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California State University, Long BeachCalifornia State University, Long Beach

Appendix A: Terms & Definitions

For purposes of this Guide, the following terms and definitions are listed to offer a better understanding of this process:

  1. Self-Support Service Providers: Campus departments that chargeback for services to the campus, Auxiliary and 3rd Party organizations. These departments include Telecommunications, Copier Program, Print Shop, Facilities Management, and Mail Services.
  2. Campus Entity: Inclusive of interdepartmental and auxiliary or 3rd party transactions. These two types of transactions have two types of customer. These customers, for cost recovery purposes, are separated into the following two separate billing groups:
    1. Internal Customer: All campus departments including Parking, CCPE, and Housing.
    2. External Customer: Auxiliary and 3rd Party organizations.
    1. Auxiliary Organizations – CSULB Foundation, ASI, USU and Forty Niner Shops.
    2. 3rd Party Organizations – Long Beach Unified School District, California Faculty Association, KKJZ, among others (typically off-campus).
  3. Program Codes
    A chartfield used to identify any entity that needs to be billed by General Accounting for goods and/or services. All program codes will begin with “R” for Auxiliary Entity or “E” for External 3rd Party. Each program code represents a different customer. The Chartfield Request Form should be completed and submitted via email to fiscoa@csulb.edu when a new program code is necessary. Once a program code chartfield is issued, it is used by the service provider to bill the external customer at month end for the transaction. All program codes
  4. Reciprocal Inter-Fund Activity
    Transactions for actual services or goods provided by one department to another department - very often associated with campus service providers. These types of transactions require written authorized approval (email, contract, work order, or form) from the department receiving the goods or service to charge their chartfields.
    Example: Facilities Work Order, Office Max transaction, or rental of a room.
  5. Non Reciprocal Inter-Fund Activity
    Transactions that correct previous reciprocal activities and move funds to the correct chartfields (journal entry). This type of activity also includes transfer in and out transactions and reimbursements or abatements.
    Example: Repayment, by the employee, of three personal phone calls ($3 revenue) from a monthly telecommunications bill which has a larger total value ($25 expense).
  6. Cost Recovery Pool IDs
    A position Pool ID links a position to the funding source for that position (Fund, Department ID, Program and/or Class). Pool IDs may contain split funding. They are specific to the department and departments may have multiple Pool IDs. Request form and instructions for new Pool IDs

    Existing Pool IDs can be reutilized or modified to meet department needs but will affect any employees currently associated with that Pool ID. To manage existing Pool IDs using (HR) system resources, run the “Active Position Report” to show the positions mapped to a Pool ID or the “Mapping Pool ID Report” to identify the chartfields that are mapped to a Pool ID.

    A Cost Recovery Pool ID is three characters in length (typically two letters and a number). The first two characters identify the fund source and the last character identifies the chartfield combination. The following is an example of a Cost Recovery Pool ID:

    Fund GRC99 will have a Cost Recovery Pool ID that begins with GC (Grants and Contracts) and the last character will be 9—(GC9).

    A Cost Recovery Pool ID that begins with SP identifies split funding on the position. The position will be partially funded by GRC99 and a different funding source for the remainder of the position (or split funded between CL499 Clearing Fund and another funding source). The program code corresponding to the external customer is utilized to distinguish the fund to be billed (SP1).