Core Policy & Procedures Manual Glossary

A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

A

Accountable advance – Sum of money temporarily advanced. 4.3.9

Accounts receivable ageing – Process of categorizing each account receivable by the number of days/months/years it has been outstanding. 7.2.19

Accrual basis of accounting – Method of recording transactions by which revenues and expenditures are reflected in the accounts of the period in which they are considered to have been earned and incurred, whether or not all transactions have been finally settled by the recipient or payment of cash or its equivalent. 3.4.3 - Part III

Administrative Records Classification System (ARCS) – Records common to all offices and that are distinct from operational records (ORCS). Administrative records support housekeeping functions such as the management of facilities, property, materiel, finances, personnel, and information systems. Administrative records also relate to common management processes, including committees, agreements, contracts, information services, legal opinions, and other similar functions. 12.3.218.3.5

Agreement on Internal Trade (AIT) – The Agreement between the Federal, provincial and territorial governments to reduce trade barriers within Canada signed in 1995 and implemented effective 1996. One of the objectives of the Agreement is to reduce and eliminate public sector procurement barriers within Canada for goods valued over $25,000 and for construction and services valued over $100,000. 6.2 - Part I; 6.4.4 - Part II

Annual Service Plan Report – A ministry report containing information normally found in a traditional annual report, with the additional requirement that a ministry's performance in meeting its service goals and targets is emphasized in the document. The document must link directly back to the ministry's corresponding service plan. In addition the document must contain a signed statement from the responsible minister to the effect that the minister is accountable for the actual results reported. The report is to be tabled in the Legislative Assembly each year. 3.3 - Part III

Appropriation – Any authority granted by the Legislative Assembly to disburse money out of the Consolidated Revenue Fund. The appropriation will be provided in the Supply Act, the express provision of another Act, or by Special Warrant. 1.2.1

Approved request – This is one of the purchase instruments that has an Expense Authority approval associated with it. 4.3.2

Archival value – Records that have residual administrative, operational, legal, financial, evidential, informational, historical, cultural or commercial value and are worthy of indefinite or permanent preservation. 12.3.2

Attractive asset – A fixed asset considered a target for theft or readily convertible into cash. 8.3.2

Audit trail – A set of records that collectively provide documentary evidence of processing used to aid in tracing from original transactions forward to related records and reports, and/or backwards from records and reports to their component source transaction. 7.2.4

Authorized officer – A public officer of the Province who is an authorized signing officer for a ministry bank account. 4.3.11

B

Banking instrument – As defined in the Financial Administration Act: means a cheque, draft, telegraphic or electronic transfer or other similar instrument. 7.2.57.2.12

BC Bid – Procurement site to advertise opportunities to provide goods and services to ministries and some public sector bodies. 6.4.2 - Part II

Bid rigging – An indictable criminal offence under the federal Competition Act. Bid rigging occurs when there is collusion among bidders or potential bidders in the submission of bids. 6.3.2.a - Part I

Budget – The Budget Address and budget papers that are tabled by the Ministry of Finance, along with the Main Estimates. The Budget is usually presented on the third Tuesday of February each year. 3.1 - Part II; Estimates

Block supplier – A supplier created and used to make payments to multiple payees under a single supplier number.  Block supplier names begin with a “Z” prefix and are generic in title. D.13

Budget unit – A unit within a responsibility centre by which different levels of funding can be defined. 3.3.c - Part III

Business Impact Analysis (BIA) – A detailed and documented process designed to identify and prioritize business functions and workflow, including establishing Recovery Time Objectives by assessing impacts over time that might result if an organization was to experience a disruptive event. 16.3.3

Business priority service – Business function or process that is not mission critical, but should it not be performed, could lead to the loss of a major government service. 16.3

C

Cabinet – The decision-making body of the B.C. government, which comprises the Premier and all Cabinet ministers (also called the Executive Council) 17.1

Capital lease – A lease contract where by the lessee obtains ownership (lease to buy) or derives a substantial amount of the benefits of ownership by the end of the lease term. 3.4.3 - Part III

Capital project – A number of related activities intended to maintain, improve, develop or acquire a discrete capital asset, including land and betterments, buildings and highways, bridges and other long term assets. 5.2

Central Accounting System – A suite of applications and services that is the Province’s authoritative source for financial reporting. Supported by Corporate Accounting Services (CAS). Corporate Financial System

Charge card – A card issued under the authority of the Minister of Finance. 4.3.19

Chart of Accounts (COA) – A standard classification and reporting system, and along with budgetary processes, provides information to support program management. The chart of accounts supports external and internal hierarchical reporting from the same financial data. 3.4.2 - Part III

Chief Financial Officer (CFO) – A ministry officer who has been assigned responsibility for the specific operation and management of a ministry's system of financial administration. 1.3; 2.3

Chief Financial Officer bank account – A special type of ministry bank account that may be approved for purposes of paying ministry expenses, with specified amounts, directly to the suppliers. 4.3.12

Collision Damage Waiver (CDW) – A rental vehicle option under which the rental company waives its right to collect from the renter for damages to its vehicle. 10.3.9; 11.3.5

Commission – An amount paid to a person collecting public money on behalf of government. The commission is calculated as a percentage of the amount collected, according to a dollar range, specified by contract or determined in some other way.

Commitment – An obligation to pay that will result in a charge against an appropriation, or a future obligation of government. 4.3.7

Consolidated Revenue Fund – The fund into which all public money other than trust funds must be paid.

Continuing Service Agreement – An agreement between a ministry(ies) and a contractor for the delivery of Applicable Community Health and Social Services over a period of not less than three years. 6.3.2.d - Part I

Contract – A legal agreement between a ministry and a person or company whereby the ministry agrees to pay for services. A professional service contract involves professional or management consulting services where the primary output is the provision of advice, management feasibility studies, concept preparations, operational reviews or design (e.g., consultants could be experts in the fields of engineering, management, or finance). 6.2 - Part I

Contract amendment – An agreed addition to, deletion from, correction, or modification of a contract. 6.3.2.a - Part I

Contract summary sheet – A Ministry of Finance form, FIN 163, used to summarize the details of service contracts. 6.3.6.b - Part I

Cost recovery – For fees and licenses, the rate at which the government will recover all the costs incurred in the provision of the fee or license. Costs include materials, direct labour and others, including administrative costs. 7.2.2

Credit note – Issued by a seller to a purchaser to record the reduction of a bill because of an allowance, return or cancellation. The opposite of an invoice. 7.2.5

Critical services – General term that collectively refers to Business Priority and Mission Critical services. 16.2

D

Debit note – A note indicating an amount owed by a person or company. Serves the same function as an invoice. 7.2.7

Deficit – Amount by which spending exceeds available funds during a fiscal year. 1.2.3

Delegation instrument – A schedule of financial signing authorities granted by the minister or deputy minister. 4.3

Direct invoice – D.14.3.2

Direct invoicing – A vendor invoice for goods or services without a related purchase instrument (i.e., purchase order or contract). D.7

Directive – An instrument that relates to the internal policy of government made or approved by the Lieutenant Governor in Council, Treasury Board or Minister of Finance. 1.4

E

Electronic authentication – The process by which an electronic signature is verified to ensure, before further processing, that the identity of the signer can be positively identified, that the integrity of the authorized data was preserved and that the data are original. 4.3.5

Electronic authorization – The affixing or the logical association of an electronic signature to a transaction to identify the signer and to indicate the signer's intended approval of the associated information in the data message representing the transaction (as a rule, an audit trace associating the electronic signature to the transaction is created as a record of the electronic authorization). 4.3.5

Electronic records – Data and information that is input, created, manipulated and/or stored on electronic media that show evidence of actions and decisions occurring during the transaction of business and that require a computer to be accessed and manipulated. Electronic records include related documentation and metadata. Documentation may include technical specifications for system design and development, user manuals, code books, and any other material that explains the operating system and the software being used to access and manipulate the data. Metadata is data that describes data and data systems (i.e., the structure of databases, their characteristics, location, and usage). 12.3.2

Electronic signature – Data in electronic form that is logically associated with or affixed to a data message and used to identify the signer of the data message. Used to indicate the signer's approval of the information contained in the data message. 4.3.5

Encumbrance request – An order by legislation to divert monies owed by the Province to debtors (government employees/suppliers) and redirecting these monies to creditors for the repayment of outstanding debts and obligations. E.1

Enterprise Risk Management (ERM) – The coordinated, ongoing application of risk management across all parts of an organization which flows from the strategic planning to the operational (service delivery) level. 14.0

Entitlements  Includes government transfers that government must make if the recipient meets eligibility criteria. The eligible recipient and the amount of the entitlement are prescribed in legislation and other authorities. 21.3.2

Estimates – Or budget preparation means the estimates of revenue and expense for a fiscal year presented to the Legislative Assembly. 1.2.3; 3.2 - Part I

Expense Authority (EA) – Authority granted to ministry officials to approve expenditures and accounts. It includes, but is not limited to, the authorization of the purchase of goods and services, approval of transfers and entitlements, and approval of financing transactions. 4.3.2

Expenditure review – Process comparing funds released and expenditures made to date with the estimated expenditure to date, and providing explanations for variances. 3.3 - Part II

Expense reimbursement – Any travel or other approved out-of-pocket expense reimbursement. 10.3.2

Extinguishment – The forgiveness of a debt or obligation to the Province and, to the extent that it is forgiven, the right of the government to collect the debt, obligation due or claim is nullified. 7.2.27

Extraordinary losses – Are incurred when an employee or appointee conducting government business suffers a loss of or damage to personal property which is pertinent to the performance of his/her duties. 10.3.12

F

Financial administration – The administration of financial matters and affairs of the Province, including: administration of assets (including assets held in trust); revenues and expenditures; accounting and reporting systems; the establishment and maintenance of financial controls. 1.2.3

Financial information – The transactions or data produced or used in understanding, managing, and reporting on the financial aspects of an activity, and is not limited to accounting data. Financial information is relied on to make decisions of a financial nature. 13.2

Financial Management Report (FMR) – A report describing expenditures by ministry for the period to date, showing expenditures by service line, responsibility centre and object of expenditure and comparing those amounts with the budget. 3.3.b - Part III

Financial officer – A ministry officer who has been assigned responsibility for carrying out specialized activities associated with a ministry's system of financial administration. 1.3

Financial system – A significant system or process that produces or generates financial information. For example, systems that:

  • collect, maintain, process, transmit or report financial transactions;
  • support internal and external financial report preparation, such as, cost and revenue information, financial statements, and the Public Accounts;
  • assist ministries and central agencies with financial management, control, budgeting and forecasting. 13.2

Force Approval – A CAS Oracle profile that permits release of payment for a direct invoice under certain conditions. 4.3.3.b; 4.3.6

Fraud – For the purposes of managing fraud risks within government, fraud can be defined as any intentional act to deceive others, resulting in government suffering a loss and/or the perpetrator achieving a gain. 20.4

Full-time Equivalent (FTE) – The equivalent of one person working 1,827 hours in one year. Direct FTEs include employees whose salaries are paid directly from the Consolidated Revenue Fund. Indirect FTEs include employees whose salaries are substantially paid by government indirectly through government transfers to external employers. 

Functional guidance – Provision of advice and assistance related to established policies, systems and procedures. 2.3

Fund – A self-balancing accounting entity established to show monies received for specific purposes, the income earned thereon, expenditures for the purposes designated and the assets held against the capital of the fund and its liabilities. Examples are:

  • Consolidated Revenue Fund, the primary accounting entity of the Province comprised of the main and special accounts combined with special funds. 1.2.1
  • Special Fund, a group of assets reserved for a specific purpose. Special funds have all the characteristics of a complete accounting entity. 1.2.4
  • Trust Fund, funds held and administered in trust for others over which the government has no power of appropriation. 3.3.d - Part III

G

Garnishment – A debt collection process (also called attachment) through which a creditor seeks to collect a debt owed by a debtor by obtaining a court order directed to a third party who owes money to the debtor (such as the debtor's employer or financial institution) and requiring that the third party pay that money into court or otherwise for the benefit of the creditor. 7.2.24

Government transfers – Transfers of monetary assets or tangible capital assets from the Province to individuals, businesses, or other entities, for which there is a non-exchange transaction where the Province is not the direct beneficiary of any goods or services, repayment, or investment. Government transfers also include transfers of monetary assets or tangible capital assets received by the Province from an individual, a business, or other entities. 21.2

Grant – Includes payments to individuals, businesses, or other entities, which may include stipulations as to the use of funds, and that is not entitlements or shared cost arrangements. 21.3.2

Guarantee – A guarantee is a legally binding promise to pay a debt or perform an obligation of another party if that other party fails to do so.  9.2

Guidelines and Standards - A guideline is distinct from but similar to a policy. Guidelines are usually optional or a suggested best practice. A standard provides a specific technical requirement. Standards usually cover details such as implementation steps, design concepts and other specific controls. Guidelines and standards change because business processes, organizational structures and technologies change rapidly, while policies are intended to last for a longer period of time.

H

Hand-held communication devices – Include information and communications technologies such as personal digital assistants (PDAs), Blackberries, cell phones, etc. L.2

Headquarters – That area within a radius of 32 kilometres of where employees ordinarily perform their duties. 10.3.2

Holdback – That portion of a payment(s) under contract that is withheld until certain conditions relating to satisfactory performance as determined by the contract have been met. 4.3.17

I

Incremental contingent liability – An incremental contingent liability is an indemnity or a guarantee that increases a party’s financial exposure through the assumption of another party’s risk. 9.2

Indemnity – An indemnity is a legally binding promise to make another party financially whole in the event of specified losses or damages.  9.2

Information incident – A single or a series of unwanted or unexpected events that threaten privacy or information security. Information incidents include the collection, use, disclosure, access, disposal, or storage of information, whether accidental or deliberate, that is not authorized by the business owner of that information. Information incidents include privacy breaches (see Process for Responding to Privacy Breaches). 12.3.6

Information and information technology security incidents – Information and information technology security incidents where there is damage to or a compromising of the protection of data, systems, documentation, computer-generated information and facilities resulting in a loss of government information or property. These incidents can be accidental or deliberate threats to confidentiality, integrity or availability. 20.2.1L.2

Insurance proceeds – Amounts received or receivable by the government pursuant to a contract under which an insurer has agreed to indemnify the government in the event of a specified damage, loss or liability arising from the occurrence of certain events. 7.2.15

Internal audit – An independent, objective appraisal or the review of operations for senior management. 17.2

Internal control – The management framework and interrelated systems, processes and practices adopted by management for achieving objectives. 2.2.1

Invitation to Quote (ITQ) – Used when the requirement is adequately defined to permit the evaluation of quotes against clearly stated criteria and quotations. The focus of this solicitation document is on price, targeting the lowest qualified bid. 6.3.2.a - Part I

Invitation to Tender (ITT) – A formal process for soliciting competitive bids that includes the public opening of sealed tenders. ITTs are often referred to as "public tenders". Typically ITTs are used for construction projects, where the requirement is adequately defined to permit the evaluation of tenders against clearly stated criteria and quotations. The focus of this solicitation document is on price, targeting the lowest qualified bid. 6.3.2.a - Part I

J

Joint Solutions Procurement (JSP) – A specialized request for proposal methodology designed for systems integration projects. The method is designed for selection of a vendor based on demonstrated capability and expertise to solve a problem. It allows both vendor and ministry to work together in developing a joint solution that meets government's business needs. 6.3.5.a - Part I

K

L

M

Magnetic disks – Include data storage devices such as floppy disks, IDE hard drives, serial ATA drives, zip disks. 20.2.1

Medium with information capacity – Material on which data are or may be recorded such as paper, punched cards, magnetic tape, hard drives, thumb drives, hand-held devices, magnetic disks, optical disks, etc. 20.2.1

Minister – A minister with portfolio or a minister of state per the Official Duties and Expense Regulation (BC Reg. 226/2001 as amended). 10.2

Ministerial Order – An order made by a minister in execution of a power conferred by an Act.

Ministry bank accounts – Cash balances in ministry bank accounts. Ministry bank accounts are assets of the Province and must be separated from accounts used for the deposit of public money. Ministries are responsible for control over these bank accounts. 4.3.11

Mission critical services – Those functions and processes that, should they not be performed, could lead to loss of life or injury, personal hardship to citizens, major damage to the environment, or significant loss of revenue or assets. 16.3

Motor vehicle charge card – A government-sponsored charge card issued to a government owned or leased vehicle, or to a deputy minister who uses his private vehicle. It is to be used by authorized persons for vehicle operating expenses. 4.3.19

N

Notice of Intent – The method by which a ministry declares that it intends to negotiate a contract directly with a specified contractor, without a competitive process. It provides an opportunity for other potential proponents to object to the direct award. 6.3.2.b - Part I

O

Office of Primary Responsibility (OPR) – The office of a ministry or agency that has primary responsibility for records in order to satisfy operational, financial, legal, audit and other requirements. 18.3.5.a

Official – A minister, a committee member, a parliamentary secretary, or a member of the Legislative Assembly designated by a minister on behalf of the Executive Council to attend or act in an official capacity at a meeting, conference, task force, committee, visitation, function or work on a project. See section 1, Definitions, of the Official Duties Expense Regulation (BC Reg. 226/2001 as amended). 10.2

Official duties – Means the same as "official duties" under the Official Duties Expense Regulation (BC Reg. 226/2001 as amended). 10.2

Operational Records Classification System (ORCS) – Records that relate to the operations and services provided by a ministry or agency in carrying out the functions for which it is responsible according to statute, mandate, or policy. Operational records are distinct from administrative records (ARCS) and are unique to each government organization. 12.3.218.3.5

Optical disks – Include data storage devices such as CDs, DVDs. 20.2.1

Order in Counci(OIC) – An order under the authority of an existing statute approved by the Lieutenant Governor in Council upon the advice and consent of the Executive Council.

P

Payment based on contributions – A payment made from the Consolidated Revenue Fund of monies contributed to the government by a third party for a specified purpose as authorized under section 25 of the Financial Administration Act, even though no provision has been made in the Estimates for the receipt and disbursement of such a contribution. 4.3.15

Performance bond – A written guarantee that a contractor will promptly and faithfully perform the contract in accordance with its terms and specifications. In the event of a default by the contractor, the bonding company is responsible, up to the limit of the bond, for costs in excess of the original contract price. 8.3.4

Petty cash expense – A cash payment made from an accountable advance. 4.3.9; 10.3.16

Physical security – The use of physical safeguards, procedural and system barriers, consistent with the level of risk identified, to prevent, delay or deter unauthorized access to assets. 8.1

Policy

Pre-qualification list – A list of vendors who have been identified as being capable of providing a particular type of good or service by going through a formal pre-qualification process. 6.3.2.b - Part I

Procedure

Procurement – The acquisition by any means, including purchase, rental, lease or conditional sale of goods, services or construction. 6.0

Protected – A security category assigned to documents, files or records series containing confidential and/or sensitive information. 12.3.2

Protected (Personal) – The security category assigned to documents, files or records series containing sensitive personal information. L.3

Public Accounts – The set of documents presented to the Legislative Assembly by the Minister of Finance to report financial information and to comply with legislative authorities. 2.2.3.d; 3.2 - Part III

Public private partnership – Arrangements that result from a competitive process, between government and private sector entities for the purpose of providing public infrastructure and related services. Such partnerships are categorized by the sharing of investment, risk, responsibility and reward between the partners. The reasons for establishing such partnerships vary but generally involve the financing, design, construction, operation and maintenance of public infrastructure and services. 5.3

Purchasing card – A payment instrument that allows ministry employees to acquire goods and services directly from a supplier. 4.3.19

Purchase instrument – This includes, but is not necessarily limited to:

  • purchase orders; 
  • contracts; and
  • invoices. 4.3.3

Purchase order – A purchaser's written offer to a supplier formally stating all terms and conditions of a proposed transaction. 6.3.2.a - Part I

Q

Qualified Receiver (QR) – An individual who has been trained in their responsibilities for inspection or review of goods and services received. 4.3.2

R

Real property and accommodation infrastructure services – The provision of all the customer's workplace needs, including physical accommodation, furniture, equipment and environmental and telecommunications services that support customer program delivery. 18.3.1.a

Receivables – All amounts claimed by the province against debtors. Amounts claimed arise from:

  • taxes, fines and penalties not paid or recorded on a cash basis;
  • accountable advances;
  • loans and mortgages;
  • shareable and recoverable costs;
  • sales provided on credit;
  • advances to employees (including amounts due to fraud, embezzlement or salary; overpayment);
  • overpayments; and
  • royalties and other rights provided under agreement. 7.1

Recipient – An individual, an organization, or another government that is in receipt of a government transfer of monetary assets or tangible capital assets for which there is a non-exchange transaction where the Province is not the direct beneficiary of any goods or services, repayment, or investment. A recipient is also the Province receiving transfers of monetary assets or tangible capital assets from an individual, a business, or other entities. 21.2

Record – Books, documents, maps, drawings, photographs, letters, vouchers, papers and any other thing on which information is recorded or stored by any means whether graphic, electronic, mechanical or otherwise. 12.3.2

Refund – A repayment in part or in full of monies received by the government. 7.2.11

Refund of expenses – The recovery of a payment previously authorized and made from the Consolidated Revenue Fund under the authority of an Act, appropriation or trust fund. 4.3.16

Regulation – An order, rule, tariff of costs or fees, warrant, bylaw or other instrument enacted in execution of a power conferred under an Act, or the authority of the Lieutenant Governor in Council.

Remission – Conditional or unconditional forgiveness and cancellation, in whole or in part, of a tax, royalty, fee, forfeiture, fine, pecuniary penalty or other sum due to the government imposed or authorized to be imposed by an enactment and authorized by section 19 of the Financial Administration Act. 7.2.28

Request for Expressions of Interest (RFEI) – A tool that can be used to confirm which vendors are interested on competing for a project. An RFEI can also be used to pre-qualify potential and interested vendors, who will then be invited to respond to a Request for Proposal. No contract awards are made directly from a request for expressions of interest. 6.4.3 - Part II

Request for Information (RFI) – A procurement procedure where vendors are provided with a general or preliminary description of a problem or need, and are requested to provide information or advice about how to better define the problem or need, or alternative solutions. It may be used to assist in preparing a solicitation document. No contract awards are made directly from a request for information. 6.4.3 - Part II

Request for Proposal (RFP) – A request to vendors to submit proposals on how, and at what price, they would provide a good or service in response to an identified problem, requirement, or objective. Vendors are requested to submit detailed proposals in accordance with pre-defined criteria. The selection of the successful proposal is based on evaluation criteria including the effectiveness, value and price of the proposed solution. 6.3.2.a - Part I

Request for Qualification (RFQ) – A procurement document used to invite vendors, if they meet the required qualification criteria, to register on a permanent source list or on a particular source list intended for a specific competition. 6.3.2.a - Part I

Request for Standing Offer (RSO) – A solicitation document to seek vendors to supply specified goods or services directly on an "as and when" required basis at a predetermined price. 6.4.3 - Part II

Requisition – A formal request to acquire goods and services. 4.3.2

Responsibility centre manager – A ministry officer delegated responsibility for carrying out specific activities associated with the programs of a ministry and who has been given financial authority and budgetary responsibility for those activities. 3.3 - Part II

Revenue – The gross proceeds for a fiscal year from taxes, licenses, fees, rights under an agreement, transfer payments and other sources other than borrowing. 7.1

Revenue bank account – A ministry bank account for depositing public money, which is then transferred each day to the consolidated revenue account. 7.2.10

Risk – The effect of uncertainty on objectives. 14.0

Risk management  Structured and disciplined efforts undertaken to identify and mitigate risk and to reduce uncertainty in the achievement of organizational goals and objectives. 14.0

S

Security – Risk control techniques to protect people, assets and the operations of government from loss or harm. 15.0

Security Threat and Risk Assessment (STRA) – A component of a risk analysis specifically aimed at identifying security exposures. 4.3.5

Sensitive information – Personal, confidential or protected information whose release is unauthorized i.e., information which is reasonably likely to be excepted or excluded from access under the Freedom of Information and Protection of Privacy Act12.4

Service Plan – A plan that describes a ministry's purpose or mission, its direction or vision, its goals and objectives, the operational strategies and resources it intends to use to achieve those objectives, and how it will know if it has been successful (i.e., through the use of performance measures and targets). 2.3; 3.3 - Part III

Set-off – A process established within government by ministries that are owed money by a debtor external to government. Where the debtor is owed money by the government for some purpose; section 38 of the Financial Administration Act provides that the amount owed to the government can be deducted in deciding the final amount to be paid to the debtor. 7.2.23

Shared cost arrangement – Include reimbursement and financing arrangements under contract or formal written agreement to individuals, businesses, or other entities for purposes specified within the agreement. They are non-exchange transactions (i.e., government is not the direct beneficiary of goods or services) and the transferring government has significant control over how the funds are to be spent. Stipulations should be attached to recipient spending. 21.3.2

Short Form Request for Proposal (SRFP) – The Request for Proposal template is intended for use in low exposure procurements where the value of the resulting contract is less than $250,000. An RFP is a request to vendors to submit proposals on how, and at what price, they would provide a good or service in response to an identified problem, requirement, or objective. Vendors are requested to submit detailed proposals in accordance with pre-defined criteria. The selection of the successful proposal is based on evaluation criteria including the effectiveness, value and price of the proposed solution. 6.3.3.b - Part I

Signing authority officer – A ministry officer delegated by the deputy minister who is responsible for the administration and control of ministry expense authorities, including specimen signature cards or electronic versions. 4.3.1

Special account – An account in the general fund where the authorization to spend money from the account is located in an Act other than a Supply Act1.3

Staffing action – The authority to approve staffing requisitions involving payments to government personnel and other requests under their responsibility (e.g., overtime and meal allowances, but not pay increases governed by collective agreements). 4.3.4

Standing advance – An accountable advance made to a person in a fixed amount that is required to reimburse expenditures on a continuing basis and reimbursed to that fixed amount each time an accounting for expenditures is made. Standing advances include advances made for working capital, to establish petty cash funds and to establish working capital in approved ministry bank accounts. 4.3.9

Standards

Standing agreement (SA) – An agreement that includes both an offer from a potential contractor and acceptance of that offer by government to enter into a future contract in accordance with terms and conditions prescribed in the standing agreement. With a standing agreement, there is an obligation on the part of government to access the services negotiated within the specified time period. 6.3.3.d - Part I

Standing offer (SO) – An offer from a vendor to provide specified goods and services directly from the vendor on an 'as and when' requested basis, at a pre-determined price. There is no acceptance of this offer on the part of government until a ministry or other public sector body accesses the standing offer. 6.3.2.a - Part I

Standard Object of Expenditure (STOB) – The nature of the expenditure (article purchased or service obtained) or expenditure classification on which funds are spent and reported. 3.4.2 - Part III

Subsidiary accounts – A grouping of individual accounts that in total equal the balance of a control account in the General Ledger. 7.2.17

Suspense account – An account to which an entry for a transaction is posted until ultimate disposition is determined.  7.2.14

T

Tangible capital asset – Non-financial assets with physical substance that are acquired, constructed, or developed for new or existing non-financial assets and held generally for use in the production or supply of goods and/or services. These assets have different useful lives extending beyond an accounting period which are classified into different asset categories. They include land, highways, buildings, automobiles, computer hardware and software, but exclude inventories, Crown land and assets purchased by third parties or by capital grants issued by the Province. 8.3.2

Temporary advance – An accountable advance made to a person in a fixed amount for a fixed period that is required to reimburse expenditures made by that person for a specific purpose. 4.3.9

Third party demand – A legal document issued because certain federal government departments and provincial ministries have the power, under legislation, enabling them to seize money owing to individuals or firms in default. 7.2.24

Travel status – The absence of an employee from his/her designated headquarters on government business with the employer's approval. Travel status does not apply to employees temporarily assigned to a position outside the designated headquarters or to field status employees. 10.3.2

Treasury Board Regulation – A regulation enacted by Treasury Board in execution of a power conferred under an Act.

Treasury Board Directive – An instrument made or approved by Treasury Board that relates to government's internal policy. 1.4

Treasury Board Order – An instrument made or approved by Treasury Board that relates to government's internal personnel administration.

Trust fund – Funds held and administered in trust for others over which the government has no power of appropriation. 3.3.d - Part III

U

Unsolicited Proposals (UP) – Vendor-initiated submissions from private sector proponents, not solicited through a competitive process, that propose a unique business relationship related to a specific project or service. 6.3.5 - Part I

V

Vote – A major program or combination of interrelated programs of the government separated from other votes of expenditures presented to Members of the Legislative Assembly and the general public. It is the level at which the Legislative Assembly votes funds. 1.2.13.4.2 - Part III

W

Wire transfer payments  A secure electronic, irrevocable and immediate payment method for the bank to bank transfer of funds. D.12

Working capital advance – A temporary accountable advance made to ministries for a specific purpose for which ministries are accountable. 4.3.9

Write-off – Removal of all or part of a debt or obligation from the accounts of the Province, but does not extinguish the right of the government to collect the debt, obligation or claim written off. 7.2.26

X

Y

Z