non-records (see definition in APS Glossary of Terms)

University staff are employees who are exempt from the rules, procedures and regulations that govern the state of Colorado personnel system per Section 24-50-135, C.R.S.  University staff positions are subject to all other applicable federal and state law and regulations, as well as laws and policies set forth by the University of Colorado Board of Regents and other University policies. (The term “officer and exempt professional” was replaced with the term “university staff” effective April 17, 2015.)