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accountability - To be answerable for the results of an assigned action. Accountability is associated with delegated authority and is distinct from responsibility. A supervisor can assign responsibility but cannot give away his/her accountability; the manager is ultimately accountable.
ACF Academic Committee on Facilities - UCSC committee: Academic Committee on Facilities
act of god - A contingency or occurrence that cannot be avoided by human power; a cause of damage that is irresistible and not attributable to negligence.
addendum - An addition or supplement to a document, for example, items or information added to a procurement document.
advertising liability - Acts committed or alleged to have been committed in any advertisement, publicity article, broadcast, or telecast, or arising out of the named insureds advertising activities. Coverage includes: libel, slander, or defamation, infringement of copyright or slogan, piracy unfair competition, or idea misappropriation under an implied contract, invasion of right or privacy.
all or none bid - An invitation to bid for a list of items or services for which a partial award would not be made.
approve - To sanction or officially confirm that a transaction is appropriate. Approving is the technical step done by the transaction processor after they have received appropriate authorization. The approver checks that the authorization is valid, funds are available and being used for an appropriate item, policies are followed, etc. One can only approve with authorization. A separation of duties is implied by the authorization and approval process. Approval is part of an administrative process: with an implied approval the separation of duties is built into the manual process; a purchase is requested by one person (with a validating signature on a paper form) and approved by a second person (entering it into the FIS system).
as is - A term indicating that goods offered for sale are without warranty or guarantee and that the purchaser takes the goods at his/her own risk without recourse against the seller for the condition or performance of the goods. [NASPO]
attachment - An item that costs $1500 or more, will permanently increase the value of a SPECIFIC piece of university-owned equipment and is not complete in itself; attachments are also referred to as components
audit - noun: An official investigation that puts pieces of information together to see the whole, conducted or overseen by internal or external auditors. verb: To verify (that is, review, monitor, or check.) Audit is a function assigned to an office with staff responsible for its execution. Monitoring and checking are actions taken in the units and audit is an action taken by the audit office. In this definition of control, audit is one way to check controls.
authorize - Official decision to confirm that a transaction may occur. To authorize is to give permission to take an action. The action is then forwarded for processing and approval. Authorization is the precondition to approval, and is part of the initiation of a process. One may authorize without approval, assuming they have the delegated authority. One may NOT approve without authorization.
authorizer - "Authorizers" are individuals with responsibility for funds, also known as "fund custodians." They may delegate this responsibility to others within their units. Authorizers have the responsibility for verifying that funds may be spent to benefit the unit in accomplishing its mission. Authorizers provide their authorization on paper, by e-mail or online.
Last revised: January 23, 2007 (am)