Term | Definition | Context
(Policy Area) |
AA | Affirmative Action | Work Environment |
AAP | Affirmative Action Plan | Work Environment |
Abandoned Project | The cancellation of all or part of a contract or purchase order to procure, manufacture, or assemble an item of Property, Plant, and Capital Equipment (PP&E). These costs, less any salvage credits, will be distributed over the remaining units of property within the project for project accounting purposes, except where such distribution significantly distorts the cost of the remaining property units. Where such distortion occurs, the costs of the abandoned project or project segment may be closed from Construction Work in Progress (CWIP) to Abandoned Projects (Budget and Reporting Classification Code YN, Other Costs and Credits). All charges to abandoned projects shall be approved by DOE. | Accounting |
Abstract | A summary statement provided in the TREX expense report that reflects (1) major highlights, (2) benefits, and (3) results of the trip. Each of the three attributes should be included in the abstract statement. | Travel |
Academic Personnel Manual (APM) | The Academic Personnel Manual (APM) includes policies and procedures pertaining to the employment relationship between an academic appointee and the University of California. | Types of Employee Appointments |
Acceptance | The point at which the division is notified that the required functionality was provided and the product is acceptable for use | Accounting |
Access without Consent | Access, beyond monitoring, to Laboratory IT that is normally available to a single user without that user’s permission | Information Technology |
Accident | An accident is an incident that occurs on the job where: Through an employee's own actions he/she is injured; or through an employee's actions, another employee or individual is injured; or an employee creates a hazardous situation that presents danger, either to the employee or another employee or individual; or the employee is involved in a vehicular accident in a Laboratory vehicle or in his or her personally owned vehicle while on Laboratory business. | Work Environment |
Accountable Plan Reimbursement | An IRS expense reimbursement allowance that meets all of the following IRS documentation requirements:
1. Amount of expense incurred
2. Number of days spent on business
3. Business place or location
4. Business purpose | Payroll |
Accounts Receivable | Money owed to Berkeley Lab by an employee or other entity for reimbursement of costs; or a WFO sponsor for research, goods, and services provided by Berkeley Lab on a specified award | Accounting |
Active Duty or Call to Active Duty Status | For purposes of Family and Medical Leave Act (FMLA) Qualifying Exigency Leave, "active duty or call to active duty status" is defined as duty under a call or order to active duty (or notification of an impending call or order to active duty) in support of a contingency operation, as defined under the FMLA. | Leaves of Absence |
Actual Stores Losses | Unplanned inventory decreases, in either units or value, caused by shrinkage, deterioration, damage, obsolescence, or loss of utility | Accounting |
Administratively Controlled Items | Personal property items for which there is no requirement for formal property records to be maintained, but for which DOE offices have determined that property records will be maintained for various control purposes |
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Advance | Funds paid by a WFO sponsor, usually as a condition of Berkeley Lab beginning work on an award. The advance is held in a deferred revenue account until such time as it is drawn down (usually the last 90-120 days of the award). | Accounting |
Advance Balance | The amount of the advance payment remaining on the award | Accounting |
Affiliate Faculty | Faculty members from any university or college who are not Berkeley Lab employees but are engaged in Berkeley Lab activities on Berkeley Lab property. These individuals may fall into one or more of the following categories: Users, Scientific Collaborators. | Types of Employee Appointments |
Affiliates | Non-Laboratory employees engaged in on-site Laboratory activities. Affiliates are subject to training in safety and other subjects. They are also issued a Berkeley Lab identification badge. Affiliates may receive system accounts, research access to facilities, and a per diem allowance for housing and living expenses.
Examples: Facility users, scientific collaborators, students | Types of Employee Appointments |
AFSCME | American Federation of State, County, and Municipal Employees | HR Policies Overview |
After Hours | After hours refers to the time frame in which the Berkeley Lab shuttle bus service is not in operation. After hours typically includes Monday through Friday from 7:30 p.m. to 6:30 a.m., weekends, and holidays. | Vehicles at LBNL |
Alcohol Intoxication | A person is deemed to have alcohol intoxication when an alcohol test has a result of a blood alcohol content (BAC) of 0.08 or greater (49 CFR 40.285). | Work Environment |
Allocable | A cost charged to one or more cost objectives in accordance with the relative benefit received or other equitable relationship | Financial General Policies and Information |
Allocate | To assign an item of cost, or a group of items of cost, to one or more cost objectives. This term includes both direct assignment of cost and the reassignment of a share from an indirect cost pool. | Financial General Policies and Information |
Allowance for Doubtful Accounts | A valuation account (i.e., a contra asset) subtracted from trade receivables on the balance sheet | Accounting |
Allowance for Loss on Stores Inventory | A contra stores inventory account normally carrying a credit balance. The Allowance for Loss on Stores Inventory account is a reserve for inventory losses due to shrinkage, deterioration, damage, obsolescence, or loss of utility. | Accounting |
American Flag Carrier | See U.S. Flag Carrier. | Travel |
American Recovery and Reinvestment Act of 2009 (ARRA) | A $787 billion economic stimulus package signed into law by President Barack Obama on February 17, 2009. A percentage of the package targets spending (contracts, grants, and loans) and the rest includes tax cuts and entitlements such as Medicaid and Social Security Administration payments. | Budget |
Anonymous Accounts | System accounts established to run background processes and/or to test and maintain system capabilities | Financial Business Systems |
Anticipated Power Interruptions | The Laboratory may experience or plan for periods of reduced power. In some areas, such interruptions may require lighting, temperature, and humidity changes as well as restricted use of electrical equipment. | Emergency Services |
APM | Academic Personnel Manual | Types of Employee Appointments |
Apparent Cause | The most probable / reasonable cause(s) of an incident that management has the control to fix through effective corrective actions. There may be more than one apparent cause for a given incident. | Issues Management |
Approval (for Travel) | The process of granting permission. This is required prior to the purchase of a travel ticket. | Travel |
ARF | Affiliate Registry Form | Types of Employee Appointments |
Arm’s-Length Bargaining | A process in which the parties involved are dealing from equal bargaining positions, neither party is subject to the other's control or dominant influence, and the transaction is treated with fairness, integrity, and legality | Financial General Policies and Information |
ASE | Academic Student Employee | Types of Employee Appointments |
ASPR | Annual Performance Review Summary | Employee Development |
Assessment | The act of reviewing, inspecting, testing, checking, conducting surveillances, auditing, or otherwise determining and documenting whether items, processes, or services meet specified requirements | Quality Assurance |
At-Will | Employees with an at-will employment status may be terminated from their appointment, up to and including termination from employment, at any time with or without cause or notice | Types of Employee Appointments, Recruitment |
Audit Closure | The proposed corrective actions of the audit are completed and the auditor agrees that it satisfactorily addresses the deficiency identified. Closure of external audits should generally take no longer than one year after issuance of the final report. Exceptions require a written justification be submitted to DOE, entered in DARTS, and be subject to audit. | Financial General Policies and Information |
Audit Observation | A practice or condition that is not technically noncompliant with an external or internal regulation or requirement, but could lead to noncompliance if left unaddressed | Financial General Policies and Information |
Audit Recommendation | A practice or condition that is not a noncompliance, but is a suggested way of improving a practice or condition | Financial General Policies and Information |
Audit Resolution | An agreement between the primary organization and the auditor on corrective actions to be taken for audit findings and recommendations (i.e., management concurs with the findings and recommendations, or a management decision is issued indicating concurrence and expected completion dates) | Financial General Policies and Information |
Audit Response | A written comment by management indicating agreement or disagreement on reported findings and recommendations. Comments indicating agreement on draft reports must include planned corrective actions and dates for achieving such actions. Comments indicating disagreement should fully explain the reason(s) for disagreement. Disagreements on internal audit findings and recommendations should be resolved before issuance of the final report. | Financial General Policies and Information |
Authoritative Document | A document that is controlled to ensure that it is accurate, current, appropriately distributed, and approved by authorized individuals because it contains information that if improperly managed could reasonably be expected to substantially diminish the ability of the institution to meet mission requirements or to protect safety, health, environment, or property
Examples: Laboratory policies, Laboratory processes, design specifications, engineering drawings | Document Management |
Authorization | To formally or officially grant permission. This is required prior to the purchase of any foreign travel ticket. | Travel |
Automatic Data Processing Equipment | (See definition for Information Technology.) Note: This cross‐reference will serve as a transitional reference until the term “Information Technology” is used more broadly within the DOE Complex. |
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B&R | DOE Budget and Reporting classification code. See Budget and Reporting (B&R) Code (Classification). | Budget |
B2B | Electronic commerce allowing direct purchasing via a catalog through a designated Web site, filling in an online order form, or by sending the supplier a standard fax form without going through the Procurement Department | Accounting |
BAC | Blood alcohol content | Work Environment |
Bad Debts (DOE Contract 31) | Actual or estimated losses arising from uncollectible accounts receivable due from customers and other claims, and any directly associated costs such as collection costs and legal costs | Accounting |
BAR | The Laboratory’s PeopleSoft Billing and Accounts Receivable System | Accounting |
BARC | Budget and Reporting Classification | Budget |
BCD&A | Background Check Disclosure & Authorization | Recruitment |
BCP | Business Continuity Plan | Emergency Services |
Beneficial Occupancy | The point at which the facility is turned over to the user or occupants | Accounting |
Berkeley Lab Driving Requirements Document | An institutional document that (1) is mandated by the DOE/Berkeley Lab Contract, applicable regulations, or UC, and approved by at least Berkeley Lab senior management; and (2) drives institutional policies, processes, or other documents | Laboratory General Information |
Bestowment Funds | Funds provided to a specific department, division, or program by grant, donation, or gift from public or private foundations, corporations, or individuals for the purpose of furthering research, development, and/or education | Accounting |
Betterment | (1) Improvements that result in better quality, higher capacity, or an extended useful life; or (2) work that is required to accommodate regulatory and other requirement changes | Accounting |
BLI | Berkeley Lab Learning Institute | HR Policies Overview |
Book Value | Acquisition cost less depreciation |
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Borrower | A DOE office, contractor, facility, or other federal, state, or local government agency or other organization that can provide a valid federal contract number or other official basis for the loan of property |
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Break in Service | A break in service is a separation of at least one scheduled working day of Laboratory/University employment. Authorized leave without pay and time on preferential rehire status do not constitute a break in service. | Compensation and Work Hours |
BSO | DOE Berkeley Site Office | Budget |
Budget and Reporting (B&R) Code (Classification) | A DOE-defined classification of financial activity prescribed for use in the formulation of budgets; for the reporting of obligations, costs, and revenues; and for the control and measurement of actual execution versus budgeted performance. B&R is one of six funding fields used by the DOE Management Analysis and Reporting System (MARS) system to identify the DOE program funding source. The other funding fields are: Fund Type, Program Task Number, BRN, BRN Sub, and Reimbursable Work Order (Work for Others only). The combination of these six funding fields is critical as to how projects are set up and costs are applied to funding. | Accounting |
Bulk Purchases | Single purchase of like items in a lot, with the cost of each individual item being below the established capitalization criterion | Accounting |
Burden | An indirect cost. This term is sometimes used interchangeably with overhead. For Berkeley Lab, burdens tend to be local in nature, and apply to particular divisions or functions, such as procurement, travel, or organization burden. Also refers to the “tax” that is allocated to a direct cost objective to recover the cost of a set of indirect activities. | Accounting |
Burdened | Indirect costs. Laboratory burdens tend to be local in nature, and apply to particular divisions or functions, such as procurement burden, travel burden, or organization burden. Also refers to the "tax" that is allocated to a direct cost objective to recover the cost of a set of indirect activities. | Financial General Policies and Information |
Burn Rate | The rate at which costs are incurred | Budget |
Business Class | A premium class of accommodation offered by the airlines that is higher than coach and lower than first class, in both cost and amenities | Travel |
Business System | A computerized information system or business and financial application that provides the end-to-end delivery of information. Data is an integral part of running the business, including all computerized processes and the software needed to satisfy business requirements. A business system comprises computerized processes, input controls, the stored business data, and reports and other output formats. | Financial Business Systems |
Business Systems Analysis (BSA) Unit | A unit that is responsible for ensuring that OCFO business systems are responsive to the needs of Berkeley Lab, and that systems strategies and plans are effectively communicated. The BSA Unit partners with OCFO functional units and IT Division professionals in the planning, design, testing, implementation, and maintenance of automated information systems. | Financial Business Systems |
BZ Project | Allowable and/or unallowable project established for each Laboratory-hosted/co-hosted event. The BZ project is used to collect registration fees and other external funds and to pay invoices for event costs. Overhead costs (i.e., burdens or taxes) within a BZ project are applied to travel, procurement, and event expenses. | Financial Management |
CA | California |
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CAFDC | Cost Allowability Funding Determination Council | Furniture |
Calendar Day | A calendar day is the 24-hour period from midnight of one day to midnight of the next day. | Compensation and Work Hours |
Calendar Week | A calendar week extends from 12:01 a.m. Sunday to midnight the following Saturday. | Compensation and Work Hours |
California Environmental Quality Act (CEQA) | California statute mandating procedures for analyzing, disclosing, and mitigating environmental impacts. | NEPA-CEQA |
California Nonresident | An individual living outside California | Payroll |
CalPERS | California Public Employees' Retirement System | Compensation and Work Hours |
Capital Equipment | A movable, tangible item of equipment, with a value meeting the capitalization threshold | Accounting |
Capitalization | In accounting, the recording of a fixed asset that allows the related value of the fixed asset (cost) to be allocated or depreciated (expensed) over the life of the asset | Accounting |
Capitalize | To record and carry forward into one or more future periods all or any part of expenditures from which the benefits or proceeds will then be realized | Accounting |
CAT | Crisis Action Team | Work Environment |
Catastrophic Bereavement Loss | The employee has exhausted his/her sick and vacation leave and has not exhausted his/her bereavement leave entitlement. | Leaves of Absence |
Catastrophic Casualty Loss | A serious financial loss is suffered by an employee due to a terrorist attack, fire, or other natural disaster, including severe damage or destruction of the employee’s primary residence, regardless of whether it has been declared a major disaster or emergency by the President of the United States. | Leaves of Absence |
Catastrophic Illness or Injury | A serious, life-threatening illness, injury, impairment, or physical or mental condition that:
1. Is expected to incapacitate the employee or the employee’s family member and
2. Causes a loss of income due to the employee having exhausted all paid leave accruals and
3. Creates absence(s) that are not currently eligible to receive payment of temporary disability benefits from either workers' compensation or the employee-paid Supplemental Disability Insurance benefits (employees may receive payment from the employer-paid Short-Term Disability Insurance); and
4. Is projected to cause a minimum of 30 days' absence in a calendar year, and involves:
a. A period of illness or injury or treatment connected with inpatient care (e.g., an overnight stay) in a hospital, hospice, or residential medical care facility or
b. A period of illness or injury requiring absence of more than seven calendar days from work, and that also involves continuing treatment by (or under the supervision of) a licensed health care provider or
c. A period of illness or injury (or treatment) due to a chronic serious health condition (e.g., asthma, diabetes, epilepsy, etc.) or
d. A period of illness or injury that is long-term due to a condition for which treatment may be ineffective (e.g., stroke, terminal disease) or
e. An absence to receive multiple treatments (including any period of recovery from the treatments) either for restorative surgery after an accident or other injury, or for a chronic condition, (e.g., cancer or kidney disease) | Leaves of Absence |
CATS | Corrective Action Tracking System | Document Mgmt |
CBA | Collective bargaining agreement | HR Policies Overview |
CDL | Commercial driver's license | Work Environment |
CEQA | California Environmental Quality Act | NEPA-CEQA |
Certifier | A Berkeley Lab employee designated to review and certify invoices, and to validate the receipt of goods or services prior to payment. Certification does not authorize the commitment of funds. | Accounting |
Certify | To confirm formally that expenses claimed were incurred on official business on the dates shown and that the expenses identified are in compliance with the Laboratory Travel Policy | Travel |
CFR | Code of Federal Regulations |
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CFRA | California Family Rights Act | Leaves of Absence |
CFR-TDP | Code of Federal Regulations – Testing Designated Position | Work Environment |
Change, Editorial | In regard to changes to documents, these include, for example, typos, format, grammar; updating hyperlinks, document number changes; and editing text to clarify or be consistent with existing requirements within the document and/or with other institutional documents | Document Management |
Change, Major | In regard to changes to documents, this category includes the addition of a new institutional document, the retirement of an obsolete document, or revision to an existing document that significantly changes its meaning, requirements, responsibilities or method of implementation, or is an extensive rewrite of an existing document. May have high impact on other institutional documents | Document Management |
Change, Major + 30 day | In regard to changes to documents, this is a major change to HR policy that affects employment terms and conditions. The 30-day comment period starts with policy notice announced in Today at Berkeley Lab (TABL). | Document Management |
Change, Minor | In regard to changes to documents, this is a change that makes no substantial alteration in requirements or responsibilities, in the judgment of the Senor Line Manager and/or Policy Area Manager. | Document Management |
Change-of-Station | Change-of-Station (COS) applies to employees who expect to be assigned at a Berkeley Lab site for more than 12 months. COS employees are offered the same relocation benefits as Permanent Change-of-Station employees. | Recruitment |
Chart Fields | Laboratory general ledger account numbers, B&R codes, resource categories, project and resource types, and DOE reporting codes | Accounting |
Child | • A biological, adopted, step-, or foster child of the employee or a legal ward of the employee or
• A person for whom the employee stands in loco parentis, meaning “in place of the parent,” for whom the employee has day-to-day caretaking or financial responsibilities
• A person under 18 or incapable of self-care due to a mental or physical disability | Leaves of Absence |
CHRO | Chief Human Resources and Diversity Officer | HR Policies Overview |
CMV | Commercial motor vehicle | Work Environment |
CNA | California Nurses Association | HR Policies Overview |
Coach Class | The basic class of accommodations offered to travelers regardless of fare paid | Travel |
Co-host | An organization that shares event hosting responsibilities with another (see Host). An event co-host exists if more than one organization shares control of the conduct or management of the event, or provides some form of non-monetary services. | Financial Management |
Collaboration | Working jointly or together with Berkeley Lab in an intellectual endeavor with a set goal or purpose, such as furthering the research or accomplish the objective(s) of the research. | Payroll |
Collision Damage Waiver (CDW) | Covers damage to or loss of a rental car | Travel |
Commercial Off-the- Shelf (COTS) | Software purchased from a vendor that is ready with little or no changes | Accounting |
Common Carrier | An organization that transports people or goods from one place to another for a fee | Travel |
Compensation above Salary Limits for Work for Others Agreements | Compensation for researchers working on grants and cooperative agreements may be subject to limitations by federal law or provisions of specific Work for Others agreements. The cost of salaries and wages in excess of the limitations are unallowable under Contract 31 and must be covered by bestowments or other non-federal funds. | Accounting |
Component | One of the parts that make up a system. A component may be hardware, software, or firmware and may be subdivided into other components. |
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Confidential Employees | Employees who hold positions requiring access to confidential information used for meeting and conferring or for processing grievances. Employees not designated as confidential employees, who assist or advise management on a temporary basis and in so doing are privy to confidential information, may be determined to be confidential employees for the period of time they are privy to information used for meeting and conferring purposes or grievance handling. Such employees will be notified of their temporary confidential status. | HR Policies Overview |
Configuration Management | The process of identifying and defining the configuration items in a system, controlling the release and change of these items throughout the system life cycle, and the recording and reporting of the status of configuration items and change requests | Quality Assurance |
Conflict of Interest | Contract 31, Clause I.66, Organizational Conflicts of Interest, ensures that the UC Regents (and its employees) are not biased because of financial, contractual, organizational, or other interests that relate to the work under the Contract, and that there is no unfair competitive advantage over other parties due to the performance under the Contract. | Accounting |
Construction | The erection, installation, or assembly of a new plant facility. Construction includes equipment installed in and made part of the facility; related site preparation, excavation, filling, landscaping, or other land improvements; and the design of the facility. | Accounting |
Construction Work in Progress (CWIP) | A general ledger account that captures in-process costs incurred for property, plant, and equipment that complies with accounting standards and capitalization criteria in Chapter 10 of the DOE Financial Management Handbook | Accounting |
Consultant | An individual acting on his or her own behalf who personally provides expert advisory and/or assistance services of a technical or professional nature. Consultants provide technical, scientific, engineering, and/or administrative expertise not otherwise available to the Laboratory. | Procurement |
Consultant Agreement | An agreement between the Laboratory and an individual consultant with special knowledge or expertise for the performance of consulting services. | Procurement |
Consulting Services | Services that are "hands-off" in nature and are limited to expert advisory and/or assistance services consisting of information, advice, opinions, alternatives, conclusions, or recommendations to Laboratory personnel, including studies, analyses, and evaluations, that are personally provided by a technical or professional consultant | Procurement |
Continental United States (CONUS) | The territory of the United States that is within North America between Canada and Mexico, and the adjacent territorial waters | Travel |
Continuous Service | Service is continuous if an employee is on pay status each month without a break in service. | Compensation and Work Hours |
| “Contract 31” refers to Contract No. DE-AC02-05CH11231, the contract between the U.S. Department of Energy and the University of California (UC) describing the terms for UC to manage Berkeley Lab. The contract includes a statement of work (SOW) for the science missions, and details the requirements for managing the operations and business of Berkeley Lab. | Requirements Management |
Contract Modification (MOD) | DOE-produced document that provides Berkeley Lab the budget authority to enter into obligations that will result in immediate or future outlays involving government funds | Budget |
Contracting Activity | An organizational element that has the authority to award and administer contracting and financial assistance instruments |
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Contracting Officer | An employee authorized to enter into, administer, and/or terminate contracts, financial assistance awards, leases, and/or sales contracts and make related determinations and findings |
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Contractor Supporting Research (CSR) | Funds provided to the Laboratory by the University of California. For research at the Laboratory, selection of the projects funded with CSR funds is made at the discretion of the Laboratory Director or designee. | Accounting |
Contractor-Developed Software | Software that Berkeley Lab pays a contractor to design, program, install, and implement, including new software and the modification of existing or purchased software | Accounting |
Controlled Document | A document whose changes are managed so as to provide users with current and reliable information. See Berkeley Lab process 10.06.001.001 for detailed information. | Laboratory General Information |
Controlled Substances | Controlled substances as defined in Schedules I-V of the Controlled Substances Act (21 United States Code [USC] §812) and 21 Code of Federal Regulations (CFR) 1308 | Work Environment |
Cooperative Agreement | An agreement between the University of California and one or more participants under which the government (through Berkeley Lab) provides personnel services, facilities, equipment, or other resources (with or without reimbursement) towards the conduct of specified research or development efforts that are consistent with the mission of the Laboratory | Accounting |
Cooperative Research and Development Agreement (CRADA) | An agreement between the University of California and one or more non-Federal participants under which the government (through Berkeley Lab) provides personnel services, facilities, equipment, intellectual property, or other resources (with or without reimbursement) and the non-Federal parties provide funds, personnel, services, facilities, equipment, intellectual property, or other resources (with or without reimbursement) towards the conduct of specified research or development efforts that are consistent with the mission of the Laboratory | Accounting |
Core Hours | The time when employees are normally expected to be at work: 9:30 a.m. through 11:30 a.m. and 1:30 p.m. through 3:30 p.m. | Compensation and Work Hours |
Corrective Action | An action that eliminates a deficiency and/or the cause of an issue or audit finding, and prevents or significantly reduces the likelihood of the same problem occurring again | Issues Management |
COS | Change of Station | Recruitment |
Co-sponsor | An organization that shares voluntary contributions/support for the meeting (i.e., a benefactor) |
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Cost Input | The cost, except G&A expenses, that for program costing purposes is allocable to the production of goods and services during a cost-accounting period | Budget |
Cost Objective | A function, organizational subdivision, program, or other work unit for which cost data are desired and for which provision is made to accumulate and measure the cost of processes, products, jobs, projects, etc. | Financial General Policies and Information |
Covered Military Member | For purposes of Family and Medical Leave Act (FMLA) Qualifying Exigency Leave, a covered military member is a member of the reserve components (Army National Guard of the United States, Army Reserve, Navy Reserve, Air National Guard of the United States, Air Force Reserve, and Coast Guard Reserve) or a retired member of the regular Armed Forces or Reserve who is on "active duty or call to active duty status" in support of a contingency operation. | Leaves of Absence |
Criminal Drug Statute | A criminal drug federal or nonfederal statute involving the manufacture, distribution, dispensation, use, or possession of any controlled substance | Work Environment |
CSEE | Center for Science and Engineering Education | Workplace |
CSO | Creative Services Office | Document Mgmt |
CSR | Contractor Supporting Research | Budget |
CSU | California State University | Workplace |
CUE | Coalition of University Employees | HR Policies Overview |
CW | Contract Worker | Types of Employee Appointments |
CWIP | Construction Work in Progress | Accounting |
Data Fields | Budget and Reporting (B&R) Budget Classification Code, Fund Code, General Ledger (GL) Account; Management Analysis and Reporting Systems (MARS) Code; Resource Type, Resource Category, and Project Type | Financial Business Systems |
Day Shift | The standard day-shift workday for full-time employees is 8 hours per day, 8 a.m. to 4 p.m. | Compensation and Work Hours |
Deliverable | Work product or output, resulting from addressing a requirement, that is provided to the contracting agency as demonstration of compliance to the requirement | Requirements Management |
Demilitarization | The act of destroying the military offensive or defensive advantages inherent in certain types of equipment or material, using the methods specified in the Defense Demilitarization Manual, DoD 4160.21‐M‐1. |
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Department of Energy Acquisition Regulation (DEAR) | A document that establishes uniform acquisition policies that implement and supplement the Federal Acquisition Regulation (FAR). It is not, by itself, a complete document and must be used in conjunction with the FAR and the U. S. Department of Energy (DOE) Contract No. DE-AC02-05CH11231 (Contract 31). | Financial General Policies and Information |
Departmental Motor Equipment Fleet Manager | The individual responsible for developing and implementing DOE motor equipment policy and for conducting oversight of the DOE motor equipment program. The individuals designated as property executives are the Departmental Motor Equipment Fleet Managers for their respective organizations. |
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Depreciation | The allocation of the cost of an asset over the useful service life for accounting purposes | Accounting |
DER | Designated Employer Representative | Work Environment |
Design Structural Engineer | The Structural Engineer-of-Record for a capital improvement project | Major Construction |
Designated Employer Representative (DER) | An employee authorized by the employer to take immediate action(s) to remove employees from safety-sensitive duties, or cause employees to be removed from these covered duties, and to make required decisions in the testing and evaluation processes. The DER also receives test results and other communications for the employer, consistent with the requirements of 49 CFR 40. | Work Environment |
DFEH | California Department of Fair Employment and Housing | Work Environment |
DHHS | Department of Health and Human Services | Work Environment |
Direct Operations | Operations conducted by DOE personnel |
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Direct or Indirect Report | The organizational relationship between an employee and a supervisor or manager. A direct report is immediately accountable to one director, supervisor, or manager, as defined in the Laboratory’s Human Resources Information System (HRIS). An indirect report is one or more organizational levels below the direct report. | Travel |
Disposal | The process of redistributing, transferring, donating, selling, abandoning, destroying, or other disposition of Government‐owned personal property. |
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Division Pcard | Berkeley Lab-issued credit card used by division representatives to make low-value purchases as allowed by Procurement policy | Accounting |
Document | Written, visual, audio-, or video-recorded information stored in the form of hard copy, film, magnetic tape, electronic data, or in an online, Web-based format | Requirements Management |
Document Information | Also referred to as document "metadata," and includes (but is not limited to) titles, document numbers, revision dates, and, for traceability, the related source requirements and implementing documents’ information | Requirements Management |
Document Management | A business-management process that ensures organizational access to current, reliable, and concise information. The document-management process includes document control, change control, configuration control, periodic review, and communication/distribution. | Requirements Management |
DOE | Department of Energy |
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DOE Financial Assistance Rules | DOE regulations that establish a uniform administrative system for application, award, and administration of assistance awards, including grants and cooperative agreements. Appendix D – Page: 2 LBNL PUB-3032, June 21, 2010 |
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DOE Integrated Contractor | A contractor who has a management and operating (M&O) contract that uses DOE funds to finance its operations under a cost-type contract; maintains a separate set of accounts and records for the recording and reporting costs on the contract are maintained in accordance with DOE accounting practices and procedures, and whose accounts, maintained for operations under the contract, are integrated with those of DOE. | Budget |
DOE Management and Operating (M&O) Contractors | Private-sector companies, universities, and nonprofit organizations that manage DOE national laboratories and production installations through a Management and Operating (M&O) contract | Non-DOE Funded Project Mechanisms |
DOE Organization | • A DOE federal management activity, such as an Operations Office, Support Office, Field Office, Area Office, Site Office, and Project Office
• A DOE laboratory staffed by federal employees
• The NNSA, except where specifically excluded |
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DOE Screening Period | The period of time that reportable excess personal property is screened throughout DOE for reutilization purposes and, for selected items, through the Used Energy‐Related Laboratory Equipment (ERLE) Grant Program |
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DOE Work Authorization | DOE-produced programmatic document that specifies activities for which the funds are to be used | Budget |
Domestic Loan | The temporary transfer of idled U.S. government property or materials to a DOE office or contractor, laboratory, other government entity or other organization for uses that will benefit the U.S. government and the borrower |
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Domestic Partner | The individual designated as an employee’s domestic partner under one of the following methods:
• Registration of the partnership with the state of California
• Establishment of a same-sex legal union, other than marriage, formed in another jurisdiction that is substantially equivalent to a state of California-registered domestic partnership
• Filing of a Declaration of Domestic Partnership form with the University of California
If an individual has not been designated as an employee’s domestic partner by any of the above methods, the following criteria are applicable in defining domestic partner:
• The individual is the employee’s sole domestic partner in a long-term, committed relationship with the intention to remain so indefinitely and
• Neither individual is legally married to someone else or a partner in another domestic partnership and
• The individuals are not related by blood to a degree of closeness that would prohibit legal marriage in the state of California and
• Each individual is 18 years of age or older and capable of consenting to the relationship and
• The individuals share a common residence and are financially interdependent | Recruitment |
Domestic Travel | Travel within United States and its possessions, or travel from a foreign country to the United States | Travel |
DOT | Department of Transportation | Work Environment |
DOT-TDP | Department of Transportation – Testing Designated Position | Work Environment |
Doubtful Account | An account balance for which collection appears uncertain. Such accounts are termed “bad debts” and are usually written off as an expense. | Accounting |
Drug or Alcohol Conviction | A conviction is a finding of guilt (including a plea of nolo contendere) or imposition of sentence, or both, by any judicial body charged with responsibility to determine violations of any criminal drug or alcohol statutes. | Work Environment |
DSC | Division Staff Committee | Types of Employee Appointments |
EAA | Employee Activities Association | Work Environment |
EAP | Employee Assistance Program | HR Policies Overview |
eBuy | The Laboratory’s electronic commerce ordering system for purchasing low-value catalog items. eBuy allows Laboratory personnel to purchase items directly from a supplier’s Web catalog. | Financial General Policies and Information |
EDD | Employment Development Department |
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Educationally Useful Federal Equipment | Computers and related peripheral tools (e.g., printers, modems, routers, and servers), including telecommunications and research equipment, that are appropriate for use in pre‐kindergarten, elementary, middle, or secondary school education. It also includes computer software, where the transfer of licenses is permitted. |
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Education‐Related and Federal Research Equipment | Includes but is not limited to DOE‐owned property in FSCG 34, 36, 41, 52, 60, 61, 66, 67, 70, and 74, and other related equipment, which is deemed appropriate for use in improving math and science curricula or activities for elementary and secondary school education, or for the conduct of technical and scientific education and research activities |
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EEO | Equal Employment Opportunity | Work Environment |
EEO/AA | Equal Employment Opportunity / Affirmative Action | Work Environment |
EEOC | Equal Employment Opportunity Commission | Work Environment |
EH&S | Environment, Health & Safety (the Laboratory division) | General Policy – ES&H |
EH&S-RPG | EH&S – Radiation Protection Group | Laboratory General Information |
EH&S-SEO | EH&S – Security & Emergency Operations Group | Laboratory General Information |
| Electronic System for Research Administration (eSRA) | Berkeley Lab's electronic proposal and award management system | Bridge Funding for Sponsored Research Projects |
Elementary and Secondary Schools | Individual public or private educational institutions encompassing kindergarten through 12th grade, as well as public school districts |
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Eligible Institution | Any nonprofit educational institution of higher learning such as universities, colleges, junior colleges, and technical institutes or museums located in the United States and interested in establishing or upgrading energy‐oriented education programs |
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Eligible Recipient | Local elementary and secondary schools and nonprofit organizations. Appendix D – Page: 3 LBNL PUB-3032, June 21, 2010 |
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ELR | Employee and Labor Relations | HR Policies Overview |
Employee | An individual who receives a paycheck from the Laboratory | Travel |
Employee (re Signature Authority) | For the purposes of this policy, any Laboratory employee who receives a paycheck from the Laboratory and any UC employee who has been granted signature authority at the Laboratory | Financial General Policies and Information |
Employee Assistance Program (EAP) | A program of counseling, referral, and educational services concerning illegal drug use and other medical, mental, emotional, or personal problems of employees, particularly those that adversely affect behavior and job performance. Employees are encouraged to self-refer for substance abuse problems and to seek confidential assistance. Berkeley Lab’s EAP provider is UC CARE Services. | Work Environment |
Employee Organization Business | Per the Relations with Employee Organizations policy, the term "employee organization business" is used to define all legal activities of an employee organization including, but not limited to, meetings, dues collection, soliciting, distributing, and campaigning. | Relations with Employee Organizations |
Energy‐Oriented Education Program | One that deals partially or entirely in energy or energy‐related topics |
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Enhanced User Access | Additional access to system capabilities that provide read/write permissions and/or read access to sensitive information | Financial Business Systems |
Environment | For National Environmental Policy Act (NEPA) and California Environmental Quality Act (CEQA) purposes, the environment represents the entirety of physical surroundings, natural and man-made, both on and off the main Berkeley Lab site. | NEPA-CEQA |
Environmental Impacts | For National Environmental Policy Act (NEPA) and California Environmental Quality Act (CEQA) purposes, environmental impacts are effects to any of the various components of that environment. These include effects on natural resources (air, water, plant and animal species, etc.), man-made resources (historical and archaeological items, traffic conditions, public services), and subjective conditions (visual quality, noise, land use, etc.). | NEPA-CEQA |
eProcurement (ePro) | An online ordering source that is part of the PeopleSoft/Oracle Financial Management System (FMS) and is used for processing the Laboratory's purchases via the Procurement Department. | Accounting |
Equipment | For property management purposes, any item of personal property having a unit acquisition cost of $5,000 or more and having the potential for maintaining its integrity (i.e., not expendable due to use) as an item. |
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Equipment Held for Future Projects | Equipment being retained, based on approved justifications, for a known future use, or for a potential use in planned projects |
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Equity Increases | Increases in salary to remedy salary inequities may be granted on a targeted basis to address internal or market alignment. | Compensation and Work Hours |
Equivalent Job | An equivalent job is any career position with the Laboratory or the University at a beginning salary at least equal to the salary paid the employee in the job from which that employee was laid off, regardless of salary range. | Compensation and Work Hours |
ERIP | Employee Referral Incentive Program | Recruitment |
ES&H | Environment, Safety & Health (the subject matter associated with DOE programs) | General Policy – ES&H |
Especially Designed or Prepared Property | Equipment, materials, and technology designed or prepared especially for use in the nuclear fuel cycle and described in the International Atomic Energy Agency Information Circular 254 Part 1, the Nuclear Suppliers Group Trigger List |
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Event | Any formal activity that involves the dissemination or exchange of trade, business, professional, or technical information with employees or peers | Events, Planning and Financial |
Exception to Policy | An action that exceeds what is allowable under current policy or that is not expressly provided for under policy. Any such action must be treated as an exception. | HR Policies Overview |
Excess Baggage | Baggage in excess of the carrier's size and weight limit | Travel |
Excess Inventory | Inventory or material stocks that exceed the demand expected in the normal course of operations because the amount on hand is more than can be sold or used in the foreseeable future, does not meet management’s criteria to be held in reserve for future sale or use, and is not required as a safety or insurance margin. Excess items are those items that are more cost-effective to dispose of than to hold. | Accounting |
Executive Officer | The University President or the Chancellor or the Laboratory Director | HR Policies Overview |
Exempt Employees | Exempt employees are defined as employees who, based on their duties performed and manner of compensation, shall be exempt from the minimum-wage and overtime provisions of the Fair Labor Standards Act (FLSA). Because of hourly pay practices, an employee appointed to work a variable-time schedule in an exempt title shall be treated as a non-exempt employee subject to FLSA minimum-wage and overtime provisions.
Exempt employees shall be paid an established monthly or annual salary and are expected to fulfill the duties of their positions regardless of hours worked. Exempt employees are not eligible to receive overtime compensation or compensatory time off, and are not required to adhere to strict time, record keeping, and attendance rules for pay purposes. Exempt titles are identified in title and pay plans. | Compensation and Work Hours |
Exhibitor | An individual or organization that participates in the event to display or present products and services relative to the purpose of the event | Events, Planning and Financial |
Experimental Vehicle | A vehicle acquired solely for testing and research purposes or otherwise designated for experimental purposes. Such vehicles are the object of testing and research as differentiated from those used as vehicular support to testing and research. Experimental vehicles are not used for passenger-carrying services unless required as part of a testing/evaluation program, and are not subject to statutory price limitations or authorization limitations. |
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Export Controlled Information | Unclassified U.S. government technical information under DOE cognizance that, if proposed for export by the private sector, would require a Department of Commerce or Department of State validated license or a DOE authorization, and which, if given uncontrolled release, could reasonably be expected to have adverse affect on U.S. national security or nuclear nonproliferation objectives |
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Export Controlled Property | Property that is subject to licensing by the U.S. Department of Commerce, the U.S. Department of State, or the U.S. Nuclear Regulatory Commission, or authorization by the U. S. Department of Energy |
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Expressly Unallowable Cost | A particular item or type of cost that, under the express provisions of an applicable law, regulation, or contract, is specifically named and stated to be unallowable | Financial General Policies and Information |
Extended Workweek | An extended workweek is a planned schedule exceeding the normal 40-hour workweek for more than four consecutive weeks at a regular Laboratory site or a temporary assignment at locations away from regular Laboratory sites. | Compensation and Work Hours |
Extension Education Course | A continuing adult education course or certificate program | Employee Development |
Fabrication | A tangible, self-constructed asset meeting the capitalization threshold. It must be a unique or custom-built device not available in the open market. To qualify as a fabrication, any modification or improvement of off-the-shelf equipment must be a betterment that significantly increases its value, functionality, or life. | Accounting |
Facility in Standby | A complete plant or section of a plant that is neither in service nor declared excess |
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Faculty Scientist/Engineer | University of California (UC) faculty members who may be paid by the campus or by the campus and the Laboratory. These are Berkeley Lab employees who participate in Laboratory programs. This appointment is eligible for Faculty Summer Salary from Berkeley Lab. | Types of Employee Appointments |
Faculty Senior Scientist/Engineer | University of California (UC) tenured faculty (or on track to be tenured faculty) members who may be paid by the campus or by the campus and the Laboratory. These are Berkeley Lab employees who participate in Laboratory programs. They also have a well-established relationship with the Laboratory and an ongoing program of research that involves Laboratory staff and resources. This appointment is eligible for Faculty Summer Salary from Berkeley Lab. | Types of Employee Appointments |
Faculty Summer Salary | Either a University of California (UC) Faculty Scientist/Engineer or Faculty Senior Scientist/Engineer who receives summer salary support directly from Berkeley Lab (through Berkeley Lab Payroll) during the summer period as defined by UC Academic Pay Policies. | Compensation and Work Hours |
Fair Labor Standards Act | The Fair Labor Standards Act is a federal law whose basic requirements are: Payment of the federal minimum wage; overtime pay for time worked over 40 hours in a workweek (for non-exempt employees only); restrictions on the employment of children; and record keeping. | Compensation and Work Hours |
Family Member | For purposes of Crime Victim Leave – a spouse, domestic partner, parent, child (including child of a domestic partner), sibling, grandparent, in-law, or step-relative in the same relationship | Leaves of Absence |
FARs | Federal Acquisition Regulations |
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Federal Acquisition Regulation (FAR) | The primary regulation for use by all federal executive agencies in their acquisition of supplies and services with appropriated funds | Financial General Policies and Information |
Federal Records | Records, except University-owned records, acquired or generated by the contractor in the performance of Contract 31 | Archives and Records Management |
Federal Sponsor | Any entity that is part of the federal government | Budget |
FederalReporting.gov | The central government-wide data-collection system for federal agencies and recipients of federal awards under Section 1512 of the Recovery Act. Recipients access FederalReporting.gov to fulfill their reporting obligations. Federal agencies, prime recipients, and sub-recipients are required to submit data on a quarterly basis for grants, loans, and federally awarded contracts under the Recovery Act. | Budget |
Federal Travel Regulation (FTR) | The Federal Travel Regulation (FTR) is the document that details statutory requirements and Executive Branch policies for travel by federal civilian employees and others authorized to travel at government expense. The Laboratory is required to comply with certain provisions of the FTR. | Travel |
Fellowship | Generally, a payment made to an individual in support of his or her pursuit of study or research | Payroll |
Felony Conviction | A finding of guilt for any felony violation (including a plea of nolo contendere) or imposition of sentence, or both, by any judicial body charged with responsibility to determine violations of any felony statutes | Recruitment, Work Environment |
Field Budget Submission | DOE Annual Budget Call each spring for inclusion in the President’s budget presented to Congress. Field budget formulation takes place two years prior to the execution year. | Budget |
Field Work Proposal (FWP) | Proposal forms frequently used in responding to request for proposal to DOE | Budget |
Final Cost Objective | A cost objective to which is allocated both direct and indirect costs and which is one of the final accumulation points | Budget |
First Class | Generally, the highest class of accommodation offered by the airlines in terms of both cost and amenities and termed “first-class” by the airlines and any reservation system | Travel |
Fixed Time | An employee's work schedule that is not subject to change or fluctuation from week to week or month to month. There are two types of fixed time: full time and part time. Full-time employees work at 100% time. Part-time employees work less than 100% time. | Compensation and Work Hours |
FLSA | Fair Labor Standards Act | Compensation and Work Hours |
Fly America Act | Public law (commonly referred to as the Fly America Act) that, in general, requires that foreign air travel funded with federal dollars be done on U.S. flag air carriers | Travel |
FML | Family and Medical Leave | Leaves of Absence |
FMLA | Family Medical Leave Act | Leaves of Absence |
Foreign | Any area outside the United States, Puerto Rico, American Samoa, Guam, the Trust Territory of the Pacific Islands, and the Virgin Islands |
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Foreign Loan | Any foreign shipment of government property or materials to a non‐DOE recipient, and which property or materials does not involve joint exercises or joint use between DOE and the foreign recipient for uses that will benefit the U.S. government and the borrower |
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Foreign Service Post | The local diplomatic or consular post in the area where the excess personal property is located |
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Foreign Travel | Travel from the United States to a foreign country (including Canada and Mexico) and return, or travel between foreign countries | Travel |
Formal Complaint | • A claim by an individual employee regarding a specific management act that is alleged to have adversely affected the employee’s existing terms and conditions of employment or
• A claim by an individual employee that he/she has been adversely affected by a management action in violation of a provision of the Laboratory’s Requirements and Policies Manual (RPM) | Problem Resolution |
FTE | Full-time Equivalent | Compensation and Work Hours |
Full Cost | The sum of all costs required by a cost object, including the costs of activities performed by other entities, regardless of funding sources | Accounting |
Full Time | Full-time status is fixed time at 40 hours per workweek. | Compensation and Work Hours |
Full-time Academic Program | In adherence to the school’s definition of a full-time course schedule | Types of Employee Appointments |
Full-time Schedule | A schedule involving complete workweeks or calendar months | Compensation and Work Hours |
Functional Area | A grouping of individuals based on the function each performs in the organization (for example, Human Resources or IT). A division, department, or office at the Laboratory. Functional areas may have oversight of one or more policy areas, or may share responsibility for a policy area with another function. | Requirements Management |
General and Administrative (G&A) | Any management, financial, and other expense incurred by or allocated to the Laboratory that is for the general management and administration of the Laboratory as a whole. G&A expense does not include management expenses whose beneficial or causal relationship to cost objectives can be more directly measured by a base other than the established value-added cost input base. | Budget |
General Services Administration (GSA) | An independent agency of the U.S. government established in 1949 to help manage and support the basic functioning of federal agencies | Travel |
Generally Accepted Accounting Principles (GAAP) | A widely accepted set of rules, conventions, standards, and procedures for reporting financial information, as established by the Financial Accounting Standards Board (FASB) and the Federal Accounting Standards Advisory Board (FASAB). | Accounting |
Gift | Anything of assignable value that is voluntarily and legally transferred to the Laboratory’s ownership and possession. A contribution to the Regents of the University of California that is donative in intent, bestowed voluntarily and without expectation of tangible compensation for which, in general, contractual or other requirements are not imposed. Gifts are awarded irrevocably. Gifts are not Work for Others (WFO), nor an extramural contract or grant; and therefore, impose no contractual requirements. Any proposed gift must support the scientific mission of the Laboratory. | Accounting |
GLOW | UC Berkeley's GradLink-on-the-Web | Types of Employee Appointments |
GPA | Grade point average | Types of Employee Appointments |
Graded Approach | The process by which the levels of analysis, documentation, verification, and other controls necessary to comply with program requirements are developed commensurate with specified factors | Quality Assurance |
Grant | A financial assistance mechanism that provides money, property, or both to an eligible entity to carry out an approved project or activity. A grant is used whenever the grantor anticipates no substantial programmatic involvement with the recipient during performance of the financially assisted activities. | Payroll |
Green Card Holder | Also known as Permanent U.S. Resident | Recruitment |
Green Card Test (see Resident Alien) | An alien who is considered a U.S. resident if the individual was a lawful permanent resident of the United States at any time during the calendar year. This is known as the “green card test” because the alien holds an immigrant visa (green card). | Payroll |
GSHIP | Graduate Student Health Insurance Program | Types of Employee Appointments |
GSI | Graduate Student Instructor | Types of Employee Appointments |
GSR | Graduate Student Researcher | Types of Employee Appointments |
GSRA | Graduate Student Research Assistant | Types of Employee Appointments |
Guidelines | An abridged set of practical instructions and advice, readily accessible and reader friendly, to assist in the interpretation and implementation of policies, regulations, and procedures. Guidelines do not generate or replace policies or requirements.
Example: Environment, Health, & Safety (EH&S) Division Chemical Storage Guidelines | Requirements Management |
Hazardous Property | Any personal property, including scrap or waste, that is ignitable, explosive, corrosive, reactive, or toxic because of its quantity, concentration, or physical, chemical, or infectious characteristics, or that is deemed a hazardous material, chemical substance or mixture, or hazardous waste under the Hazardous Material Transportation Act, the Resource Conservation and Recovery Act, or the Toxic Substances Control Act. Such property can be in solid, liquid, semi‐liquid, or contained gas form and may cause or significantly contribute to an increase in mortality or illness, or pose present or potential hazards to human health or the environment when improperly used, treated, stored, transported, disposed of, or mismanaged. Among other things, it includes hazardous materials and hazardous wastes as defined in the Federal Property Management Regulation (FPMR). |
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Head of the Contracting Activity | The head of a departmental element who has been delegated authority by the Director for Procurement and Assistance Management to: award and administer contracts, sales contracts, and/or financial assistance instruments; appoint contracting officers, Organizational Property Management Officers (OPMOs), or Property Administrators (PAs) to represent him/her in administering all contract requirements and obligations relating to government personal property; and exercise the overall responsibility for managing the contracting activity |
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Heads of Field Organizations | The heads of any departmental office located outside the Washington, D.C., metropolitan area. In addition, the Federal Energy Regulatory Commission and the Office of Headquarters Procurement Operations are considered field organizations for purposes of the DOE 580 series directives. |
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HEERA | Higher Education Employer-Employee Relations Act | HR Policies Overview |
High Risk Personal Property | Property that, because of its potential impact on public health and safety, the environment, national security interests, or proliferation concerns, must be controlled and disposed of in other than the routine manner |
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Home Institution | The institution or organization that hires the employee and that manages the employee’s payroll/benefits | Budget |
Honorarium (to others) | A token payment or award granted in recognition of a short-term service (such as a lecture or discussion), on which custom or propriety forbids a price to be set | Payroll |
Host | An organization that has control over the conduct or management of the event (e.g., sufficient to influence costs, venue, program content, or similar aspects). | Events, Planning and Financial |
Host Institution | The institution or organization for which the employee performs the other appointment | Budget |
HR | Human Resources | HR Policies Overview |
HRC | Human Resources Center | HR Policies Overview |
HRCM | Human Resources Center Manager | Workplace |
HRD | Human Resources Department | HR Policies Overview |
HRIS | Human Resources Information System | HR Policies Overview |
HRLT | HR Leadership Team | HR Policies Overview |
IBEW | International Brotherhood of Electrical Workers | Types of Employee Appointments |
Idle Property | Property or material not currently being used but that is not excess |
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ILA | Interlocation Appointments |
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Illegal Drugs | A controlled substance, as specified in Schedules I through V of the Controlled Substance Act, 21 USC 811, 812. The term “illegal drugs” does not apply to the use of a controlled substance in accordance with terms of a valid prescription, or other uses authorized by law. | Work Environment |
Implementing Document | A document required to carry out a policy, process, procedure, system, or work instruction.
Examples: Expense form; Corrective Action Tracking System (CATS) Database User Manual; Environment, Health & Safety (EH&S) Division Chemical Storage Guidelines | Requirements Management |
Implementing Mechanism | A means to implement a policy or requirement, such as a document, training, program, communication or notification, role, and so forth | Requirements Management |
Incidental Expenses | Fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses, and others on ships. On foreign travel, laundry and dry cleaning are also considered incidental expenses. | Travel |
Indirect Cost | Any cost identified with two or more joint final cost objectives that cannot be identified specifically with a particular activity or project | Budget |
Indirect Cost Pool | A grouping of incurred costs identified with two or more cost objectives, but not identified specifically with any final cost objective | Budget |
Infant Child | A child up to 2 years (24 months) of age | Work Environment |
Information Technology (IT) | Any equipment, or interconnected system or subsystem of equipment, that is used in the automatic acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information. Information technology requires high-risk controls when it meets any one or more of the following conditions (Appendix D – Page 5, LBNL PUB-3032, June 21, 2010):
• It was used to process classified information, unclassified controlled nuclear information, or export controlled information.
• It cannot be certified as sanitized, ensuring all data, information, and software has been removed from the equipment.
• It is a computer, or series of computers, categorized by the Department of Commerce as a “high-performance computer” or “general-purpose computer” and has a composite theoretical performance capability exceeding a specified MTOPS. |
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Initiator | The property custodian, Loan Agreement Coordinator, or other authorized individual who originates or establishes the loan |
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Institutional Document | A publication authorized by Laboratory management that delineates Laboratory-wide or multifunctional policy, procedures, regulations, or plans. A subset of authoritative documents. Scientific and technical publications and reports are not included in this definition.
Examples: Personal Property Policy Manual, Radiation Protection Program, Requirements and Policies Manual | Requirements Management |
Institutional Point of Contact (IPOC) | A person whose responsibilities include monitoring, assessing, and negotiating potential or possible changes affecting Contract 31 | Requirements Management |
Integrated Software | Computer software that is capitalized and depreciated as an integral part of general Property, Plant, and Equipment (PP&E), and that is necessary to operate PP&E. The aggregate cost of the hardware and software should be used to determine whether to capitalize or expense the costs. | Accounting |
Intergovernmental Personnel Act (IPA) Assignment | A temporary transfer of skilled personnel between the federal government and state or local governments, institutions of higher education, Native American tribal governments, and eligible non-federal “other organizations,” including federally funded research and development centers.
The assignment is effected for purposes of mutual concern to the federal government and to the participating non-federal entity and should also serve a sound public purpose. IPA assignments can be used to:
1. Strengthen the management capabilities of federal agencies; of state, local, and Native American tribal governments; and of other eligible organizations
2. Assist in the transfer and use of new technologies and approaches to solving governmental problems
3. Involve state and local officials in the development and implementation of federal policies and programs
4. Provide program and developmental experience that will enhance a DOE employee’s performance in his or her regular job | Budget |
Interjurisdictional Exchange (IJE) | The temporary assignment or loan of employees within an agency or between agencies, not to exceed two years or between jurisdictions not to exceed four years. Conditions of the IJE are that it:
• Enables a loaned/exchanged employee to receive training and valuable experience
• Enables an employing agency to obtain expertise needed to meet a compelling program or management need
• Enables an employing agency to obtain temporary expertise that is lacking in its organization
• Enables an employing agency to obtain the expertise of an individual employee
• Prohibits the displacement and layoff of civil service employees
• Guarantees a right of return to the loaned employee back to his/her former position at the end of the assignment
• Enables the loaned employee or participating agencies the right to terminate the assignment at any time
• Enables the borrowing or loan of one or more employees between government (local, state, federal) and/or public entities (i.e., colleges or universities) | Budget |
Interlocation Appointment (ILA) | A non-Berkeley Lab appointment of Laboratory personnel to perform work at other organizations such as the federal government, state or local governments, institutions of higher learning, Native American tribal governments, and other eligible non-federal organizations, including federally funded research and development centers | Financial Management |
Intermediate Cost Objective | A cost objective that is used to accumulate indirect costs or service-center costs that are subsequently allocated to one or more indirect cost pools and/or final cost objectives | Accounting |
Internal Use Software | Software that is purchased off the shelf, internally developed, or contractor developed solely to meet the Laboratory’s internal or operational needs | Accounting |
Internally Developed Software | Software that employees of the entity are actively developing, including new software and existing or purchased software that is being modified with or without a contractor’s assistance | Accounting |
Interviewee | Job applicants visiting the Laboratory for the purpose of a personal interview as part of the selection process for employment | Recruitment |
Inventories | Stocks of stores, construction, supplies, and parts used in support of DOE programs |
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Inventory by Exception | A physical inventory method used to verify and document the existence and location of those items of property whose existence and location have not been verified and documented since the last physical inventory. This method may be used for property that is subject to calibration, maintenance, movement, network operation, or some other form of activity that is documented by a controlling entity. |
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Inventory Management | The efficient use of methods, procedures, and techniques for recording, analyzing, and adjusting inventories in accordance with established policy. The following related functions are included:
• Providing adequate protection against misuse, theft, and misappropriation
• Providing accurate analyses of quantities to determine requirements so that only minimal obsolescence losses will be encountered, while ensuring adequate inventory levels to meet program schedules
• Providing adequate and accessible storage facilities and services based upon analyses of program requirements so that a minimum and economical amount of time is required to service the program |
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Investigation of Wrongdoing | Access to identify or detect suspected wrongdoing; examples include examining an employee's e-mail for indication of violations of policy, or searching through network-level records for indications of "time wasting" | Information Technology |
Involuntary Denied Boarding | An airline term for a situation in which a passenger is not allowed to board an aircraft due to overbooking, weight restriction, etc. | Travel |
IPA | Intellectual Property Agreement | Tech Transfer |
IPOC | Institutional Point of Contact | Requirements Management |
IRSO | International Researchers & Scholars Office | HR Policies Overview, Recruitment |
ISM | Integrated Safety Management | Document Mgmt |
Issue | A generic term that refers to programmatic or performance deficiencies, regulatory or procedural noncompliances, assessment findings, and other actions that require formal corrective action | Issues Management |
Issues Management | The process by which issues are managed and tracked through resolution to prevent recurrence | Quality Assurance |
IT | Information Technology | Information Technology |
Item | An all-inclusive term used in place of any of the following: assembly, component, equipment, material, module, structure, software, subassembly, subsystem, system, unit, support system, or data | Quality Assurance |
Itemized Receipt | Detail of specific expenses charged to the traveler, e.g., a lodging receipt reflecting the room rate, taxes, telephone charges, etc. | Travel |
JA | Joint Appointment | Types of Employee Appointments |
Job abandonment | Five consecutive workdays of unauthorized absence | Separation |
Job Classification Restructuring | When an employee applies for and accepts an offer of a posted position at a lower salary-range maximum, it is a posted downgrade. If the posted downgrade results in the employee’s salary being above the maximum of the new range, the current salary may be maintained ("red-circled") or reduced. | Compensation and Work Hours |
Journal ID | A transaction identification number in FMS | Accounting |
Journal Source Code | A three-character value used to identify the division making the resource adjustment. This source code is also identified in automated feeders in FMS. | Accounting |
JWS | Joint Work Statement | Non-DOE Funded Research Mechanisms |
JWS | Joint Work Statement | Non-DOE Funded Research Mechanisms |
Laboratory Driving Requirement | Institutional documents that (1) are mandated by the contract and approved by at least Berkeley Lab senior management, and (2) drive institutional policies, processes, or other documents. | Requirements Management |
Laboratory Information | Information used to accomplish job-related tasks; information may be owned by the Regents of University of California or the Department of Energy. | Information Technology |
Laboratory IT | Berkeley Lab-managed IT, including computing devices, networks, services, and accounts | Information Technology |
Laboratory Records | Both federal and University-owned records | Archives and Records Management |
LANL | Los Alamos National Laboratory |
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Lateral Transfer | The change of an employee from one position to another in the same classification or in another classification with the same salary-range maximum | Compensation and Work Hours |
Layoff Unit Manager | The manager with the ultimate organizational responsibility for each of the layoff units (e.g., division director, department head, etc.) | Separation |
LBNL | Lawrence Berkeley National Laboratory |
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LBNL/UCB JA | Lawrence Berkeley National Laboratory/ University of California, Berkeley, Joint Appointment | Types of Employee Appointments |
LDRS Key Number | A number generated by the Labor Distribution Reporting System (LDRS) that equates to a specific labor distribution transaction. It is used as an identifier to make a labor adjustment. | Accounting |
Legal Requests | Legally enforceable requests, such as a subpoena, search warrant, court order, national security letter, or public records request, and requests for voluntary disclosure of information | Information Technology |
Lender | The federal agency or contractor organization responsible for property being loaned |
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Lessons Learned | A lesson that is derived from an event, incident or implementation and evaluation of a system, process, or program that is used to identify strengths and weaknesses. A lesson learned may be derived from an internal or external source and is used to improve systems, processes, or programs. | Issues Management |
LETS | Lab Employees Timekeeping System | OCFO |
Liability | A present obligation arising from past events that will result in probable transfer of assets or providing of services in the future | Accounting |
Limited Appropriation Funds | Funding authority provided by Congress is designated as one-year, multiyear, or no-year funding. This designation describes the period of time the funds are available for obligation and expenditure. One-year and multiyear funds expire and cannot be costed or committed after the expiration date. Funds available for a limited period of time are referred to as limited-appropriation funds. | Budget |
LLNL | Lawrence Livermore National Laboratory |
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LM | Sr. Line Manager | Requirements Management |
LOA | Leave of absence | Leaves of Absence |
Loan Agreement Coordinator | The DOE or contractor individual responsible for documenting and controlling property on DOE loan agreements |
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Local Travel | Travel within a distance of 150 miles (one way) from the traveler's primary work location or residence that will be completed within one calendar day without lodging | Travel |
Lodging | Expenses for overnight sleeping facilities. Does not include accommodations on airplanes, trains, buses, or ships, which are included in the cost of transportation. | Travel |
LSC | Lab Staff Committee | Types of Employee Appointments |
M&IE | Meals and incidental expenses | Travel |
M&O | Management and operating | Non-DOE Funded Research Mechanisms |
Maintenance | The act of keeping IUS and other assets in useable condition, including preventative maintenance, normal repairs, the replacement of parts and structural components, and other activities needed to preserve the asset so that it continues to provide services and achieves its expected life. Maintenance excludes activities aimed at expanding the capacity of an asset or otherwise upgrading it to serve needs different from or significantly greater than those originally intended. | Accounting |
Major Modifications | Repairs, modifications, and retrofits that exceed the limits set forth in Chapter 34, Section 3417.3 of the California Building Code | Major Construction |
Management Analysis and Reporting System (MARS) | The DOE financial system, to which Berkeley Lab must report on a monthly basis | Accounting |
Management and Operating (M&O) Contract | “An agreement under which the Government contracts for the operation, maintenance, or support, on its behalf, of a Government-owned or controlled research, development, special production, or testing establishment wholly or principally devoted to one or more major programs of the contracting Federal agency.” (Source: Federal Acquisition Regulation [FAR] 17.601) | Non-DOE Funded Research Mechanisms |
Managers | Employees responsible for formulating or administering policies and programs of the Laboratory | HR Policies Overview |
Meals | Expenses for breakfast, lunch, dinner, and related tips and taxes. Specifically excluded are alcoholic beverages and entertainment expenses and any expenses incurred for other persons. | Travel |
Medical Review Officer (MRO) | A licensed physician who is responsible for receiving and reviewing laboratory results generated by an employer's drug-testing program and evaluating medical explanations for certain drug test results | Work Environment |
Member of the Laboratory | Per the Regulations Implementing University of California Policies Applying to Campus Activities, Organizations, and Students policy, a member of the Laboratory is defined as a Laboratory employee, either part or full time, or a person officially connected with the Laboratory. This includes University faculty associated with the Laboratory, scientists who are affiliates, and graduate students doing research at the Laboratory, whether paid by the Laboratory or not. | Relations with Employee Organizations |
Military Property | Tangible assets that have an estimated useful life of two or more years; are not intended for sale, are intended to be used or available for use in the performance or military missions (to include equipment used in training), and are valued at $100,000 or more |
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Minimum Service Hours | The staffing required to ensure that the normal services and functions of a work unit will be available during the standard workday | Compensation and Work Hours |
Mitigation Monitoring and Reporting Program (MMRP) | A central repository containing Berkeley Lab’s National Environmental Policy Act (NEPA)/California Environmental Quality Act (CEQA) mitigation obligations along with procedures for their implementation. | NEPA-CEQA |
Mixed Facility | A facility that is partially DOE‐owned and partially contractor owned. The definition does not apply to a facility that is partially owned by an educational or other nonprofit institution under a basic research contract with DOE. Appendix D – Page: 6 LBNL PUB-3032, June 21, 2010 |
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MMRP | Mitigation Monitoring and Reporting Program | NEPA-CEQA |
Motor Equipment | Any item of equipment that is self‐propelled or drawn by mechanical power, including motor vehicles, motorcycles and scooters, construction and maintenance equipment, materials-handling equipment, and watercraft |
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Motor Equipment Fleet Manager | The individual responsible for directing the operation of the motor equipment fleet |
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Motor Vehicle | Any equipment, self‐propelled or drawn by mechanical power, designed to be operated principally on highways in the transportation of property or passengers |
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MRO | Medical Review Officer | Work Environment |
MSP | Managers and Senior Professionals | Workplace |
Multiple Location Appointment (MLA) | Appointments that occur when an employee performs work at two or more UC-managed institutions simultaneously. Multiple-location appointments may be of either short or long duration. | Budget |
Munitions List Items | Any item contained in the U.S. Munitions List, 22 CFR 121 |
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Near Relatives | Near relatives are parents, children (including the child of a domestic partner), spouses, same- or opposite-sex domestic partners, brothers, or sisters, including in-laws and step-relatives in these relationships. Relatives of the domestic partner who would be covered if the domestic partner were the employee’s spouse are also so defined. | Recruitment |
NEB | New Employee Briefing | Recruitment |
NEO | New Employee Orientation | Recruitment |
NEPA | National Environmental Policy Act | NEPA-CEQA |
Next of Kin | For purposes of Family and Medical Leave Act (FMLA) Military Caregiver Leave, next of kin is defined as (a) the nearest blood relative of the covered servicemember (other than the covered servicemember's spouse, domestic partner, parent, son, or daughter) or (b) the person whom the covered servicemember has designated in writing as his or her nearest blood relative for purposes of Military Caregiver Leave. | Leaves of Absence |
Non-Accountable Plan Reimbursement | An IRS expense reimbursement that does not meet at least one of the following IRS documentation requirements:
1. Amount of expense incurred
2. Number of days spent on business
3. Business place or location
4. Business purpose | Payroll |
Nonconformance | A deficiency in a characteristic or record that renders the quality of an item or sample unacceptable or indeterminate | Quality Assurance |
Non-Employee | An individual who is not a Laboratory employee (i.e., does not receive a paycheck from the Laboratory). Includes, but not limited to, interviewees, affiliates, consultants, and subcontractors. | Travel |
Non-exempt Employees | Non-exempt employees are defined as employees who, based on duties performed and manner of compensation, shall be subject to all minimum-wage and overtime provisions of the Fair Labor Standards Act (FLSA). Because of hourly pay practices, an employee appointed to work a variable-time schedule in an exempt job classification shall be treated as a non-exempt employee subject to FLSA minimum-wage and overtime provisions. Non-exempt employees shall be required to account for time worked on an hourly and fractional-hourly basis and are to be compensated for qualified overtime hours at the premium rate (one-and-one-half times the regular hourly rate). Non-exempt titles are identified in title and pay plans. | Compensation and Work Hours |
Non-Foreign Overseas | Business points in Alaska, Hawaii and U.S. possessions | Travel |
Nonresident Alien | An individual who is not a citizen, permanent resident, or resident alien of the United States | Payroll |
NRT | Non-Resident Tuition | Types of Employee Appointments |
Nuclear Suppliers Group Dual‐Use List | Nuclear‐related material, equipment, and related technology as described in the International Atomic Energy Agency Information Circular 254 Part 2 |
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Nuclear Suppliers Group Trigger List | Nuclear material, equipment, and related technology as described in the International Atomic Energy Agency Information Circular 254 Part 1 |
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Nuclear Weapon Components or Nuclear Weapon‐like Components | Parts of whole-war reserve nuclear weapons, or of joint test assemblies, trainers, or test devices, including associated testing, maintenance, and handling equipment, or simulations of such parts. If the items are classified, the Atomic Energy Act of 1954, as amended, determines their disposition. If the items are unclassified, their disposition is determined by DOE technical experts on the basis of reviews approved by the Director of the Office of Nonproliferation and National Security. |
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Obligation | The amount of an order placed, contract award, service received, or similar transaction during a given period that will require a payment during the same or a future period. Such amounts include outlays for which obligations have not been previously recorded and reflect adjustments for differences between obligations previously recorded and actual outlays to liquidate those obligations. All obligations must be supported by written documentation. | Accounting |
OCA | Office of Contractor Assurance | Laboratory General Information |
OCONUS | Travel outside the continental United States (i.e., Alaska, Hawaii, and U.S. possessions) | Travel |
Official Laboratory Business | Purpose for being on Laboratory property outside of normal business hours | Vehicles at LBNL |
Official Laboratory Travel | Travel necessary to accomplish official business on behalf of the Laboratory. Official travel is properly authorized, processed, conducted, reported, and reimbursed in accordance with the Laboratory's Travel policy. | Travel |
OGC | UCOP's Office of General Counsel |
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OIA | Office of Institutional Assurance | Quality Assurance |
One Week's Pay | One week’s pay for nonexempt hourly rated employees is defined as the basic hourly rate (excluding shift differential and overtime) times 40 hours or the specifically approved workweek. One week's pay for full-time exempt employees is defined as the hourly equivalent of the monthly rate times 40 hours (or, for part-time exempt employees, times the percentage time equivalent). | Compensation and Work Hours |
OPA | Outstanding Performance Award | Compensation and Work Hours |
Operational Access | Access to gather operational information or provide continuity of service; for example, a work document in an individual account | Information Technology |
Operational Changes | Access required to modify an operational feature; examples include change/activate vacation message for an employee, change outgoing voice mail | Information Technology |
Operational Emergency | An operational emergency is a major unplanned or abnormal event or condition that involves or affects the Laboratory, and which causes, or has the potential to cause, serious health, safety, or environmental impacts. | Emergency Services |
Organizational Motor Equipment Fleet Manager | The federal individual responsible for establishing and administering the organization’s motor equipment program |
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Organizational Property Management Officer | The individual, designated by the Head of a Contracting Activity, responsible for establishing and administering the organization's personal property management program |
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ORPS | Occurrence Reporting and Processing System | Quality Assurance |
OSPIP | Office of Sponsored Projects and Industrial Partnerships | Non-DOE Funded Research Mechanisms |
Outpatient Status | For purposes of Family and Medical Leave Act (FMLA) Military Caregiver Leave, "outpatient status" is the status of a servicemember assigned to a military medical treatment facility as an outpatient, or assigned to a unit established for the purpose of providing command and control of members of the Armed Forces receiving medical care as outpatients. | Leaves of Absence |
Over-recovery | An account balance for which collection appears uncertain. Such accounts are termed “bad debts” and are usually written off as an expense. | Accounting |
Overtime | Overtime in most cases is actual time worked in excess of 8 hours per day or 40 hours per week in order to cover emergencies or to meet job responsibilities. Paid holiday leave is considered to be time worked. Sick leave, vacation, military leave, court leave, and any other leaves with pay are not considered to be time worked for purposes of compensation for overtime. | Compensation and Work Hours |
Owl Shift | The standard owl-shift workday for full-time employees is 8 hours per day, midnight to 8 a.m. | Compensation and Work Hours |
P2R | Performance/Progress Review | Employee Development |
PA | Policy Area | Requirements Management |
PAM | Policy Area Manager | Requirements Management |
Parent of a Covered Military Member | For purposes of Family and Medical Leave Act (FMLA) Qualifying Exigency Leave, a parent of a covered military member is a biological, adopted, or foster parent or any other individual who stood in loco parentis to the covered military member. This definition does not include parents "in law." | Leaves of Absence |
Parent of a Covered Servicemember | For purposes of Family and Medical Leave Act (FMLA) Military Caregiver Leave, a parent of a covered servicemember is a biological, adopted, or foster parent, or any other individual who stood in loco parentis to the covered servicemember. The definition does not include parents "in law." | Leaves of Absence |
Parsed Unit | Portions of a source requirement document (the entire source requirement document, individual sections, one or more specific statements, or a sentence and/or phrase) that a Policy Area Manager can assign to him/herself or another Policy Area Manager | Requirements Management |
Parsing | Breaking down a source requirement document to an appropriate level of detail for linking associated performance expectations to implementing mechanisms | Requirements Management |
Part Time | Part-time status is fixed time up to 39 hours per workweek. | Compensation and Work Hours |
Part-time Schedule | A schedule involving a specified percentage of each workweek or work month | Compensation and Work Hours |
Pay Status | Any period of time for which an employee is paid, including time on paid leave | Compensation and Work Hours |
Pcard | Credit card issued to designated Berkeley Lab personnel for purchasing goods and services |
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PCS | Permanent change of station | Recruitment |
PD | Position Description | Compensation and Work Hours |
PDA | Pregnancy Disability Act | Leaves of Absence |
PDL | Pregnancy Disability Leave | Leaves of Absence |
PDLL | Pregnancy Disability Leave Law | Leaves of Absence |
Penetration | Any action that punctures existing surfaces | Utilities |
Per Diem | Combined daily expenses for lodging and meals & incidental expenses (M&IE). Per diem within the continental United States (CONUS) is set by the General Services Administration (GSA). Per diem within Alaska, Hawaii, and the U.S. possessions (i.e., non-foreign overseas) is set by the Department of Defense. Per diem within foreign countries is set by the U.S. Department of State. | Travel |
Period of Military Conflict | For purposes of Military Spouse/Domestic Partner Leave, a period of military conflict is a period of war declared by the United States Congress, or a period of deployment for which a member of a reserve component is ordered to activity duty as defined in Military & Veterans code Section 395.10. | Leaves of Absence |
Permanent Change-of-Station (PCS) | Permanent Change-of-Station relocation (also known as "Join the Staff" relocation) reimbursement may be offered to a new employee who accepts a permanent assignment of 12 months or longer at a Berkeley Lab work site. | Recruitment |
Personal Property | Property that can be moved and that is not permanently affixed to and part of real estate | Accounting |
Personal Property Management | The development, implementation, and administration of policies, standards, programs, practices, and procedures for effective and economical acquisition, receipt, storage, issue, use, control, physical protection, care and maintenance, determination of requirements, maintenance of related operating records, and disposal of personal property (exclusive of the property accounting records) |
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Personal Services Agreement | An agreement between the Laboratory and an established company that makes available by name one or more of its employees as consultants for the performance of consulting services | Procurement |
PGIF | Participating Guest Information Form | Types of Employee Appointments |
Physical Work | Activities conducted at Berkeley Lab or by Berkeley Lab staff that could have an appreciable effect on the environment. Such work could include constructing a building, using chemicals in a laboratory, cutting down a tree, or leasing office space in downtown Berkeley. | NEPA-CEQA |
PI | Principle Investigator |
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PIP | Performance Improvement Plan | Problem Resolution |
Plan | A document that describes the purpose and scope of a program or project – including actions needed within a specific time frame to comply with policies, requirements, or regulations. It establishes goals, deadlines, resources required, and a budget.
Example: HSS Corrective Action Plan (has specific time frame, resources, and budget) | Requirements Management |
Plant | Land, buildings and improvements, associated infrastructure (e.g., electrical substations, piping systems, roads) | Accounting |
Plant and Capital Equipment (PACE) | Land, land rights, depletable resources; improvements to land, buildings and structures, utilities, and equipment. For the purposes of this policy, PACE is synonymous with Property, Plant, and Equipment (PP&E). | Accounting |
PMP | Performance Management Process | Employee Development |
Policy | Statements or directives from the federal, state, or local government; the University of California; or Berkeley Lab senior management that set a course of action, define acceptable conduct, or implement governing principles.
Example: Berkeley Lab Site Access | Requirements Management |
Policy Area (PA) | A grouping of related policies. Policy areas are organizationally neutral; that is, they do not reflect organizational structure. Though organizationally neutral, policy areas typically are assigned to an Operations function. Some policy areas may span B23more than one function, and a primary functional owner is therefore assigned. | Requirements Management |
Postbac | Postbaccalaureate | Types of Employee Appointments |
Postdoc | Postdoctoral Fellow | Types of Employee Appointments |
Posted Downgrade | When an employee applies for and accepts an offer of a posted position at a lower salary-range maximum, it is a posted downgrade. If the posted downgrade results in the employee’s salary being above the maximum of the new range, the current salary may be maintained ("red-circled") or reduced. | Compensation and Work Hours |
PP&E | Property, Plant, and Equipment |
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Practice | A set of methods deemed an acceptable way to perform a task or carry out a procedure safely and effectively, as established by longstanding tradition or as defined by professional licensing organizations or government regulatory agencies.
Examples: Procure Standing Operating Procedures | Requirements Management |
PRD | Performance Review & Development | Employee Development |
Precious Metals | Uncommon and highly valuable metals, including gold, silver, and the platinum group metals---platinum, palladium, rhodium, iridium, ruthenium and osmium |
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Primary Work Location | The place where the major portion of the traveler’s work time is spent, or the place to which the traveler returns during working hours upon completion of special assignments | Travel |
Prime Recipient | A non-federal entity that receives ARRA funding in the form of a contract, grant, or loan, directly from the federal government | Budget |
Principal Investigator | The Laboratory manager or employee who has ultimate responsibility for meeting the terms of a project proposal, including the scope of work, the schedule, and the budget | Accounting |
Principal Investigator (PI) | A principal investigator is the lead scientist or engineer for a particular well-defined science project. |
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Probationary Period | A period of time when new Career- or Term-appointment employees’ work performance and general suitability for Laboratory employment are carefully evaluated. While the employee is serving a probationary period, he or she is considered to be an at-will employee. | Types of Employee Appointments, Recruitment |
Procedure | A series of specific steps to be followed to accomplish work or to carry out a policy or requirement. Procedures are controls meant to mitigate risk, improve efficiency, or assure compliance.
Examples: Obtaining a Berkeley Lab badge, maintaining the Laboratory's 12 kV electrical system, completing a travel expense form | Requirements Management |
Process | A sequence of interdependent and linked procedures, activities, or work steps designed to achieve a specific objective.
Examples: Buying an item (filling out eProcurement form, obtaining approvals, receiving the item); the hiring process is carried out by a series of procedures that include filling out W-2s, obtaining a badge, and taking training courses. | Requirements Management |
Program | A course of action, typically comprising multiple coordinated projects, established to accomplish an organization’s strategic objectives or to improve its performance. A program’s duration may be perpetual or undetermined, and success is measured in terms of benefits derived. A program has a generally defined scope or mission, with specific objectives, and a prescribed governing structure with defined roles and responsibilities. | Contractor Assurance |
Project | A planned activity with a defined beginning and end, conducted by a set of designated individuals, implemented to achieve a particular purpose or goal within a given time constraint and cost limit.
Example: Planning, design, procurement, construction, and commissioning of the Molecular Foundry | Requirements Management |
Project ID | A project identification number used to accumulate, manage, and report costs associated with individually funded activities at the Laboratory | Accounting |
Proliferation‐Sensitive Property | Nuclear‐related or dual‐use equipment, material, or technology described in the Nuclear Suppliers Group Trigger List and Dual‐Use List; or equipment, material, or technology used in the research, design, development, testing, or production of nuclear weapons |
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Property Administrator | The individual designated as the authorized representative of the Contracting Officer assigned to administer the contract requirements and obligations relating to Government personal property, including, but not limited to, evaluating contractor personal property management programs and making recommendations concerning acceptability of the contractor property management systems. |
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Property Custodian | The DOE federal or contractor individual responsible for the protection, control, and proper use of property under his or her stewardship |
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Property, Plant, and Equipment (PP&E) | Synonymous with plant and capital equipment (PACE) | Accounting |
Prototype Equipment | A completed experimental or prototype device built to obtain data or to demonstrate the feasibility of a particular process. It may be capital funded if its initial life is two years or more. | Accounting |
PRT | Professional Research & Teaching Leave | Employee Development |
Public Emergency | A public emergency includes fire, explosion, power failure, flood, earthquake, snowstorm, protest, demonstration, riot, sabotage, pandemic illness, and other comparable occurrences. | Emergency Services |
QA | Quality Assurance |
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| QAPD | Quality Assurance Program Description |
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Quadriweekly Pay Cycle | A payroll term denoting two biweekly pay periods, used by the University to be considered as a unit for the purpose of leave accrual | Leaves of Absence |
Qualified Member | For purposes of Military Spouse/Domestic Partner Leave, a "qualified member" is a person who is (1) a member of the Armed Forces of the United States who has been deployed during a period of military conflict to an area designated as combat theater or combat zone by the President of the United States, (2) a member of the National Guard who has been deployed during a period of military conflict, or (3) a member of the Reserves who has been deployed during a period of military conflict. | Leaves of Absence |
Quality | The condition achieved when an item, service, or process meets or exceeds the user’s requirements and expectations | Quality Assurance |
Quality Assurance | All those planned and systematic actions necessary to provide adequate confidence that an item will perform satisfactorily in service | Quality Assurance |
Radioactive Property | Any item or material that is radioactive or radioactively contaminated and that emits ionizing radiation in excess of background radiation as measured by appropriate instrumentation |
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RCL | Reclass | Compensation and Work Hours |
Reasonable Suspicion | A suspicion based on an articulable belief that an employee is either under the influence of alcohol, illegal drugs, or controlled substances, or is engaged in use, possession, sale or distribution, or manufacture of alcohol, illegal drugs, or controlled substances, drawn from particularized facts and reasonable inferences from those facts. | Work Environment |
Record | All books, papers, maps, photographs, machine-readable materials, or other documentary materials — regardless of physical form or characteristics — made or received that are preserved or appropriate for preservation that serves as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities | Quality Assurance |
Record of Decision | Also known as ROD, a written record of a decision made regarding a requirement, policy, institutional document, or regarding the implementation mechanisms or plan regarding a requirement, policy, or institutional document | Requirements Management |
Refunds | Unused balances that are returned to the sponsor | Accounting |
Regular Use of Private Vehicle | More than four trips per calendar month totaling at least 300 miles | Travel |
Regulations | A list of citable government-issued instructions for carrying out policies, or prohibiting certain conduct, on a day-to-day basis.
Examples: Title 10 Code of Federal Regulations (CFR) Part 851, Worker Safety and Health Program | Requirements Management |
Rehired Retiree | A retired University of California employee re-employed at Berkeley Lab.
Note: Retired employees, depending on type of retirement payment, may be re-employed in a Career or Term appointment instead of a Rehired Retiree appointment. | Types of Employee Appointments |
Reimbursable Work Agreement | A written agreement to perform work or provide a service for another federal agency or non-federal customer | Budget |
RELO | Relocation | Recruitment |
Representative | Per the Relations with Employee Organizations policy, the term "representative" is used to define any person acting in the interest of or on behalf of an employee organization, including both University and non-University personnel, unless otherwise specifically excepted. | Relations with Employee Organizations |
Represented Employees | Employees in job classifications represented by an agreement negotiated with a union and not excluded as managerial, supervisory, or confidential employees (see respective labor agreements for terms and conditions of employment). | HR Policies Overview |
Request for Issuance of Check (RFIC) | A Laboratory form used for requesting reimbursement for expenses relating to allowable goods and services purchased at Berkeley Lab that do not require a purchase order for payment | Financial General Policies and Information |
Requestor (re Bridge Funding) | A principal investigator or designated resource analyst | Budget |
Requestor (re Stipends) | The person responsible for inviting the stipend recipient. | Payroll |
Requirement | A specific obligation to perform an action mandated by Berkeley Lab senior management or the University of California or the federal, state, or local government; or an obligation to comply with the Laboratory’s contract with the U.S. Department of Energy | Requirements Management |
Requirements and Policies Manual (RPM) | A document that provides Laboratory personnel with a reference to University of California and Lawrence Berkeley National Laboratory policies and regulations.
Much of the information in the manual has been condensed from detail provided in other Laboratory procedure manuals, DOE directives, and Contract DE-AC02-05CH11231. The manual is not intended to replace any of those documents. | Payroll |
Requirements Management | A business-management process that provides a systematic approach to ensuring that all contractually based requirements are assigned an owner, analyzed for impact, and flow down to the workforce. Requirements-management process elements include the means of governing, analyzing, implementing, and parsing of requirements. | Requirements Management |
Requirements Review Case | An instance or a question related to a requirement that has been logged into the Requirements Management database for disposition by the RM Committee | Requirements Management |
Requisition | The process of requesting a purchase order for payment in order to purchase an item with a vendor using the Laboratory’s official Procurement process | Financial General Policies and Information |
Requisition Preparer | The person who enters the requisition into the Financial Management System and who works with the requester to identify the certifier | Accounting |
Research Administration Proposal/Project Information Database (RAPID) | Database maintained by the Office of Sponsored Projects and Industry Partnerships (OSPIP) and utilized by OSPIP and divisions for WFO proposals and awards | Budget |
Research and Development | Expenses incurred in support of the search for new or refined knowledge and ideas and for the application or use of such knowledge and ideas for the development of new or improved products and processes, with the expectation of maintaining or increasing national economic productive capacity or yielding other future benefits | Accounting |
Resident Alien | An individual who is not a citizen or national of the United States, but meets either the green card test or the “substantial presence test” for income tax purposes for a particular calendar year. For a detailed explanation of these tests, see IRS Publication 515, Withholding of Tax on Nonresident Aliens and Foreign Entities. | Payroll |
Resource Adjustment | An online process in which to transfer costs or labor effort from one Berkeley Lab project or account to another |
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Resource Category | A type of cost grouped into similar categories. Examples include labor (contract, student, scientific, administrative), travel (foreign and local), and purchases (material and services). | Accounting |
Restricted Item | An item prohibited for purchase per contract with DOE. These items require additional justification and are only authorized through procurement. | Accounting |
Retiree | Former Berkeley Lab, University of California or UC-managed Department of Energy Laboratory employees who have retired and have received money from the UC Retirement Plan | Types of Employee Appointments |
Revision | The act of altering or modifying a document | Document Management |
RIF | Reduction in force | Separation |
Risk Level | The severity/significance rating assigned to an issue to ensure that appropriate levels of analysis oversight and resolution are commensurate with Berkeley Lab requirements. Risk levels are stated as high, medium, or low. | Issues Management |
RIT | Reduction in Time | Compensation and Work Hours |
RM | Requirements Management | Requirements Management |
RM Database | A database tool for managing requirements and related information, including tracking requirements, their associated policy areas, owners, records of implementing mechanisms, and their flow down to implementing documents | Requirements Management |
RM PM | Requirements Management Program Manager | Requirements Management |
RMC | Requirements Management Committee | Requirements Management |
RNB | Response needed by |
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ROD | Record of Decision | Requirements Management |
Root Cause | The underlying or basic cause of an adverse condition that can reasonably be identified and that management has the control to fix, and when fixed, will preclude recurrence or significantly reduce the likelihood of recurrence of the same or similar adverse conditions. The root cause is typically one level further in analysis beyond an apparent cause, the fundamental reason for the apparent cause. | Issues Management |
Royalty | A payment to the holder of a patent, copyright, or resource for the right to use such property. These payments are centrally processed by Technology Transfer and Individual Property Management. | Payroll |
RPM | Requirements and Policies Manual | Requirements Management |
RPM Section | A group of related policy areas. RPM Sections are organizationally neutral; that is, they do not reflect organizational structure. Example: RPM Section Information Management encompasses computing, document management, intellectual property management. | Requirements Management |
RR | Rehired Retiree | Types of Employee Appointments |
S/CI | Suspect/Counterfeit Item | Quality Assurance |
S/E, S&E | Scientist/Engineer, Scientist & Engineer | Types of Employee Appointments |
Self-constructed Asset | Any project funded by DOE to construct plant or fabricate capital equipment that will be used by Berkeley Lab staff and permanently placed on Berkeley Lab’s books. The equipment may also be used off site in support of Berkeley Lab research. For projects funded by a WFO sponsor, Berkeley Lab must retain title to qualify as a self-constructed asset. If the capital equipment is to be used elsewhere, its fabrication must be required to meet specific Berkeley Lab operating research project objectives as defined in the Field Work Proposal (FWP) or Statement of Work (SOW). | Accounting |
Senior Line Manager | The highest level or most senior level of authority within a division or office. Examples: The EH&S Division Director, the Chief Human Resources Officer, the Chief Financial Officer, or the Public Affairs Department Head | Requirements Management |
Senior Management Group (SMG) Employees | Individuals whose Career appointment is in the SMG personnel program. SMG employees with a dual academic appointment at 0% will be considered to possess a Career appointment in the SMG. | Types of Employee Appointments |
Sensitive Item(s) | An item that requires special control and accountability, regardless of value, due to susceptibility of unusual rates of loss, theft, misuse, national security, and export control considerations. These items include, but are not limited to, weapons, ammunition, explosives, classified property, laptops, computers, personal digital assistants, other information technology equipment, and removable components with memory capability. | Accounting |
Serious Injury or Illness | For purposes of Family and Medical Leave Act (FMLA) Military Caregiver Leave, a serious injury or illness is an injury or illness incurred for a covered servicemember in the line of duty on active duty that may render the servicemember medically unfit to perform the duties of his or her office, grade, rank, or rating. | Leaves of Absence |
Servicemember (Covered Servicemember) | For purposes of Family and Medical Leave – Military Caregiver Leave, a “covered servicemember” is
(a) A current member of the regular Armed Forces (including a member of the Reserves; a member of the National Guard; or a member of the Armed Forces, the National Guard, or the Reserves who is on the temporary disability retired list) who has a serious injury or illness incurred or aggravated in the line of active duty for which he/she is undergoing medical treatment, recuperation, or therapy; is otherwise in outpatient status; or is on the temporary disability retired list or
(b) A veteran of the Armed Forces (including the National Guard or the Reserves), provided that the veteran is undergoing medical treatment, recuperation, or therapy for a serious injury or illness that was incurred or aggravated in the line of active duty, and that the treatment, recuperation, or therapy is occurring within five years of the date the veteran left the Armed Forces. | Leaves of Absence |
Shared Faculty | Either a University of California (UC) Faculty Scientist/Engineer or Faculty Senior Scientist/Engineer who is appointed under the provisions of an established Memo of Understanding (MOU) where the Laboratory and the UC campus agree to fund a shared appointment (salary and benefits) throughout the academic year at a predetermined % mix between the two locations, not to exceed a 1.00 full-time-equivalent (FTE) position. This appointment is eligible for Faculty Summer Salary from Berkeley Lab. Shared Faculty, while not a business title like Faculty appointments, it is a working job title. | Types of Employee Appointments |
SHIP | Student Health Insurance Program | Types of Employee Appointments |
Shuttle Bus Routes, Berkeley Lab | Blue and Orange routes on the main Laboratory site and in downtown Berkeley, including stops at the Downtown Berkeley BART station and off-site leased facilities | Vehicles at LBNL |
Signature Authorization System (SAS) | A database located on the BLIS Reporting System (BRS) Web site that lists the dollar limits for each individual with signature authority | Financial General Policies and Information |
Significance Rating or Level | A value that reflects the significance of a new or revised institutional policy, program, process or other document. The value provides a means to grade (a) the approach for development (or revision) of the policy or program, (b) the amount of rigor associated with the various steps of the process, and/or (c) the level of approval authority for the policy or program. | Requirements Management |
SME | Subject Matter Expert | Requirements Management |
SMG | Senior Management Group | Types of Employee Appointments |
Son or Daughter of a Covered Military Member | For purposes of Family and Medical Leave Act (FMLA) Military Caregiver Leave, a son or daughter of a covered military member is of any age and is a biological, adopted, or foster child, stepchild, legal ward, or a child for whom the covered military member stood in loco parentis. | Leaves of Absence |
Son or Daughter of a Covered Servicemember | For purposes of Family and Medical Leave Act (FMLA) Military Caregiver Leave, a son or daughter of a covered servicemember is of any age and is a biological, adopted, or foster child, stepchild, legal ward, or a child for whom the covered servicemember stood in loco parentis. | Leaves of Absence |
Source Requirements Document (SRD) | A high-level document that establishes performance expectations as a result of a citable policy, directive, law, regulation, or contract.
Examples: 10 CFR 851, Worker Safety and Health Program; LBNL Travel and Expense Policy | Requirements Management |
Spare Equipment | Items held as replacement spares for equipment in current use in DOE programs |
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Special Nuclear Material | Plutonium, uranium 233, uranium enriched in the isotope 233 or in the isotope 235, or any other materials that the Nuclear Regulatory Commission, pursuant to the Atomic Energy Act of 1954, as amended, determines to be special nuclear material, or material artificially enriched by the foregoing, but that does not include source material |
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Special Purpose Vehicles | Vehicles that are used or designed for specialized functions. They are not generally used to carry passengers, freight, or other materials. Vehicles other than passenger vehicles that are used only during a defined or special contingency, such as evacuation or other similar emergency, may also be classified as special-purpose vehicles. These vehicles include, but are not limited to: trailers, semi‐trailers, other types of trailing equipment, trucks with permanently mounted equipment (such as aerial ladders), construction and other types of equipment as set forth in Federal Supply Classification Group (FSCG) 38, material handling equipment as set forth in FSCG 39, and firefighting equipment as set forth in FSCG 42. For reporting purposes within DOE, motorcycles and motor scooters will also be reported as special-purpose vehicles. |
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Spend Plan | A detailed program or map of how (a budget) will be used up, paid out, or consumed; a monthly plan of encumbrances, expenses, and income for a project or organizational unit. The sum of the months' planned obligations within the year should not exceed the corresponding appropriated or approved amount. Typically prepared prior to the start of a project and updated periodically as needed; includes details on how (budget or resource category) and/or when (monthly, quarterly, annual) a budget will be spent. | Financial General Policies and Information |
Sponsor | An organization outside the Laboratory (i.e., a benefactor) that makes a voluntary contribution to support the event | Events, Planning and Financial |
| Sponsored research | The performance of work for non-DOE entities by DOE/contractor personnel and/or the utilization of DOE facilities that are not directly funded by DOE appropriations. | Bridge Funding for Sponsored Research Projects |
SRD | Source Requirements Document | Requirements Management |
Standard Laboratory Workweek | Normally, a workweek consists of five consecutive workdays, Monday through Friday, within a calendar week. | Compensation and Work Hours |
Standard Workday | The standard workday is 8 hours in a 24-hour period on pay status with an unpaid meal break of at least 30 minutes (whether exempt or nonexempt). | Compensation and Work Hours |
Stipend | An allowance to offset certain expenses (such as subsistence or travel) or a payment for services (in certain circumstances). It may also be a one-time payment or a fixed sum paid periodically (or regularly). | Payroll |
Stock Record | A device for collecting, storing, and providing historical data on recurring transactions for each line item of inventory |
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Stores Inventory | Materials, supplies, and parts on hand that are normally used or consumed in operations, maintenance, and general use | Accounting |
Subject Matter Expert | A Laboratory employee or consultant with specialized knowledge about a certain topic or field of interest | Requirements Management |
Sub-recipient | A non-federal entity awarded ARRA funding through a legal instrument from a Prime Recipient. Sub-recipients typically receive a contract, grant, or loan from the prime recipient to support performance of any portion of a project or program funded with Recovery dollars. A prime recipient may delegate responsibility to its sub-recipient to report information into FederalReporting.gov. | Budget |
Subsistence | An allowance granted for the reasonable cost of temporary housing, meals, and living expenses incurred in connection with a temporary assignment or appointment | Payroll |
Substantial Presence Test (see Resident Alien) | A test to determine whether an alien should be considered a U.S. resident. The individual must meet the “substantial presence test” for the calendar year. To meet this test, an individual must be physically present in the United States on at least 31 days during the current year; and 183 days (during the current year and the two preceding years), counting:
• All the days present in the current year
• One-third of the days present in the first preceding year
• One-sixth of the days in the second preceding year
(Source: IRS Publication 515, Withholding of Tax on Nonresident Aliens and Foreign Entities) | Payroll |
Sub‐store | A geographically removed part of the main store's operation conducted as a subordinate element of it and subject to the same management policies and inventory controls |
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Supervisory Employees | Supervisory employees are defined by the Higher Education Employer-Employee Relations Act (HEERA) as individuals who, regardless of their job descriptions or titles, directly supervise two or more employees, and (1) have authority in the interest of the employer to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline other employees; or (2) have responsibility to direct them, adjust their grievances, or effectively recommend such action if, in connection with the foregoing, the exercise of such authority is not of a merely routine or clerical nature but requires the use of independent judgment. Employees whose duties are substantially similar to those of their subordinates shall not be considered to be supervisory employees. | HR Policies Overview |
Surface | Physical element including ground, walls, floor, beams, columns, etc. | Utilities |
Suspect/Counterfeit Items | A component or assembly of questionable manufacture and/or origin, i.e., known to have been previously counterfeited, or having sufficient physical attributes to raise questions as to its acceptability. These include mechanical components (e.g., fasteners, bolts, studs, fittings, valves, flanges, and couplings), and electrical/electronic components (e.g., semiconductors and circuit breakers).
Parts made of inferior materials and/or that are incorrectly processed, and intentionally marked or labeled to indicate that they comply with appropriate design/technical criteria. | Quality Assurance |
Swing Shift | The standard swing-shift workday for full-time employees is 8 hours per day, 4 p.m. to midnight. | Compensation and Work Hours |
System | An interrelated set of methods or tools used to achieve a policy objective or to accomplish multiple tasks that are part of a program or project.
Examples: Contractor Assurance System, Integrated Safety Management System | Requirements Management |
System Administrator/Manager | The group that manages the day-to-day technical operation of the business system: database management, software distribution and upgrading, version control, backup and recovery, virus protection, and performance and capacity planning. IT performs this service for Berkeley Lab. User access management is performed by the BSA Unit. | Financial Business Systems |
System Module Owner | Functional manager with assigned responsibility for a system component consistent with the OCFO Business System Ownership policy | Financial Business Systems |
Systems Contracting | A materials-management purchasing technique to acquire general, common‐use, and repetitive supply items in a particular product family. An example is office supplies, purchased from a commercial vendor, that are needed for immediate use instead of purchasing in bulk for future use, storing in warehouses, and issuing to customers by use of a requisitioning system. Systems contracting and just‐in‐time contracting are synonymous. |
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TA | Temporary assignment | Compensation and Work Hours |
TA | Teaching Assistant | Types of Employee Appointments |
Tax Treaty | An agreement between two countries specifying what items of income will be taxed by the authorities of the country in which the income is earned | Payroll |
TBD | To be determined |
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TCS | Temporary change of station | Recruitment |
TDP | Testing Designated Position | Work Environment |
Telecommuting | Telecommuting is a work option in which employees fulfill their job responsibilities at home or another approved location. The arrangement may cover all or part of the employees’ scheduled hours and may be on an intermittent/ occasional basis or on a regular schedule. | Compensation and Work Hours |
Temporary Assignment | A temporary assignment (TA) occurs when an employee is temporarily assigned responsibilities of a higher-level position on a full-time basis or assigned other significant higher-level duties in addition to their regular duties. | Compensation and Work Hours |
Temporary Change-of-Station (TCS) | Temporary Change-of-Station relocation reimbursement may be offered to an employee who accepts a temporary assignment for a period of between 6 months and a day, and 12 months. | Recruitment |
Testing Designated Position (TDP) | Employees in jobs that are designated as a Testing Designated Position (TDP) are subject to drug and alcohol testing under one or more of the following regulations: Department of Transportation – Testing Designated Position (DOT-TDP): The DOT rule covers employees whose Laboratory job duties are such that federal regulations require them to hold a Commercial Driver's License (CDL) in order to drive a commercial motor vehicle (CMV) on public highways, and who, during the course of the workday, operate or are expected to be ready to operate a vehicle with a gross combination or gross vehicle weight of at least 26,001 pounds inclusive of a towed unit with a gross vehicle rating of more than 10,000 pounds; a vehicle originally or currently designed to transport 16 or more passengers including the driver; or a vehicle of any size used to transport hazardous materials found in the Hazardous Materials Transportation Act and that require the motor vehicle to be placarded under the Hazardous Materials Regulations. 10 CFR 707 – Testing Designated Position (CFR-TDP): Employees in positions where failure of an employee to adequately discharge his or her position could significantly harm the environment, public health or safety, or national security, or other positions determined by the Department of Energy (DOE), to have the potential to significantly affect the environment, public health and safety, or national security. | Work Environment |
Total Cost Input (TCI) | The cost, except G&A expenses, that for costing purposes represent the total activity of the Laboratory during a cost-accounting period | Budget |
TRavel and EXpense Reimbursement System (TREX) | The Laboratory’s travel expense reimbursement system | Travel |
Travel Authorization | A form in the Laboratory’s travel expense (TREX) reimbursement system that reflects information about a planned trip | Travel |
Travel Expense Report | The form used to process requests for reimbursement to the traveler for any amounts due, which is accessed through the Laboratory’s TREX system | Travel |
Travel Expenses | Expenses that are ordinary and necessary to accomplish the official business purpose of a trip | Travel |
Travel Status | The period during which a traveler is traveling on official business | Travel |
Travel Voucher | See Travel Expense Report. | Travel |
Traveler | An employee or affiliate who is authorized to travel on official Laboratory business and travels on behalf and at the expense of the Laboratory | Travel |
Tree Structures | Refers to the divisions’ hierarchical organization of their project IDs such that they reflect and are consistent with their programs’/projects’ work breakdown structures and relevant Laboratory financial policies and procedures | Financial General Policies and Information |
TREX | TRavel and EXpense Reimbursement System | Travel |
U.S. Citizen | An individual born in the United States, born abroad with at least one U.S. citizen parent, granted lawful permanent residence, or naturalized |
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U.S. (American) Flag Carrier | An air carrier that holds a certificate under the Federal Aviation Act of 1958 authorizing operations between the United States and/or its territories, and one or more foreign countries. Each U.S. airline has a two-letter alpha code designating it as a US. flag air carrier (e.g., UA for United Airlines). | Travel |
U.S. Code Share | An arrangement where an airline is jointly marketed as a flight for one or more other airlines. The term "code" refers to the identifier used in a flight schedule, generally the two-character airline designator code and flight number. One airline places its code on the flights of another in order to coordinate services, advertise, and sell the other airline’s services as its own. Most major airlines have code-sharing partnerships with other airlines and code sharing is a key feature of major airline alliances. A code-share flight uses the same two-letter carrier code during all legs of the trip. | Travel |
UC | University of California |
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UCB | University of California, Berkeley |
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UCB GLOW | UC Berkeley's GradLink-on-the-Web | Types of Employee Appointments |
UCD | University of California, Davis |
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UCLA | University of California, Los Angeles |
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UCOP | University of California Office of the President |
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UCRP | University of California Retirement Plan | Compensation and Work Hours |
UCRS | University of California Retirement System | Compensation and Work Hours |
UCSB | University of California, Santa Barbara |
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UCSF | University of California, San Francisco |
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Unauthorized Absence | Absence from scheduled work without supervisory approval | Separation |
Unauthorized Commitment | A written or oral commitment made by an individual to commit funds on behalf of the Laboratory without adequate authority | Payroll |
Unbilled Costs | Costs incurred beyond the period of performance or in excess of the contract value | Accounting |
Unclassified Controlled Nuclear Information | U.S. government information pertaining to atomic energy defense activities as defined in Section 148 of the Atomic Energy Act of 1954, as amended. Such information can relate to aspects of nuclear weapons design, development, and testing; physical security; production; or utilization facilities. |
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Under the Influence | An employee’s work performance or on-the-job behavior may have been affected in any way by alcohol, illegal drugs, or controlled substances | Work Environment |
Under-recovery | Debit balance created by costs exceeding funds | Accounting |
United States Munitions List | Articles, services, and related technical data designated as defense articles and defense services by the Arms Export Control Act |
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University | University in this section refers to any University of California location, including a UC-managed DOE national laboratory. | Compensation and Work Hours |
University of California | Also referred to as University or UC | Leaves of Absence |
University-Owned Records | Records that are not federal records as defined by Clause I.80 - DEAR 970.5204-3, Access to and Ownership of Records (July 2005). Examples include fiscal and administrative records such as employment, financial, procurement, and legal information. | Archives and Records Management |
Unofficial Travel | Travel undertaken by an individual without official, fiscal, or other obligations on the part of the Laboratory, i.e., personal travel | Travel |
UPTE | University Professional and Technical Employees | HR Policies Overview |
USC | United States Code |
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USCIS | U.S. Citizenship and Immigration Services | Workplace |
User | An individual (e.g., employee of an OCFO functional unit) who interacts with the computer at an application level. Programmers, system administrators/managers, and other technical personnel are not considered users when working in a professional capacity on the computer system. System users must use the application in the manner and for the business purpose it was designed, and comply with all specified control and security requirements. | Financial Business Systems |
User (for Financial Bus Systems) | Individual employee, affiliate, or system process authorized to access an information system | Financial Business Systems |
User Agreements | Any DOE facility, including associated equipment and instruments, officially designated as either a national research facility or locally designated user facility. At the Laboratory, designated research facilities are: the Advanced Light Source (ALS), the National Center for Electron Microscopy (NCEM), the Molecular Foundry, the National Energy Research Scientific Computing Center (NERSC), and the Joint Genome Institute (JGI). The 88-Inch Cyclotron is a locally designated user facility. | Accounting |
User Manual | Instructions published or posted for the safe and efficient operation of resources, such as machinery, equipment, and software.
Examples: CATS (Corrective Action Tracking System) Database User Manual | Requirements Management |
Validation | The process of: (a) evaluating a system or component during or at the end of the development process to determine whether it satisfies specified requirements or (b) providing evidence that the software and its associated products satisfy system requirements allocated to software at the end of each life-cycle activity; solve the right problem (e.g., correctly model physical laws, implement business rules, use the proper system assumptions); and satisfy the intended use and user needs (Reference: IEEE Standard 1012-2004) | Quality Assurance |
Value-Added Cost Input | Total cost input less material and subcontract costs | Budget |
Values | Important and enduring beliefs or ideals, shared by the members of a culture. Values exert major influence on the behavior of an individual or conduct of an organization and serve as broad guidelines in all situations. | Requirements Management |
Variable Time | A schedule with no fixed percentage of time or schedule. Hours worked will vary depending on operational needs. | Compensation and Work Hours |
Vehicle | Vehicle refers to either (1) a Department of Transportation (DOT) defined commercial motor vehicle that is 26,001 lbs GVWR or greater, or a vehicle that carries 16 passengers or more including the driver, or that is required to display a DOT placard in the transportation of hazardous material; or (2) any Laboratory-owned motorized vehicle, including cars, trucks, forklifts, and GEMS (a.k.a. white two-passenger pods that are plugged in). | Work Environment |
Verification | The process of: (a) evaluating a system or component to determine whether the products of a given development phase satisfy the conditions imposed at the start of that phase or (b) providing objective evidence that the software and its associated products conform to requirements (e.g., for correctness, completeness, consistency, accuracy) for all life-cycle activities during each life-cycle process (acquisition, supply, development, operation, and maintenance); satisfy standards, practices, and conventions during life-cycle processes; and, successfully complete each life-cycle activity and satisfy all the criteria for initiating succeeding life-cycle activities (e.g., building the software correctly) (Reference: IEEE Standard 1012-2004) | Quality Assurance |
Version | An altered or modified document, which is the result of revising | Document Management |
Visiting Faculty | A position for faculty members from universities and colleges outside the University of California (UC) system. This position is a Limited appointment. | Types of Employee Appointments |
Visitors | Individuals who are visiting the Laboratory for typically one week or less and are not engaged in Laboratory research or use of Laboratory facilities. Examples of visitors are meeting attendees or speakers, participants in scientific discussions, tour groups, and interviewees. | Types of Employee Appointments |
Voucher | An invoice that has been entered into the Financial Management System | Accounting |
Wage Expense | Salary multiplied by Paid Leave Factor multiplied by one plus the Payroll Burden Rate {Salary x Paid Leave Factor x (1+ Payroll Burden Rate)} | Budget |
Watercraft | Any vessel used to transport people or material on water |
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WFO | Work for Others | Non-DOE Funded Research Mechanisms |
WG | Working Group | Requirements Management |
WN Carryover Funding | WN Budget Authority obligated in prior fiscal years that is not associated with a specific contract, and unexpended balances from complete projects. DOE has authorized use of carryover funds for projects that meet the WN criteria. |
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Work for Others (WFO) | The performance of work for non-DOE entities by DOE/contractor personnel and/or the utilization of DOE facilities that are not directly funded by DOE appropriations | Accounting |
Work for Others (WFO) (re ILAs) | The performance of work for non-DOE entities by DOE/contractor personnel and/or the utilization of DOE facilities that are not directly funded by DOE appropriations.
Work for Others agreements are a mechanism through which industry can utilize the unique expertise and facilities at the Berkeley Lab. In this type of arrangement, the industrial sponsor pays 100% of the cost of the work to be performed by the Berkeley Lab.
Under many conditions, a company may take title to inventions created by the Berkeley Lab under the WFO program. Some key points in such arrangements include product, general and IP indemnification, advance payment requirements, and the fact that the Berkeley Lab may not compete with the private sector for such work. The Berkeley Lab does not perform proprietary work and all results can be published by Berkeley Lab researchers. | Budget |
Work Hours | The amount of time an employee is expected to be on the job during a given time period | Compensation and Work Hours |
Work Instruction | A written procedure with a high degree of specific detail; typically used only within a department or function or division, and therefore not considered an institutional document | Requirements Management |
Work Schedule | The daily, weekly, or monthly hours that an employee is assigned to work | Compensation and Work Hours |
Work Time | Work time is the period of time during which employees are scheduled to work, excluding lunch periods, and (for purposes of this regulation) rest periods. | Relations with Employee Organizations |
Workers' Compensation | Insurance (paid for by the employer) that provides cash benefits, retraining, and medical care to an employee who is injured or contracts a disease within the course and scope of employment | Budget |
Write-off | An accounting procedure that removes receivables from the accounts of record in order to accurately portray their true economic value on the balance sheet | Accounting |
WSAP | Workplace Substance Abuse Program | Work Environment |
WSAPP | Workplace Substance Abuse Policy and Program | Work Environment |
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