Documentation Standards
Common rules and guidelines that establish the form, type and amount of documentation that is normally reasonable and appropriate to establish the justification for a transaction. Documentation requirements may include (but not limited to) the following, depending on the type of transaction:
  • Written explanations containing relevant financial data elements;
  • Detailed receipts, or confirmation of payment;
  • Bill of sale, invoice, etc.
Domestic Travel
Includes travel within the continental U.S. (CONUS), Alaska and Hawaii.
Donated Human Body
Any human body, whole body part, or organ from a cadaver.
Drug Enforcement Administration (DEA)
The agency within the United States Department of Justice that enforces the controlled substances laws and regulations.
Dual degree/joint degree
Simultaneous academic study that incorporates and integrates learning in two disciplines.
Early Termination
The ending or concluding of an employment contract prior to the end date in the employee's Notice of Appointment, or where a special contract is authorized to supersede the Notice of Appointment, the end date in the special contract.
Economically Disadvantaged Business (EDB)
Small Minnesota business located in a labor surplus area as designated by the U.S. Department of Labor or in a county where the median income for married couples is less that 70% of the Statewide median income for married couples, or is a rehabilitation facility or work activity program. EDBs are certified as such by the State Department of Administration.
Education Abroad Opportunities
This includes, but is not limited to, study abroad programs, internships, field studies, service learning, research, volunteer or work programs, or professional development activates (including conference attendance) sponsored or endorsed by the University.
Educational Verification
The selected applicant or employee possesses all educational credentials beyond high school listed on the application materials or otherwise cited by the applicant or employee that qualifies the individual for the position sought.
Effort
Effort is generally defined as the proportion of time spent on any activity and expressed as a percentage of the total professional activity for which an individual is compensated by Institutional Base Salary. Total effort for an employee must equal 100% (+ or - 1% due to rounding).

An individual's total time compensated by Institutional Base Salary serves as the basis for determining their total effort. In other words, if an individual who is being compensated for a 100% appointment works 60 hours in a week, then 30 hours would represent 50% of their professional effort. If the same individual only works 40 hours in a week, then 20 hours represents 50% of their professional effort. If an individual who is being compensated for a 50% appointment works 30 hours in a week, 30 hours would represent 100% of their professional effort. If the same individual only works 20 hours in a week, then 20 hours represents 100% of their effort. If a graduate student is employed for a total of 10 hours per week, then 5 hours represents 50% of their effort.

Effort Certification
A process used by the University to comply with federal regulations that require the University to verify that salary charges to sponsored projects and other non-sponsored activities were reasonable in relation to the work performed.
Effort Coordinator
Effort reporting administrators at the department level who facilitate the distribution and submission of Effort Statements.
Electrocardiographic Activity
The presence of electric currents produced by the contraction of the heart muscle as recorded and displayed on an instrument called an electrocardiograph.
Electroencephalographic Activity
The presence of electric currents in the brain as recorded and displayed on an instrument called an electroencephalograph.
Electronic Course Authorization System (ECAS)
Provides an electronic method to propose new courses and make changes to or de-activate existing courses.
Electronic Grants Management System (EGMS)
The electronic system used by covered individuals to complete the Report of External Professional Activities (REPA) (http://egms.umn.edu).
Emergency Closing
Covers one to two day closures due to poor weather conditions such as snow days, or partial or full day closures due to utility failures or natural disaster. An emergency closing has neither the catastrophic effect nor the duration of impact on the University community of a University State of Emergency. Emergency closings and University State of Emergencies are identified as such when they are declared.
Emerging Technologies
New and developing hardware and software technologies used to store, receive, transmit or otherwise process information.
Employee
Faculty, staff and student employee. Graduate assistants are also included in this category.
Employee's Parent
A biological, adoptive, step or foster father or mother or an individual who stands or stood in loco parentis to an employee when the employee was a child.
Employee's Son or Daughter
The employee’s biological, adopted, or foster child, stepchild, legal ward, or a child of the employee standing in loco parentis who is either under the age of 18 or age 18 or older and incapable of self-care because of a mental or physical disability at the time that FMLA leave is to commence. The University's policy on domestic partners extends the definition of son or daughter to include those of registered same-sex domestic partners. For FMLA leave related to qualifying exigency or military caregiver, the child may be of any age and capacity of self-care is inapplicable.
Employee's Spouse
The employee’s husband or wife as recognized under Minnesota law. The University’s policy on domestic partners extends the definition to a registered same-sex domestic partner.
Employment Contract
The Notice of Appointment that is the record governing employment by the University including dates of employment, salary, and terms. The Notice of Appointment constitutes the University's contract with an employee. With the exception of special contracts authorized to supersede the Notice of Appointment, to the extent a letter of agreement contradicts the Notice of Appointment or University policy, it does not constitute the terms of employment.
Employment Verification
The selected applicant or employee worked in the positions listed on the application materials or otherwise cited by the applicant or employee that qualifies the employee for the position sought. All employment during a period of at least seven (7) years immediately preceding application at the University will be checked. This verification should include dates of employment and verification of last position held.
Encumbrance
A legal obligation of the University to pay a vendor or reimburse an employee or for one department to pay another department, when the payee performs as agreed. The amount is set aside once the purchase document is finalized in the enterprise financial system.