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Transparency Glossary
Act Additional Appropriation A budget amendment generated by the Executive Office of the Governor (EOG). The transaction will increase the amount of the appropriation. Agency An agency includes any official, officer, commission, board, authority, council, committee, or department of the executive branch of state government. For purposes of this website the judicial and legislative branches are also included as agencies. Agency Amendment Reference Used in FACTS to identify and track individual contract amendments. Input values are determined by the user agencies. Agency Contract Used in FACTS to identify agency assigned contract numbers that are larger than the FLAIR Contract Identifier. If the agency is using a contract management system, the use of this field and the FLAIR Contract Identifier will provide a link between the two systems. Agency Format The operating budget displayed by programs and services within an agency through the General Appropriations Act and other substantive legislation. Agency Funds Funds held by government on a custodial basis for a private party (individual, organization or government); GAAFR fund code of “74”. Aid to Local Governments Appropriations made to local units of government having responsibility for services to the public, for which the unit receives either a state warrant or commodities purchased directly by the state. Agency Reference Number Field in FACTS provided to capture and report references to competitive procurement documentation issued and maintained by the agencies. Examples would be the number of an RFP or ITN that an agency issued to acquire services under the contract. Agency Service Area Field in FACTS to designate internal districts, regions, or other geographic service areas. Allotment A further breakdown of an appropriation. Allotments are created and maintained by agencies to manage their budget and spending at an organizational level. Amended Contract Amount Amount derived from the sum of the original contract amount and contract amendments that are entered into the system in FACTS. Amendment Amount (AMEND AMOUNT, AMENDED AMOUNT) The amount of the change being recorded to a contract, grant, or project. Amendment Date The date of the change being recorded to a contract or grant. Amendment Effective Date The actual date the contract amendment goes into effect in FACTS. Amendment Execution Date Captures date changes to the contract in FACTS. Amendment Number Agency-assigned sequential number which identifies a change to a contract, grant, or project. Amortization The periodic expense allocation of the cost of an intangible asset over its useful life. Amount (AMT, AMOUNT) The monetary value of a transaction. Appropriation A legal authorization to make expenditures for specific purposes within the amounts authorized by law through the General Appropriations Act or other substantive legislation. Appropriation Category Line-item of funding in the General Appropriations Act which represents a major expenditure classification of the budget entity. Within budget entities, these categories may include: salaries and benefits, other personal services (OCO), expenses, aid to local governments, food products, lump sum, special categories, financial assistance payments, qualified expenditures, pensions and benefits, claims bills and relief acts, data processing services, fixed capital outlay (FCO), and grants and aids to local governments and non-state entities (FCO). Approved Budget The approved plan of operation consistent with the General Appropriations Act and other substantive legislation or appropriations approved through the interim budget amendment process. Authorized Advance Payment Indicates payments have been authorized in the contract to be made in advance in FACTS. Authorized Positions
Balance Sheet A financial statement that shows the financial position of an agency at a particular date including assets, liabilities and fund balance. Budget The totality of appropriations measures passed by the legislature. The detailed spending plan submitted by the Governor to the legislature which recommends monetary allocations for each of the departments of the state for the next fiscal year is also known as a budget. Using recommendations from the Governor and individual departments, each house prepares its own version of the budget. Budget Entity A unit or function which reflects the organization to which funds are specifically appropriated in the General Appropriations Act. A budget entity can be a department, division, program, or service. Business Case Date Used in FACTS to indicate the date that a business case study was done for this contract. Business Case Study Done
Capital Improvement Description Field used in FACTS to describe the capital improvements that were acquired under the contract. Capital Improvements on State Property Made by Vendor Indicator in FACTS of whether or not the contractor made capital improvements on state property. A capital improvement is defined as an improvement with a cost in excess of $1,000 and an estimated useful life in excess of one year. Capital Improvements, Value Captures in FACTS the value of the capital improvements that were provided by the contract. Capital Improvements, Value of Unamortized Captures in FACTS the amount of capital improvements acquired under the contract that have not yet been amortized. Central Accounting Used by the Department of Financial Services to process and maintain records. (Checkbook for the State). CFDA Code Used in FACTS to identify the Code of Federal Domestic Assistance (CFDA) that is associated with this contract. CSFA Code Used in FACTS to identify the Code of State Financial Assistance (CSFA) that is associated with this contract. Change Description Free-form field in FACTS used to describe the changes to a contract. Change Type Captures in FACTS all changes or modification to the original contract. Valid values are:
A - Amendment - Amendments change the existing terms or conditions of the contract.
E - Extension - A contract extension is the continuation of an existing contract for a period of time under the same terms and conditions. Unless authorized by statute, a contract extension must be signed prior to the expiration date of the existing contract. Section 287.057(12), Florida Statutes, authorizes contract extensions once for up to six months. Contracts procured under other Statutes such as Chapters 255 or 337, Florida Statutes, may have different requirements.
R - Renewal - Renewals are identified by extensions of the contract dates with additional compensation for additional goods or services. The agency is asking the contractor to provide more of the goods or services that were requested in the original contract under the same terms and conditions. Renewals must be executed prior to the expiration date of the agreement, and must have all the same terms and conditions of the original agreement. Renewals are contingent on satisfactory performance evaluation and may be renewed for a period that may not exceed three years or the term of the original contract, whichever is longer, pursuant to section 287.058(1) (g), Florida Statutes. If the goods or services are purchased as a result of a competitive solicitation, the renewal price must be specified in the bid, proposal or reply. Check A negotiable written order directing a bank to pay money for goods or services as instructed, a bank draft. Chief Financial Officer (CFO) In January 2003 the public official responsible for the combined duties of the former State Comptroller and the State Treasurer became the Chief Financial Officer, a statewide-elected member of the Cabinet. The CFO is also the agency head for the Department of Financial Services. The CFO has the responsibility of settling and approving accounts against the state and keeping all state funds and securities. Commodity/Service Type Field used in FACTS to designate the types of goods or services that are being acquired under the contract. Comprehensive Annual Financial Report (CAFR) Contains the state’s audited financial statements along with other financial and statistical information and is prepared in conformity with Generally Accepted Accounting Principles as prescribed by the Governmental Accounting Standards Board. Constitution The written instrument embodying the fundamental principles of the state, which establishes the power and duties of the government and guarantees certain rights to the people. Continuing Appropriation (Carry Forward) An appropriation automatically renewed without further legislative action, period after period, until altered or revoked by the Legislature. Contract Allotment Level Indicator (CTALI) Specifies the organizational level at which the Available Balance record for Contract Allotments is built and checked during Available Balance Checking. Contract Available Balance Indicator (CONTRACT ABI) Designates which balances are to be checked during the Contract Available Balance checking process. Contract ID - FLAIR Field in FACTS to identify the individual contracts within the system for FLAIR processing purposes. Contract - State or Federal Financial Assistance Field in FACTS to indicate if the contract involves the use of state or federal financial assistance. Contract Management Review The Bureau of Auditing evaluates agency’s contract management function to determine if the agency is monitoring the provider's performance and validating the actual delivery of goods and services. Contract Manager ID (CNTRT MGR ID) Identifies the manager of the contract Contract Performance Metrics Field in FACTS to record performance metric descriptions and measurements for the goods or services that will be provided. Multiple performance measures are allowed for each contract or deliverable. Contract Review The Bureau of Auditing reviews contract/grant documents (in excess of established thresholds) related to services. The contract review focuses on the contract’s scope of work, deliverables and financial consequences. Contract Type A contract is defined as any written agreement between one or more parties. The following Contract Types have been identified for classifying contracts in the system. Valid input into this field:
GA - Grant Award Agreements - The receipt of grant dollars by a reporting entity that are either federal or state financial assistance or grant funding by another non-governmental entity. GAs will not be required for inclusion in the FACTS system during the initial implementation of the system.
RA - Revenue Agreements - Contracts where revenue is received for goods and services provided on behalf of governmental entities. An example of this would be contracted concessions or food services, where the contractor manages the delivery of services and charges user fees for them, and then submits commissions back to the agency.
GD - Grant Disbursement Contracts - Contracts for the expenditure of funds associated with a Catalog of Federal Domestic Assistance (CFDA) number, associated with a Catalog of State Financial Assistance (CSFA) number, or associated with a grant from a non-governmental entity to a recipient or sub-recipient by the reporting entity. These contracts are identified using the vendor checklist to classify them as either vendors or sub recipients. Contractors who are identified as vendors, should be classified as Contract Type = SC – Standard Two-Part agreements by statute, and are required to be reported in FACTS. Contractors determined to be sub recipients will not be required for inclusion in the FACTS system during the initial implementation of the system. They are scheduled for inclusion during phase five, which is scheduled for an April 30, 2013 implementation date, but may be included earlier if the user agencies opt to do so.
MA - Master Agreements - Agreements where the pricing is agreed upon at the point of execution. However, services are not authorized to begin until a separate contractual document is issued (i.e., task or work orders). Examples of this would be surveyor contracts issued by the Department of Environmental Protection or engineering and surveying contracts issued by the Department of Transportation.
MP - Multi-Agency Participation Agreements - These are agreements where the pricing is agreed upon at the point of execution. However, multiple agencies are allowed to receive the services being provided by the Vendor. No separate written agreement is needed for the participating agencies to use the multi-agency contract. They would need a separate procurement document. An example of this is a State Term Contract that was procured by DMS or the court reporter contract that is procured by the Attorney General’s Office.
SC - Standard Two-Part Agreements by Statute - These are agreements where two parties agree on standard terms and conditions pursuant to applicable laws.
PO - Purchase Order - This is an agency document used to formalize the purchase of services or commodities at a specific rate and/or terms. Purchase orders will not be included in the system as part of the initial implementation. They will be retrieved from My Florida Market Place and added to the system at a future date that will be negotiated by DFS and DMS.
MO - Memorandum of Agreement/Understanding or Interagency Agreement - This is a two or more party agreement where the terms may not be specified in law. These agreements are typically between governmental entities. Both agencies should record the agreement in FACTS.
TP - Three or More Party Agreement - This is an agreement where more than two parties agree on standard terms and services pursuant to applicable laws.
No Ceiling/Rate Agreement - This is an agreement for which the total contract obligation cannot be determined until all the commodities or services are delivered such as utility agreements and task directed rate agreements. Contract Vendor Name Field in FACTS to identify the contractor’s name that will provide services under the contract. The information is retrieved from the FLAIR vendor files and may not be input. Contract Wide Consequences Field in FACTS to identify a contract that has a financial consequence that is not directly tied to a deliverable. Contracted Function(s) Previously Performed by the State Indicates in FACTS whether the services acquired under the contract were done in-house by the state agency immediately prior to the issuance of this contract. Contracted Functions Considered for In-sourcing Back to the State Indicates in FACTS whether the services acquired under the contract were considered for in-sourcing back to the state agency. Contract’s Exemption Justification Free-form field in FACTS to explain any exemptions from competitive procurement utilized for the contract. Contract’s Financial Consequences Field in FACTS to record the financial consequences to the contractor for non-performance. Multiple financial consequences are allowed for each contract or deliverable. Cost Accumulator Optional field in FACTS allows agencies to assign a FLAIR OCA, Grant, or Project ID code to budgetary entries. Input will not be validated against the related FLAIR files. Credit Memorandum
Date Received (DT-REC) Used in conjunction with Certified Forwards to specify the date the goods or services were received. Debits Indicates an asset or expense transaction. Disbursements The payment of expenditures. Disbursement Date Refers only to Revolving Fund Disbursements, and is the date the disbursement was originally made. Disbursements Year-To-Date (DISBURSEMENTS YTD)
Electronic Funds Transfer (EFT) Making payment to a vendor electronically into the vendor’s bank account, eliminating the need for a paper warrant. Encumbrance or Expenditure A legal obligation to disburse an appropriation. When a purchase order is written to purchase an item it becomes an encumbrance, when the item is received it becomes an expenditure. Encumbrance Date (EN-DT) Displayed as the date the encumbrance was originally established. Ending Date (END DATE) The date an Expansion Option record, contract or grant ends. Enterprise Funds Used to account for activities in which goods or services are provided to the public for a fee that is the principal source of revenue for the fund. Equity The residual interest in the assets of an agency that remains after deducting its liabilities. Estimated Completion Date (EC-DT) The target date for completion of a construction job. Estimated Revenue The amount estimated to be available to finance expenditures after the budget period. Established Positions Authorized positions which have been classified in one of the state personnel systems (People First or the State Board of Education). This is an agency function. Excess Positions Additional positions for which an agency has obtained approval to exceed the number of positions fixed by the legislature (in the GAA or supplemental appropriations). Expanded Audit of Payments When conducting an expanded audit of a payment, the Bureau of Auditing requests source documentation from the agency that supports the services provided. Expenditure source documentation is also requested for cost reimbursement agreements and agreements funded by state and/or federal financial assistance. Expenditure Creating or incurring a legal obligation to disburse money. Expenditure Type (IOE) The Florida Constitution requires the appropriations bill to be separated by Itemization of Expenditures (IOE). Summary reports reflecting the IOE are located after the last section of the GAA. The list below provides the IOE’s currently in use: Expense
Federal Dollars The amount of money from the federal government for a particular contract. Fiduciary Funds Assets held by a governmental unit in a trustee capacity or as an agent for individuals, private organizations, other governmental units or funds. Filled Positions Personnel positions which are currently occupied. Fiscal Year The period used for budgeting and accounting. In Florida state government, this is the period from July 1 of one calendar year to June 30 of the next calendar year. Fixed Capital Outlay (FCO) The appropriation category used to fund real property (land, buildings including appurtenances, fixtures and equipment, structures, etc.) including additions, replacements, major repairs, and renovations to real property which materially extend its useful life or materially improve or change it functional use, and including furniture and equipment necessary to furnish and operate a new or improved facility. Fixed Positions The total number of personnel positions appropriated by the Legislature. FLAIR The acronym used for the Florida Accounting Information Resource system. The statewide accounting system is owned and maintained by the Department of Financial Services. The Transparency Florida website uses data provided from FLAIR for disbursement, object, and vendor information. FLAIR Organization The organizational structure of an agency used in the departmental Florida Accounting Information Resource system (FLAIR). Florida Constitution The document outlining the basic framework of Florida’s system of government. Revised in 1968 and subsequently amended. Full Time Equivalent (FTE) A state employee authorized in the General Appropriations Act and substantive legislation to provide a service. Funding Source Identification of the source funds for each appropriation category as state funds/non-match, state funds/match, federal funds, or transfer/recipients of federal funds. State funds/non-match - identifies issues funded with non-federal revenue sources. State funds/match - identifies appropriations which are used to match federal funds. Federal funds - identifies issues funded by actual federal receipt. Transfer/recipients of federal funds – identifies issues funded by federal funds which were received by one agency and transferred to another. Fund Type
Generally Accepted Accounting Principles (GAAP) Defined as uniform minimum standards and guidelines for financial accounting and reporting General Appropriations Act (GAA) The annual appropriations act authorizes the vast majority of budget for a fiscal year. The GAA is commonly referred to as “The Budget” or “The Bill”. The structure of the GAA is hierarchical. The broadest level of the hierarchy is the first 7 sections of the budget, constitutionally delineated and containing departments of like missions. The sections of the budget are educational enhancement trust fund items; education (all other funds); human services; criminal justice and corrections; natural resources environment, growth management, and transportation; general government; and judicial branch. The budget includes proviso language which qualifies or restricts a specific appropriation. General Revenue State revenues undesignated as to purpose that can be appropriated by the Legislature for any government purpose (usually state, but may be shared with local governments). Revenues designated for a specific purpose usually have a specific trust fund from which they are then appropriated. Grant (GRANT) A code to identify a particular Grant within an agency. Any valid Grant Code on the agency’s Title File is acceptable input. Grant Matching The percentage of grantor participation designated by the funding agency. Grant Year (GY)
Invoice
Legal Challenges to Procurement Indicator in FACTS of any legal challenges to the procurement of the contract. Legal Challenge Description Field in FACTS providing a description of all legal challenges taken against the awarding of the contract. Legislature, The Florida Florida’s bicameral legislature, composed of the 40-member Senate and the 120-member House of Representatives. Each house is the sole judge of the qualifications and elections of its members and has the power to choose its own officers and establish its own rules of procedure. Either house may initiate legislation on any subject. Senators serve 4-year, staggered terms and representatives serve 2-year terms. No legislator may seek reelection if, by the end of the current term of office, the person will have served in that office for eight consecutive years. Legislative Appropriations System (LAS) Part of the Executive Office of the Governor that manages the appropriations process. Liability An agency’s obligations and the amount the agency owes. Line Item The line item is a specific number that identifies each appropriation within the General Appropriations Act. The line item number is determined by the budget entity and appropriation category and may contain one or many funds. Typically, the line items are generated from the Governor’s recommendations; if a number is missing, this denotes that an appropriation recommended by the Governor was not picked up in the GAA. If there is an alpha after the line item number this denotes that the GAA contains an appropriation that was not recommended by the Governor. Local Funds Used to account for funds (resources) held outside the State Treasury. Long Term Liability
Major Deliverable Field in FACTS to describe each deliverable under the contract. Multiple deliverables are allowed for a contract, however, each deliverable must be entered separately. Each deliverable must be directly related to the scope of work and specify the performance measures that will be used to measure compliance. Major Deliverable Price Field in FACTS to record the price of each major deliverable of the contract. Method of Payment The following Contract Methods of Payment in FACTS have been identified for use in the system. A selection is required except when the ‘Non-Price Justification’ = ‘Contract Wide Consequences’. Valid selections:
Fixed Price - Lump Sum - A contract where the amount of payment does not depend on the amount of resources or time expended. Including, a single amount paid at the completion of the contract, paid on a percent completion basis, \ at completion of all services or at completion of task and at completion of defined tasks or mileposts.
Fixed Fee - Unit Rate - A cost per unit of a commodity or service.
Cost Reimbursement - A cost-reimbursement contract is used when an accurate estimate of the final cost cannot be determined. Cost Reimbursement contracts usually contain a not to exceed maximum.
Cost Reimbursement Plus Fixed Fee(s), including Fixed Price Components - Contracts having a larger estimated contract cost where the final cost cannot be accurately estimated but the contract assures the vendor a profit or fixed award for meeting or exceeding performance targets, including any cost savings.
Cost Reimbursement Plus Percentage of Cost - These contracts pay a fee that rises as the contractor's costs increase. Since this contract type provides no incentive for the contractor to control costs, it is rarely utilized.
Cost Reimbursement Plus Incentive Fee - These contracts pay a fee that rises as the contractor's costs increase. Since this contract type provides no incentive for the contractor to control costs, it is rarely utilized.
Cost Reimbursement Plus Award Fee - Contracts having a larger estimated contract cost where the final cost cannot be accurately estimated but the contract assures the vendor a fixed award for meeting or exceeding performance targets, including any cost savings.
Revenue Generating - Contract results in revenue for the agency. Basis for payment established in the agreement.
No Cost - Contract results in no cost (no disbursements) to the agency. An example would be a Memorandum of Understanding between two agencies. Method of Procurement FACTS has established Contract Methods of Procurement and Procurement Exemption codes for use in the system. The codes identify either the methods of competitive procurement that were used for the contract or the reason that a competitive procurement was not undertaken. My Florida Market Place (MFMP)
Non-Price Justification Field in FACTS to explain why the value of a contract or deliverable is zero. Acceptable values are:
Object The object identifies the type of service, material, or other charge received or rendered. Operating Budget The approved plan of operation consistent with the General Appropriations Act and other substantive legislation or appropriations approved through the interim budget amendment process. The operating budget includes appropriation categories for Salaries and Benefits, Other Personal Services, Expenses, Aid to Local Government, Operating Capital Outlay, Food Products, Special Categories, Financial Assistance Payments, Data Processing Services, Pensions and Benefits, Claims Bills and Relief Acts, Fixed Capital Outlay, and Grants and Aids to Local Governments and Nonstate Entities. Lump sum appropriations and qualified expenditure categories appropriated in the General Appropriations Act must be transferred to traditional categories through the interim budget amendment process. Compare to Operational which does not include Fixed Capital Outlay and Grants and Aids to Local Governments and Nonstate Entities – Fixed Capital Outlay. Operating Capital Outlay The appropriation category used to purchase equipment, fixtures, and other tangible personal property of a nonconsumable and nonexpendable nature. Operational Operational budgets include all appropriations except those made for Fixed Capital Outlay items. Compare to Operating which does include Fixed Capital Outlay and Grants and Aids to Local Governments and Nonstate Entities – Fixed Capital Outlay. Original Approved Budget The approved plan of operation of an agency or the judicial branch consistent with the General Appropriations Act or special appropriations acts. Original Contract Amount The original amount of a contract in FACTS before any amendments or changes are added. Oversight
Program Area The Program Area is similar to the Bill Section in that they both contain departments with like missions. The difference between Bill Section and Program Area is that Education (Bill Sections 1 and 2) are combined when presented in the Program Area charts and calculations. Property Equipment, fixtures, and other tangible personal property of a non-consumable and non-expendable nature, the value or cost of which is $1,000 or more and the normal expected life of which is one year or more. Agencies are required to maintain adequate property records for these property items. Proprietary Funds Accounts for a government’s business type activities. Public Review Period, Constitutional (72-hour rule)
Qualified Expenditure
Receipts Monies that have been collected Receipts Year-To-Date (RECEIPTS YTD) The total dollar amount of Receipts recorded July 1 to date requested. Receive Date (RCV-DT) The date goods or services were received, the key to Payables. Recipient Type This field in FACTS is required if the ‘Contract Involves State or Federal Financial Assistance’ field for the contract is set to the value of "Yes". Revenue
Settlement Date The initial date of the Contract. Source Documentation Page Reference Free-form field in FACTS used by the agencies in recording contract documentation references. Page references can be referenced for each contract deliverable. Special Category The appropriation category used to fund amounts appropriated for a specific need or classification of expenditures. State Matching
Total Appropriations (TOTAL APPR) The sum of the Appropriations Act, Supplemental Appropriations, Additional Appropriation, Certified Forward Cancellation Appropriations, Transfer Appropriations, and Agency Transfers. Trust Fund
Vendor A vendor is a business, person, or entity that is receiving payment from the state by warrant, Electronic Funds Transfer (EFT) or transfer. Vendor Identification Number or Vendor Number (VENDOR ID) Identifies individual or firm the organization makes payments to or receives payments from. Vendor Indicator An alphabetic character that precedes the Regular Vendor number and identifies the number as one of the following: Vendor Name The formal name or title of the vendor which corresponds to the Vendor Identification Number. Veto Objection by the Governor to an act passed by the legislature, which objection kills the act unless it is reenacted later by a two-thirds vote of both houses. Veto, Line item Power of the Governor to selectively veto items in a general appropriations act or any specific appropriation in a substantive act containing an appropriation. See section 18(b) of Article III of the State Constitution for restrictions on the Governor’s use of this power. Veto Override
Warrant An official certificate, or legal security, authorizing a vendor to receive consideration (money).
A bill that has passed both houses of the Legislature.
Personnel positions included in an approved budget.
Indicates in FACTS whether or not a business case study was done for this contract. Acceptable values of Yes or No are selected through the use of radio buttons. Business case studies are required by section 287.0571, F.S., for any contract that will outsource the agency’s services.
A - Amendment - Amendments change the existing terms or conditions of the contract.
E - Extension - A contract extension is the continuation of an existing contract for a period of time under the same terms and conditions. Unless authorized by statute, a contract extension must be signed prior to the expiration date of the existing contract. Section 287.057(12), Florida Statutes, authorizes contract extensions once for up to six months. Contracts procured under other Statutes such as Chapters 255 or 337, Florida Statutes, may have different requirements.
R - Renewal - Renewals are identified by extensions of the contract dates with additional compensation for additional goods or services. The agency is asking the contractor to provide more of the goods or services that were requested in the original contract under the same terms and conditions. Renewals must be executed prior to the expiration date of the agreement, and must have all the same terms and conditions of the original agreement. Renewals are contingent on satisfactory performance evaluation and may be renewed for a period that may not exceed three years or the term of the original contract, whichever is longer, pursuant to section 287.058(1) (g), Florida Statutes. If the goods or services are purchased as a result of a competitive solicitation, the renewal price must be specified in the bid, proposal or reply.
GA - Grant Award Agreements - The receipt of grant dollars by a reporting entity that are either federal or state financial assistance or grant funding by another non-governmental entity. GAs will not be required for inclusion in the FACTS system during the initial implementation of the system.
RA - Revenue Agreements - Contracts where revenue is received for goods and services provided on behalf of governmental entities. An example of this would be contracted concessions or food services, where the contractor manages the delivery of services and charges user fees for them, and then submits commissions back to the agency.
GD - Grant Disbursement Contracts - Contracts for the expenditure of funds associated with a Catalog of Federal Domestic Assistance (CFDA) number, associated with a Catalog of State Financial Assistance (CSFA) number, or associated with a grant from a non-governmental entity to a recipient or sub-recipient by the reporting entity. These contracts are identified using the vendor checklist to classify them as either vendors or sub recipients. Contractors who are identified as vendors, should be classified as Contract Type = SC – Standard Two-Part agreements by statute, and are required to be reported in FACTS. Contractors determined to be sub recipients will not be required for inclusion in the FACTS system during the initial implementation of the system. They are scheduled for inclusion during phase five, which is scheduled for an April 30, 2013 implementation date, but may be included earlier if the user agencies opt to do so.
MA - Master Agreements - Agreements where the pricing is agreed upon at the point of execution. However, services are not authorized to begin until a separate contractual document is issued (i.e., task or work orders). Examples of this would be surveyor contracts issued by the Department of Environmental Protection or engineering and surveying contracts issued by the Department of Transportation.
MP - Multi-Agency Participation Agreements - These are agreements where the pricing is agreed upon at the point of execution. However, multiple agencies are allowed to receive the services being provided by the Vendor. No separate written agreement is needed for the participating agencies to use the multi-agency contract. They would need a separate procurement document. An example of this is a State Term Contract that was procured by DMS or the court reporter contract that is procured by the Attorney General’s Office.
SC - Standard Two-Part Agreements by Statute - These are agreements where two parties agree on standard terms and conditions pursuant to applicable laws.
PO - Purchase Order - This is an agency document used to formalize the purchase of services or commodities at a specific rate and/or terms. Purchase orders will not be included in the system as part of the initial implementation. They will be retrieved from My Florida Market Place and added to the system at a future date that will be negotiated by DFS and DMS.
MO - Memorandum of Agreement/Understanding or Interagency Agreement - This is a two or more party agreement where the terms may not be specified in law. These agreements are typically between governmental entities. Both agencies should record the agreement in FACTS.
TP - Three or More Party Agreement - This is an agreement where more than two parties agree on standard terms and services pursuant to applicable laws.
No Ceiling/Rate Agreement - This is an agreement for which the total contract obligation cannot be determined until all the commodities or services are delivered such as utility agreements and task directed rate agreements.
The written form issued by a vendor to an agency that a credit has been posted to the agency’s account, a credit memo.
The total dollar amount of disbursements recorded 07/01 to date requested.
State Operations
Aid to Local Governments and Non-profit organizations - Operations
Payment of Pensions, Benefits and Claims
Pass Through of State and Federal Funds to Local Governments
Medicaid and Temporary Relief to Needy Families
Transfer to Other Entities
State Capital Outlay – Department of Management Services managed
State Capital Outlay – Agency managed
State Capital Outlay – Department of Transportation Work Program
State Capital Outlay – Public Education Capital Outlay
Aid to Local Government and Non-profit Organizations – Capital Outlay
Debt Service
The appropriation category used to fund the usual, ordinary, and incidental expenditures, including such items as commodities, supplies of a consumable nature, current obligations, and fixed charges, and excluding expenditures classified as operating capital outlay.
Identification of the appropriation as being funded from General Revenue or from a Trust Fund.
An agency assigned code that corresponds to the ending fiscal year of the grant.
The bill provided by a vendor to an agency for items/services purchased.
Debt of an agency that falls due more than one year ahead, or are paid out of non-current assets.
Fixed Price - Lump Sum - A contract where the amount of payment does not depend on the amount of resources or time expended. Including, a single amount paid at the completion of the contract, paid on a percent completion basis, \ at completion of all services or at completion of task and at completion of defined tasks or mileposts.
Fixed Fee - Unit Rate - A cost per unit of a commodity or service.
Cost Reimbursement - A cost-reimbursement contract is used when an accurate estimate of the final cost cannot be determined. Cost Reimbursement contracts usually contain a not to exceed maximum.
Cost Reimbursement Plus Fixed Fee(s), including Fixed Price Components - Contracts having a larger estimated contract cost where the final cost cannot be accurately estimated but the contract assures the vendor a profit or fixed award for meeting or exceeding performance targets, including any cost savings.
Cost Reimbursement Plus Percentage of Cost - These contracts pay a fee that rises as the contractor's costs increase. Since this contract type provides no incentive for the contractor to control costs, it is rarely utilized.
Cost Reimbursement Plus Incentive Fee - These contracts pay a fee that rises as the contractor's costs increase. Since this contract type provides no incentive for the contractor to control costs, it is rarely utilized.
Cost Reimbursement Plus Award Fee - Contracts having a larger estimated contract cost where the final cost cannot be accurately estimated but the contract assures the vendor a fixed award for meeting or exceeding performance targets, including any cost savings.
Revenue Generating - Contract results in revenue for the agency. Basis for payment established in the agreement.
No Cost - Contract results in no cost (no disbursements) to the agency. An example would be a Memorandum of Understanding between two agencies.
Department of Management Service's way of managing purchasing functions.
1. Price cannot be determined
2. This is a revenue generating agreement.
3. This is a rate agreement.
4. Contract-wide consequences.
Analysis of how the agencies of the executive department perform their duties, an important responsibility of committees.
A 72-hour public-review period required by section 18(d) of Article III of the State Constitution before final passage of general appropriations bills.
The appropriations category used to fund specific activities and projects which must be transferred to one or more appropriation categories for expenditure upon recommendation by the Governor or Chief Justice, as appropriate, and subject to approval by the Legislative Budget Commission.
Increase in assets as a result of collecting fees and taxes, providing services or a decrease to a liability.
The percentage of state participation required as a condition of the funding agency.
Special state account(s) established by the Legislature to fund specific programs or services. Trust fund expenditures are pursuant to appropriations by the Legislature.
F = FEID Number
S = Social Security Number
N = Non Standard Number
Action by the legislature to set aside the Governor’s objections to an act. It takes two-thirds of the members voting in each house to override a veto.