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

Electrical utilization equipment is "acceptable" to the Berkeley Lab AHJ and approved if it is accepted, certified, listed, labeled, or otherwise determined to be safe by a Nationally Recognized Testing Laboratory (NRTL).

If it is not determined to be safe by an NRTL, it is acceptable if it is inspected or tested by another federal agency, or by a state, municipal, or other local authority responsible for enforcing occupational safety provisions of the National Electrical Code and found in compliance with the provisions of the National Electrical Code.

Custom-made equipment or related installations that are designed, fabricated for, and intended for use by a particular customer is acceptable if it is determined to be safe for its intended use by its manufacturer on the basis of test data that the employer keeps and makes available for inspection to the Berkeley Lab AHJ and the AHJ's authorized representatives.

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

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 inventory account carrying a credit balance to recognize reasonably anticipated material financial losses in inventory from shrinkage, deterioration, damage, obsolescence, or loss of utility. The inventory and operating materials allowance accounts will be separately reported on financial statements.

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

An arm's length transaction is one carried out by unrelated or unaffiliated parties. For the purpose of this policy, co-workers within the same division are considered to be affiliated.

ASE

Academic Student Employee

Types of Employee Appointments

ASPR

Annual Performance Review Summary

Employee Development

Property that is highly portable, easily converted to personal use, and is more susceptible to theft than other equipment. Attractive property must be bar-coded and is subject to Laboratory inventory requirements. The property listed below is considered "attractive property," regardless of its acquisition cost:

• Desktops (workstations)
• Drones
• Laptops
• Radios (two-way)
• Servers
• Tablets (iPad, Kindles, etc.)

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

Auditor-suggested course of action to address issues, concerns, deficiencies, and improvements described in the audit finding or observation

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

Generally, an organization, office, or individual responsible for enforcing the requirements of a code or standard, or for approving equipment, materials, an installation, or a procedure. At Berkeley Lab, the Electrical AHJ function is divided three ways:

1. The AHJ for Electrical Safety work practices and workplace conditions is the EHS Electrical Safety Program Manager.
2. The AHJ for research and scientific equipment is the Engineering Division Director.
3. The AHJ for facilities and premises wiring is the Facilities Division Director.

Authorization

To formally or officially grant permission. This is required prior to the purchase of any foreign travel ticket.

Travel

A person approved or assigned by the employer to perform a specific type of duty or duties or to be at a specific location or locations at the job site

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.

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. Bad debts are unallowable on Contract 31.

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

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

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

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

Movable personal property with an anticipated service life of two years or more and a cost of $500,000 or more, which substantially retains its original characteristics. Capital equipment does not include application software, maintenance, repair, warranties, real property improvements, or related personal property.

Budget

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. See the Bereavement Leave policy.

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

Electrical utilization equipment is "certified" if it bears a label, tag, or other record of certification that the equipment:

• Has been tested and found by an NRTL to meet nationally recognized standards or to be safe for use in a specified manner
• Is of a kind whose production is periodically inspected by an NRTL and is accepted by the laboratory as safe for its intended use

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

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

Industrial Hygiene and Safety

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.

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

A space that:

• Is large enough and so configured that an employee can bodily enter and perform assigned work.
• Has limited or restricted means for entry or exit (for example, tanks, vessels, silos, storage bins, hoppers, vaults, and pits are spaces that may have limited means of entry).
• Is not designed for continuous employee occupancy.

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

This is a manufacturer's self-declaration of conformity to European design standards. It is not equivalent to an NRTL listing because:

• There is no third-party verification of conformity through inspection or testing
• The standards are not recognized for applicability in the United States

The erection, installation, or assembly of a new plant facility that meets the asset capitalization criteria. Construction includes equipment installed in and made part of the facility; related site preparation, excavation, filling, landscaping, or other land improvements; and the final design of the facility.

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

A firm that has sole contractual responsibility for execution of the construction work related to a project, and for compliance with all safety, health, and environmental codes, standards, and regulations

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

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

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

Industrial Hygiene and Safety

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 entered into between the University of California, as operator of the Laboratory, and one or more participants including at least one non-federal party under which the government, through the Laboratory, provides personnel services, facilities, equipment, or other resources with or without reimbursement toward the conduct of specified research or development efforts consistent with the mission of the Laboratory. The Laboratory is precluded from contributing funds to other sponsors in support of a CRADA.

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)

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.

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.

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

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

Industrial Hygiene and Safety

Disposal

The process of redistributing, transferring, donating, selling, abandoning, destroying, or other disposition of Government‐owned personal property.

Incident Review and Reporting

Division Pcard

A Berkeley Lab-issued credit card that allows authorized employees to make business-related purchases for low-value, standard off-the-shelf items and services that are not available from eBuy and that do not require a purchase order or special approval

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

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

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

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

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

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

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.

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

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

Industrial Hygiene and Safety

Elementary and Secondary Schools

Individual public or private educational institutions encompassing kindergarten through 12th grade, as well as public school districts

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

Eligible Recipient

Local elementary and secondary schools and nonprofit organizations. Appendix D – Page: 3 LBNL PUB-3032, June 21, 2010

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

Such a relationship exists when:

• An employee, acting alone, proposes for a consideration to lease or sell goods or to provide services to the Laboratory; or
• An employee owns or controls more than a 10% interest in any business that proposes for a consideration to lease or sell goods or to provide services to the Laboratory; or
• A former employee, acting alone, proposes for a consideration to lease or sell goods or to provide services to the Laboratory; or
• A near relative of an employee, acting alone, proposes for a consideration to lease or sell goods or to provide services to a Laboratory department, when the employee has, in any connection with his or her Laboratory employment, any responsibility for or will be involved in any manner in the department’s decision to accomplish or approve the transactions; or
• The near relative of an employee owns or controls more than a 10% interest in a business, which proposes for a consideration to lease or sell goods or to provide services to the Laboratory, when the employee has, in any connection with his or her UC employment, any responsibility for or will be involved in any manner in the department’s decision to accomplish or approve the transactions.

Energization Validation & Authorization Package (EVAP)

Energy Asset Disposal System (EADS)

A mechanical device that physically prevents the transmission or release of energy, including but not limited to the following:

• Manually operated electrical circuit breaker.
• Manually operated disconnect switch.
• Manually operated switch by which the conductors of a circuit can be disconnected from all ungrounded supply conductors, and no pole can be operated independently.
• Manually operated valve.
• Flange blank.
• Pin or block.
• Any similar device used to block or isolate energy.
  Energy isolations shall be capable of being locked out. Push buttons, selector switches, software interlocks, and control circuit type devices are not energy isolations and cannot be used to isolate hazardous energy.

Energy‐Oriented Education Program

One that deals partially or entirely in energy or energy‐related topics

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)

The institutional online ordering/procurement system used to purchase goods and services that are not available on eBuy or cannot be purchased with a PCard

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.

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

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

An alternative means of providing an equal or greater degree of safety than that afforded by strict conformance to prescribed codes and standards

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

Industrial Hygiene and Safety

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

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 stock that exceeds 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 and that does not meet management's criteria to be held in reserve for future sale.

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.

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

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

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

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

Except for purposes of Family and Medical Leave, an employee’s spouse, domestic partner, children (including children of the employee’s domestic partner), parents, siblings, grandparents, and grandchildren. Step-relatives, in-laws, and relatives by adoption are included on the same basis as the above-listed blood relatives. If an employee was raised by persons other than their biological parents, these individuals also are included in this category. Likewise, if an employee is raising a child who is not their biological child, that child is included in this category.

Leaves of Absence

FARs

Federal Acquisition Regulations

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

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.

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 a 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

 Conflict of Interest in Research

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

Any foreign country determined to be of risk by the Office of Science in consultation with the Under Secretary for Science; the Under Secretary of Energy; the Under Secretary for Nuclear Security; and the Office of Intelligence and Counterintelligence.
A foreign country of risk is defined as
(i) any foreign government or foreign government agency or instrumentality thereof of a foreign country of risk; 
(ii) any form of business enterprise or legal entity organized, chartered, or incorporated under the laws of a foreign country of risk; and 
(iii) any form of business enterprise or legal entity which is owned, controlled, or influenced by an entity described in paragraphs 9(i) or 9(ii) above, or by any foreign national of a foreign country of risk.

In general, such programs include any foreign state-sponsored attempt to acquire U.S. scientific-funded research or technology through foreign government-run or funded recruitment programs that target scientists, engineers, academics, researchers, students, and entrepreneurs of all nationalities working or educated in the United States. These recruitment programs are often part of broader whole-of-government strategies to reduce costs associated with basic research while focusing investment on military development or dominance in emerging technology sectors. Distinguishing features of a foreign government talent recruitment program covered by DOE Order 486.1A include:

• Compensation: Compensation provided by the foreign state to the targeted individual in exchange for the individual transferring their knowledge and expertise to the foreign country. The compensation can take several forms, such as cash, research funding, honorific titles, career advancement opportunities, promised future compensation, or other types of remuneration or consideration.
• Recruitment: Recruitment in this context refers to the foreign-state-sponsor's active engagement in attracting the targeted individual to join the foreign-sponsored program and transfer their knowledge and expertise to the foreign state. The targeted individual may be employed and located in the U.S. or in the foreign state. Recruitment would not necessarily include any invitation for engagement extended by the foreign state, for example, an invitation to attend or present work at an international conference.

• Incentives: Many, but not all, programs aim to incentivize the targeted individual to physically relocate to the foreign state. Of particular concern are those programs that allow for continued employment at U.S. research facilities or receipt of DOE research funds while concurrently receiving compensation from the foreign state.

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

Foreign Service Post

The local diplomatic or consular post in the area where the excess personal property is located

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

A gift is anything of assignable value that is voluntarily and legally transferred to Berkeley Lab's ownership and possession. A gift is 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. A gift is not a Strategic Partnership Project (SPP), nor an extramural contract or grant, and therefore imposes no contractual requirements. Any proposed gift must support the scientific mission of Berkeley Lab. Gifts cannot be used for non-allowable costs and are subject to Contract 31, Clause H.27 and P.10.

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

Energy that is of such a magnitude that it is capable of causing harm to a person

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).

Hazardous

Waste

Hazardous

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

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.

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

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

ILA

Interlocation Appointments

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

Industrial Hygiene and Safety

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

An unplanned event that results in injury, illness, other loss, or a near miss

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

The art and science of anticipation, recognition, evaluation, and control of occupational health hazards (including exposures to chemicals, noise, and non-ionizing radiation)

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.

Initiator

The property custodian, Loan Agreement Coordinator, or other authorized individual who originates or establishes the loan

Industrial Hygiene and Safety

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

Incident Review and Reporting

Institutional Point of Contact (IPOC)

A person whose responsibilities include monitoring, assessing, and negotiating potential or possible changes affecting Contract 31

Requirements Management

Industrial Hygiene and Safety

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 purchased off the shelf, internally developed, or contractor developed solely to meet Berkeley Lab's internal or operational needs and meets the asset capitalization criteria as prescribed by the DOE Statement of Federal Financial Accounting Standards (SFFAS) No. 10, Accounting for Internal Use Software

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

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.

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

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

Electrical utilization equipment is "labeled" if there is attached to it a label, symbol, or other identifying mark of an NRTL that (1) makes periodic inspections of the production of such equipment and (2) whose labeling indicates compliance with nationally recognized standards or tests to determine safe use in a specified manner

Industrial Hygiene and Safety

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

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

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

Electrical utilization equipment surveyed before October 1, 2013

Industrial Hygiene and Safety

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

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

Industrial Hygiene and Safety

LLNL

Lawrence Livermore National Laboratory

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

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

Equipment that is similar in shape, size, and function that could lead a person to lock out Item A, but start working on Item B instead. Common examples are:

• "North/middle/south" pumps installed side by side
• High-voltage switching stations with rows of switchgear
• Sets of laboratory furnaces installed in a row

A device or combination of devices that, when applied to an energy isolation and fitted with a LOTO lock or a LOTO hasp:

1. Mechanically prevents the actuation of the energy isolation and
2. Holds fast to the energy isolation until the LOTO lock or LOTO hasp has been removed

The LOTO Responsible Individual (RI) is a Person in Charge of a LOTO who has been trained to properly execute and manage LOTO procedures of a more complex nature than those allowed by a LOTO Authorized Person. The following instances of complex LOTO require an RI:

1. Group LOTO (Work Process G)
2. Tagout only (Work Process H)
3. Multiple employers (Work Process I)
4. Shift changes (Work Process J)
5. Temporary partial restoration (Work Process K)

A distinctive, durable tag approved by Berkeley Lab to identify a lockout device and the purpose of the lock. The LOTO tag is attached to the LOTO lock shackle.
Different types of LOTO tags include:

• Personal LOTO tag
• RI LOTO tag
• Group LOTO tag
• Tagout-Only tag

A welded joint that, if it fails, does not have a recognized potential to cause injury. The risk of property damage due to such a failure is nil to moderate. Examples include welded joints on lower-value equipment, and welding of most plumbing systems (e.g., water, nonhazardous gas, and vacuum).

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

Industrial Hygiene and Safety

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

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

Designated area within a Radioactive Materials Area used for the accumulation of mixed wastes. Additional details include:

• Has the same volume and time limits as satellite accumulation areas (SAAs).
• Boundaries must be clearly delineated with tape, signs, and arrows.
• Must be either in a room where waste was generated or in a room immediately adjacent, clearly designated with a purple MWSAA sign.

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

Motor Equipment Fleet Manager

The individual responsible for directing the operation of the motor equipment fleet

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

Industrial Hygiene and Safety

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

Industrial Hygiene and Safety

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 – Military Caregiver Leave, "next of kin" is either (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 who the covered servicemember has designated in writing as the 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

Non-permit Confined Space

Non-permit Confined Space

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

Nuclear Suppliers Group Trigger List

Nuclear material, equipment, and related technology as described in the International Atomic Energy Agency Information Circular 254 Part 1

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.

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

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

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

ORPS

Occurrence Reporting and Processing System

Quality Assurance

OSPIP

Office of Sponsored Projects and Industrial Partnerships

Non-DOE Funded Research Mechanisms

Includes the following:
(1) Employment.
(2) Other support, contractual or otherwise, direct and indirect, including current and pending private and public sources of funding or income, both foreign and domestic. For researchers, other support includes all foreign country of risk entity resources made available, directly or indirectly, to a researcher in support of and/or related to all of the researcher's professional R&D efforts, including resources provided directly to the individual rather than through the research institution, and regardless of whether or not they have monetary value (e.g., even if the support received is only in-kind, such as office/laboratory space, equipment, supplies, or employees).This includes resource and/or financial support from all foreign and domestic entities, including but not limited to, gifts, financial support for laboratory personnel, and participation of student and visiting researchers supported by other sources of funding. This further includes compensation, for example, current or promises of future grants, awards, funding, scholarship, appointment, sabbatical, travel, university directed funding, and honoraria.
(3) Current or pending participation in or applications to programs (e.g., grant programs) sponsored by foreign governments, instrumentalities, or entities, if not a Foreign Government Sponsored Talent Recruitment Program, as defined. Associated contracts, upon request by the DOE, must be disclosed, in addition to the fact of participation.
(4) Positions and appointments, both domestic and foreign, including affiliations with foreign entities or governments. This includes titled academic, professional, or institutional appointments whether or not remuneration is received, and whether full time, part time, or voluntary (including adjunct, visiting, or honorary).
(5) The following, considered alone, are not included in this definition:
(a) In-kind support under a fundamental research collaboration for the sole purpose of co-authorship to be made publicly available; and
(b) Support related specifically to implementing a DOE program-sponsored international collaboration project and within the scope of a DOE-level or U.S. government-level bilateral or multilateral international agreement.

Outpatient Status

For purposes of Family and Medical Leave – 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

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 active duty as defined in the California 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

A Confined Space that has one or more of the following characteristics:

• Contains or has a potential to contain a hazardous atmosphere.
• Contains a material that has the potential for engulfing an entrant.
• Has an internal configuration such that an entrant could be trapped or asphyxiated by inwardly converging walls or by a floor that slopes downward and tapers to a smaller cross-section.
• Contains any other recognized serious safety or health hazard.

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)

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

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

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

Precious metals means uncommon and highly valuable metals characterized by their superior resistance to corrosion and oxidation. Included are gold, silver, and the platinum group metals—platinum, palladium, rhodium, iridium, ruthenium, and osmium.

These metals are procured through an inter-DOE procurement process and facilitated / distributed through Property Management.

A payment made in one accounting/fiscal period for a service with a benefit that extends over future accounting/fiscal periods

Industrial Hygiene and Safety

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.

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/Activity ID

An identification number used to accumulate, manage, and report costs associated with individually funded activities at the Laboratory

Accounting

The Facilities Division's representative responsible for monitoring construction quality and verifying compliance with the terms and conditions of the design documents

Industrial Hygiene and Safety

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

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.

Property Custodian

The DOE federal or contractor individual responsible for the protection, control, and proper use of property under his or her stewardship

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

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 a 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

Wastes that contain radioactivity distinguishable from background or that have been induced to be radioactive. Additional details include:

• Can be solid or liquid.
• Will be accumulated in accordance with all applicable work authorizations.

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

• Friable ACM
• Nonfriable Category I ACM that has or will become friable, or that has been subjected to sanding, drilling, grinding, cutting, or abrading
• Nonfriable Category II ACM that may become crumbled, pulverized, or reduced to powder by the forces expected to act upon the material in the course of demolition or renovation

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

Industrial Hygiene and Safety

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

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

A process to transfer either labor or non-labor costs from one project and activity to another, or between activities within the same project

Accounting

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 that either is prohibited or needs special approvals or handling.

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

Industrial Hygiene and Safety

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

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

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

Solar ready is defined as a building design that includes key aspects to enable solar photovoltaic and heating systems at some time after the building is constructed. For guidance, see the Solar Ready Buildings Planning Guide (NREL/TP-7A2-46078). Solar ready includes steps to define a viable third-party (or self-financed) renewable energy project within the project boundary and steps to lower the cost of the project, such as orienting structures for maximum energy generation potential, maximizing free rooftop or parking-lot space, and providing open conduit and breaker space.

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

Special Nuclear Material (SNM)

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

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.

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

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

Stores Inventory

Materials, supplies, and parts on hand that are normally used or consumed in operations, maintenance, and general use

Accounting

Any invention of the contractor or participant conceived or first actually reduced to practice in the performance of work under this CRADA

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

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

The process of identifying and indexing Unlisted electrical utilization equipment that will later be inspected by a designated EESP Equipment Inspector

Industrial Hygiene and Safety

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.

TA

Temporary assignment

Compensation and Work Hours

TA

Teaching Assistant

Types of Employee Appointments

Industrial Hygiene and Safety

For purposes of workplace evaluations and setting priorities, a job (or portion of a job) involving a discrete agent or set of agents to which workers may be exposed. The terms "activity" (not to be confused with WPC Activity) and “operation” are sometimes used in a similar manner.

Industrial Hygiene and Safety

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

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

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

UCB

University of California, Berkeley

UCB GLOW

UC Berkeley's GradLink-on-the-Web

Types of Employee Appointments

UCD

University of California, Davis

UCLA

University of California, Los Angeles

UCOP

University of California Office of the President

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

UCSF

University of California, San Francisco

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.

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

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

Industrial Hygiene and Safety

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

USCIS

U.S. Citizenship and Immigration Services

Workplace

User

An individual (e.g., an employee of an OCFO functional unit) who interacts with the system. Programmers, system administrators/ managers, other technical personnel, and the BSG are not considered users when working in a professional capacity on the computer system. System users must use the system 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

Industrial Hygiene and Safety

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

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.

Budget

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

A program to implement integrated safety management. The main goals of WPC are the following:

• All hazards are analyzed and controlled.
• All workers demonstrate that they are qualified to perform activities.
• All work is authorized.

All authorizations (job hazard analysis, activity hazard documents, biological use authorizations, rad work authorization) are combined in a single program.

Industrial Hygiene and Safety

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

Industrial Hygiene and Safety

A work planning and work authorization document used at LBNL to define work scopes, the hazards and associated controls, and to authorize workers to conduct the work.  

Person responsible for directing, training, and overseeing the work and activities of one or more workers. Activity Leads provide instruction on working safely and the precautions necessary to use equipment and facilities safely and effectively.

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

A process to verify a zero-energy state. For electrical energy, this is called Zero Voltage Verification (ZVV).

A written plan applying to the operations of the building that:

1. Includes an estimate of the weight and volume of all waste streams, including at least solid waste (where construction and demolition waste is tracked separately from routine waste), medical waste, and hazardous waste.
2. Targets zero waste for solid waste and encourages waste minimization and diversion for all waste streams.
3. Describes the management approach for each waste stream.
4. Describes how the building design supports the chosen management approaches for each waste stream.
5. Identifies further actions necessary to support the action plan.