UW HR/Payroll Glossary
- 7-Step Process
The 7-Step Process is a UW model that breaks down what is required for change into more manageable parts and includes:
Analyzing the current state of systems and identifying needed changes.
Preparing for new processes by developing communication plans, readiness plans, and training.
Testing new processes from end-to-end with the users' needs in mind.
Providing training on new processes.
Implementing the new processes and evaluating what else is needed.
- Absence Management
A module in Workday in which all information and processes related to the tracking of times off and leaves of absence occurs.
- Academic Affiliate
An academic affiliate is someone who works at an educational institution, but isn't in an employment relationship with the institution. These are usually visiting professors, scholars, courtesy faculty such as clinical/affiliate, or other academic personnel. In Workday, academic affiliates will have an academic appointment in academic units. They will also have an unpaid affiliate position in a supervisory organization.
- Academic Appointment
An academic appointment captures information about an academic's relationship with the UW. Information such as appointing unit, track, rank, and tenure percent (if applicable) is included in an appointment. All members of academic personnel (as defined in Administrative Policy Statement 40.1) will have an academic appointment in Workday.
- Academic Rank
Within a given academic track type, the academic rank is indicated by the assigned titles that may be held. Academic Rank should align with the faculty member's title. Examples include: associate professor, assistant professor, law librarian, associate librarian.
- Academic Review Date
A date 2 years from the start of the Academic Appointment when an individual in the professorial tracks is up for their mandatory renewal decision.
- Academic Track Type
Academic track types are used to organize academic personnel titles into logical collections, such as visiting faculty. Within an academic track type, there may be several ranks.
- Academic Track Type Category
Academic track type categories are used to organize academic track types into logical collections. Currently implemented track type categories include: academic staff, courtesy academic staff, courtesy faculty, faculty, librarian, resident / fellow, senior fellow / senior fellow trainee.
- Academic Track Type Category Group
Academic track type category groups are used to organize academic track type categories into logical collections. Currently implemented academic track type category groups include: academic personnel, academic affiliate.
- Academic Unit
Academic unit is a Workday organization type. Approved academic appointing units (such as schools and academic departments) will be included in Workday as academic units. The units exist in a structure that is formed by identifying subordinate and superior unit relationships.
- Academic Unit Hierarchy
A hierarchical grouping of academic units primarily used for roll-up reporting.
The amount of time off employees can accrue. Frequency and limits can be set on this value and differ by time off plan.
- Actual End Date
A field in business processes related to compensation to be used with allowances, which cause allowances to end.
- Ad Hoc Work Schedule
A short term change to an employee's work schedule.
- Additional Data
Additional data refers to custom objects that have been created specifically for the UW Workday environment.
- Additional Job
A job held by an employee that is not his or her primary job.
- Additional Payment
An off cycle payment made in addition to a worker's scheduled on cycle payment. It is possible to process additional payments as part of a manual payment or on demand payment.
- Advanced Report
One of the three types of custom reports in Workday. Provides access to related business objects, multiple levels of headings and subtotals, use of sub-filters, run time prompts, charts, worklets, report sharing, and the ability to expose the report as a web service.
- Aggregation Security Group
An aggregation security group is a collection of security groups. Access can be granted to the aggregate grouping. Workday evaluates the group membership with an "or" condition. For example, multi-factor authentication is an aggregation security group. It groups together many other security groups like HR partner, payroll office partner, and time tracking administrator. The logic reads, "If you are in the HR partner security group, or payroll office partner security group, or time tracking administrator security group, you will need to authenticate using multi-factors."
Allowances are a consistent amount and reoccurring additional payments to a worker. It may be a traditional allowance such as a location allowance, or a temporary supplement to pay such as an administrative supplement. It can be a flat dollar amount or a percentage of another amount such as base pay. Different allowance amounts can be set for different employee types using profiles on the allowance. Allowance options include:
Temporary Increase (Staff)
Mobile Service Agreement
Chief Resident Supplement
- Annualization Factor
The multiplier used to calculate an annual amount of compensation for compensation plans. Each compensation plan has a frequency of payment, and each frequency has an annualization factor.
- APL/Exempt Staff
Applied Physics Laboratory Exempt Staff
- Appointment End Date
Informational date that tracks the term of the Appointment. The end date can be blank when an academic is holding a tenured appointment. If an end date is known, then the end date should be entered.
- Appointment Identifier
A specification to show whether the appointment is primary, dual, administrative, or joint.
- Appointment Specialty
The field of work that the faculty member is focusing in.
- Appointment Start Date
The initial date of a new academic appointment, whether it is a new hire or adding a dual or administrative position.
Action to be taken in Workday signifying the recipient agrees and moves the business process to the next step. An approval step gives the designated approver the opportunity to approve or deny, but the designated approver does not have the ability to edit any information.
- Assignable Role
Assignable roles are role-based security roles that support an organization. Roles are assigned to a worker through the worker's position. The role has access to the population set in that organization.
An ATIN, or Adoption Taxpayer Identification Number, is a tax identification number issued by the IRS and used for pending US adoptions.
A time entry option that copies time blocks from a worker's schedule or from a previous week when entering time.
- Balance Period
The period of time, such as current period, month-to-date, quarter-to-date, or year-to-date, over which Workday calculates a pay component value.
- Base Pay
Base wages for exempt and non-exempt employees excluding faculty and students.
- Benefit Coverage Type
A type of benefits coverage. For example, it is possible to define medical, dental, vision, group term life, long-term disability, and short-term disability benefit coverage types. Each type can contain one or more specific benefit plans. It is possible to set rules for benefit elections at the benefit coverage type level.
For example, restricting an employee to selecting only one plan of a specific coverage type or specifying which coverage types are available for employee election during which benefit events.
- Benefit Defaulting Rule
Identifies the benefit plans, coverage targets, and coverage amounts that employees receive by default when they do not complete an enrollment event.
- Benefit Event Rules
These rules specify coverage increase limits, Evidence of Insurability (EOI) requirements, waiting periods, and other rules and conditions of enrollment associated with benefit enrollment events.
- Benefit Event Type
Identifies the events that trigger benefit enrollment, such as open enrollment, new hires, or the birth of a child. It also identifies the coverage types to make available to employees for when an event of this type occurs.
- Benefit Group
Identifies workers who qualify for similar benefit plans and elections. Workday builds benefit groups dynamically based on eligibility rules that control group membership. All workers who meet the criteria specified in a group's eligibility rules are automatically assigned to that group. For example, it is possible to create benefit groups by defining eligibility rules that assign executives to one group, salaried employees to a second group, and hourly employees to a third group.
- Benefit Plan
Defines the following:
The coverage levels or amounts available to employees enrolling in an insurance, health care, defined contribution, or spending account plan.
The target populations for a plan (such as employee, employee + spouse, or employee + children).
Eligibility for benefits, including which benefit groups are eligible for the plan.
Restrictions on the age of covered dependents.
Plan rates and costs.
- Benefit Validation
Restricts the coverage options available to workers under a specific benefit plan. For example, it is possible to restrict the maximum age of dependents covered under a plan or the maximum and minimum coverage amounts.
Acronym for Business Process. Please see Business Process (BP) for definition.
Acronym for Business Process Redesign. Please see Business Process Redesign (BPR) for definition.
- Budget Structure
Criteria for building budget or forecast budgets. Types of budget structures include financial, staffing and position. Budget structures can be configured to require approval, organized by dimension type (such as cost center or region), and updated with amendments.
- Budgeting System (BGT) / BGT Database
System used to track and manage organizational budgets and allocations. The BGT Database is UW's enterprise system that tracks state and grant historical budget information, including budget revision, position lists, and budget summary information. Provides current biennium data for all UW budgets.
- Business Object
Workday stores data as business objects—organizations, workers, positions, and so on—which can be thought of as database tables or worksheets in Excel. Just as a database table or worksheet has columns and rows, a Workday business object has fields and instances. A business object is composed of a set of related fields, similar to how a table or spreadsheet is composed of a set of related columns. Instances of a business object in Workday are like rows in a table or spreadsheet, with each instance representing a unique occurrence of that type of object such as an organization or worker. A business object can have no instances, one instance, or many instances. Workday automatically links related business objects together.
- Business Process (BP)
The set of tasks that need to be completed for an event to occur, the order in which they must be done, and who must do them. Workday includes a number of predefined business processes for different purposes. It is possible to edit the default definitions of Workday BPs.
- Business Process Conditional Rule
A condition attached to a business process task that, depending on the outcome, determines where it will be routed.
- Business Process Instance
A business process that an initiator has started. For example, the Hire Employee business process becomes an instance when the initiator uses it to hire a particular pre-hire.
- Business Process Redesign (BPR)
Through the Business Process Redesign (or BPR) effort, 19 human resources and payroll processes across the UW were reviewed with input from representatives around the University for potential inclusion in Workday.
- Business Process Security Policy
A business process security policy secures the actions in a business process. One can specify which roles have the permission to initiate, review, approve, view, correct, cancel and rescind a business process.
- Business Site Location
A worker's work location. This value influences many processes, including compensation and staffing.
- Business Title
A descriptive job title of the employee’s job. Formerly referred to as “Working Title”.
A process that enables you to view, compare, adjust, and report on employee performance and talent ratings in an nBox. You can perform 2 types of calibration in Workday:
Talent Calibration calibrates 2 rating values, such as performance and potential.
Performance Calibration calibrates a single value, such as overall performance rating.
Canceling a business process stops the workflow in progress and reverses any changes made to Workday data. It is also a securable action in a business process security policy. Cancel is only an option if the business process has not completed.
- Carryover Limit
The maximum amount of time off employees can carry over from one balance period to another.
- Change Job
A business process which departments/units use to make typical changes that occur during an employee's career; examples include promotions, transfers, and other general data changes on their current job(s) such as FTE or employment end date.
There are five types of Change Job transactions: lateral move, transfer, promotion, demotion, and data change.
Change Job is used interchangeably with Job Change.
- Close Time Entry
Date on which the time period schedule is permanently closed for any entries or adjustments. This prevents employees from making adjustments to a time entry period.
- Cloud Connect for Benefits
A collection of pre-built integrations to benefit providers across multiple categories, including medical, dental, vision, COBRA, life and AD&D insurance, flexible spending accounts, and retirement savings plans.
- Compensation Basis
A user-defined grouping of compensation components such as the sum of salary, allowance, and retirement savings plans. Workday enables user to specify which compensation plans should be included in the compensation basis calculation. This calculation can be used to view employee compensation in Workday to provide target pools and individual target amounts.
- Compensation Component
The umbrella term for compensation packages, grades, grade profiles, and plans.
- Compensation Defaulting Rule
Establishes the criteria for how compensation components default to worker compensation during staffing transactions (hire, promote, demote, lateral move). Compensation defaulting rules ease data entry by automatically defaulting compensation components (packages, grades, grade profiles, and plans) to worker compensation for employees who meet the rule’s eligibility requirements.
- Compensation Element
The smallest unit of compensation for a worker in a specific position. Workday uses compensation elements to determine the amount, currency, frequency, and other attributes of a worker’s compensation. Compensation elements are linked to compensation plans. For example, base pay, car allowance, and stipends can be mapped to any compensation plan, but not to merit plans. Payroll earning codes linked to a compensation element allow Workday Payroll and Payroll Interface to include the applicable compensation in payroll.
- Compensation Element Group
A collection of compensation elements. For example, the group Standard Base Pay can be comprised of multiple compensation elements. Compensation elements do not need to be grouped and groups are optional. Please see Compensation Element for further definition.
- Compensation Grade
Grades define the standard compensation range for a given job or job level. More than one compensation basis and pay range can be associated to a grade.
- Compensation Grade Profile
A breakdown of a compensation grade by functional task, geographical region, or other categorization the user requires. A profile allows more granular compensation ranges to workers.
- Compensation Matrix
Defines the merit increase range based on employees’ overall performance rating, retention rating, eligibility rule, or their salary range quartile. You can use a compensation matrix to generate a merit pool, giving you the basic cost forecasting necessary to pay for performance (bottom-up budgeting), or you can use the compensation matrix as reference guidelines only but have a separate pools (top-down budgeting).
- Compensation Package
A grouping of compensation guidelines (grades, grade profiles, and their associated steps) and plans that UW can assign to workers as a set. Packages provide a quick view of the eligible plans for a particular job or group of employees.
- Compensation Plan
A component of pay used to assign monetary amounts to a worker’s pay. For example, in addition to salary there are allowances, such as a car allowance, or a cell phone allowance. Some compensation plans, for example, an award, are discretionary. An employee is not paid from these compensation plans in every paycheck. By contrast, other plans, like a salary plan, are included in every paycheck.
- Compensation Rule
Guidelines for determining which workers are eligible for which components of compensation.
- Compensation Step
A specific monetary amount within a grade or grade profile. Steps defined on a grade profile override any steps defined on the grade.
- Compensation Structure
The arrangement of compensation grades, grade profiles, plans, and packages created to best fit an organization’s compensation needs. Administrators, partners, and managers can use these compensation components and compensation eligibility rules to assign and update a worker’s compensation plans.
- Compensation Target Rule
Used to segment your employee population for assignment of compensation plans:
Specify one or multiple target populations within a merit plan, defaulting compensation differently for each target.
Roll out compensation plans (allowance, commission, merit) to a target population of employees, or remove them.
- Compensation Waiting Period
A rule that defines when employees become eligible for a merit plan. You base the rule on a single value, such as the hire date.
A functional or technical ability that is needed to perform a job. In Workday, it is possible to associate competencies with job families, management levels, job profiles, and positions.
- Completion Step
A completion step refers to the step in the business process that is flagged as the completion step. Once the business process exits the designated completion step, the process will show as “Successfully Completed” although other steps in the business process may follow the completion step.
Conditions are one or more logical matches that are resolved to true or false and used to decide if some action should be taken. For example, it is possible to add conditions to steps in a business process to determine if the step should run.
- Consolidated Approval
A consolidated approval step enables user to combine multiple approvals for the same person into a single approval task notification. When approvers link to the approval page, they see simplified information for each step, but with links to more information, if they need more detail. As with a single approval, if the approver denies the approval, the entire business process is denied and terminated. Similar to an approval, no information can be modified during a consolidated approval.
- Contextual Custom Report
A contextual custom report is a custom report created by selecting “Reporting > Create Custom Report from Here” from the related actions menu of a Workday object. It simplifies the selection of data and fields by limiting choices to those related to the context of the object.
- Contingent Worker
An individual who is not paid directly by UW. They are also referred to as “non-academic affiliates”. They include contractors, vendors, consultants, agency employees, the attorney general, among others.
- Cost Allocation Set
Cost allocation set is utilizing a cost center or group of cost centers to allocate the distribution of salary expenses for a period of time.
- Cost Center
In Workday cost centers are used to track financial and human resource transactions with a financial impact, such as hiring or terminations. Employees are assigned a cost center when hired. (Currently at UW, cost centers are called budget numbers.)
- Cost Center Hierarchy
The cost center hierarchy is a structure of UW budgets and their groupings, built from necessary levels of detail sourced from the current UW financial and organizational structure. The cost center hierarchy will help the UW move toward more consistent and meaningful enterprise level data and financial reporting. The cost center hierarchy will not directly align with the organization code structure at the UW.
- Costing Allocation
Costing allocations are the mechanism through which payroll results are expensed to the appropriate cost centers and/or Project Cost Accounting codes (PCA codes). They are the method for determining the percentage of labor cost when an employee is paid on more than one UW budget, and are only assigned to positions that meet that criteria. Management of costing allocations for general costing are done by a Costing Allocations Coordinator.
- Country Region
Political entities (such as states, provinces, cities, or other legislative entities) where specific laws and regulations require companies to track and report on worker and job information.
- Coverage Target
Defines whether a specific health care plan or insurance plan only applies to the employee or also applies to the dependents, spouse, family, and so on.
- Cross Plan Dependency
Limits the coverage options available to workers during an enrollment event based on their choice of other benefit plans and coverage amounts. For example, it is possible to limit coverage in a specific plan to a percentage of the total coverage.
- Custom Field
A custom field is a data entry field in Workday created specifically for the UW Workday environment. Relevant to the software engineers configuring Workday.
- Custom Object
A custom object is a business object in Workday created specifically for the UW Workday environment. Relevant to the software engineers configuring Workday.
- Custom Org
A custom org is an organization in Workday created specifically for the UW Workday environment. Relevant to the software engineers configuring Workday.
- Custom Report
Custom reports are used to create and display analytics using data from Workday. Report development is done by UWD/ISC within Workday.
Dashboards consolidate key management information and actionable items in one location and are secured to specific domains. Users access dashboards based on configurable security.
- Data Change
A change to one or more of the fields within a position. Key fields include: work shift, location, employment date extension, and schedule weekly hours.
- Data Source
A data source defines a set of business object instances for reporting purposes and allows reporting access to all business objects related to those in the data source. A data source is similar to a database view, except it is more flexible in two key areas. First, a database view always returns a flattened out tabular data structure, whereas a data source can return hierarchical data structures. Second, a database view requires that technical staff manually join related tables together, while a data source automatically allows reportable access to all business objects related to those in the data source.
- Day Breaker
Defined in the work schedule - the time of day on which a worker's work day and work week begins. Defines the 24-hour period over which daily time calculations execute and the 168-hour period over which weekly time calculations execute. Unless otherwise specified, the default day breaker is 12am. Worker’s actual start time does not have to coincide with the day breaker.
- Default Cost Center
Workday requires that each supervisory organization has a default cost center and that each position has a default cost center. Employee expenses will be charged to the default cost center unless costing allocations are entered.
- Defined Contribution Plan
A type of benefit plan where employees make contributions to 401k and 403b accounts. It is possible to establish defined contribution plans and add these plans to benefits programs. Some of these plans allow employees to make or change defined contribution elections at any time, and those changes are sent to payroll for the periods in which the elections are effective.
- Delegate Authority – University of Washington
Delegation of authority as provided in the Administrative Policy Statement states that a designee is authorized to act for another official of the UW.
- Delegation – Workday
Workday allows a role to have delegation rights for entry into the system. When tasks are delegated to a person, the person with delegation can switch accounts to perform the tasks on behalf of another user. For example, a business processes (BP) can be delegated to a superior (manager's manager) and/or peers. The purpose of delegation in Workday is to ensure that a BP is not delayed due to a manager being away and unable to advance a BP received in their Workday inbox.
An employee moves to a job with a lower salary range or pay grade whether voluntarily or involuntarily.
Designated participants in business processes, with a defined responsibility in this type of event, indicate that they deny the proposed action. When a business process is denied, the business process is terminated and all Workday data is restored to its state before the business process started. To restart the business process, a user needs to submit the process again, and redo all previously completed steps.
- Department of Retirement Systems (DRS)
Washington state agency which oversees staff retirement plans (e.g., PERS, TRS, LEOFF).
- Derived Role
A role that is not explicitly assigned, such as Manager. Workday derives this role. Someone is the “manager” of a supervisory organization because the person has direct reports.
Another example, “role maintainer” is a derived role. It is possible to specify that a security administrator and an HR partner can assign roles. These two roles, then, are role maintainers.
Some aspect or perspective of data that can be used as the basis for analysis. For example, for HR reporting, it is possible to analyze turnover by major organization or entity. For HR/financial reporting, it is possible to analyze costs by cost center. These are dimensions.
A domain is a pre-defined set of related securable items. The items are grouped into collections by functional area. Each domain is secured by a domain security policy.
- Domain Security Policy
A domain security policy defines which security groups have access to specific securable items in a grouping of domains. Domain security policy is the mechanism through which security groups are given specific access to the domain's contents. Access can be specified as View Only, View and Modify, Get Only, and Get and Put.
In Workday, when a user clicks on an element (such as a field in the table view or a column, line, or pie segment in the chart view), a context menu appears that enables the user to drill down into the data in greater detail.
Acronym for Department of Retirement Systems. Please see Department of Retirement Systems (DRS) for definition.
Acronym for Department of Social and Health Services. Please see Washington State Department of Social and Health Services for definition.
Abbreviation for Employee.
Acronym for Electronic Federal Tax Payment System. Please see Electronic Federal Tax Payment System (EFTPS) for definition.
Acronym for Enterprise Interface Builder. Please see Enterprise Interface Builder (EIB) for definition.
Acronym for Enterprise Integration Platform. Please see Enterprise Integration Platform (EIP) for definition.
- Electronic Federal Tax Payment System (EFTPS)
IRS electronic system for tax payments. This system is used by the UW Payroll Office.
- Eligibility Rule
Specify one or more criteria that categorizes workers into a group that is used to qualify them for participation in an HR-related task. For example:
An employee is paid through Workday payroll, and is potentially eligible for UW benefits.
- Employee As Self
Employee enters/logs into the Workday system.
- Employee Profile Icon
Provides the ability to quickly navigate to various functions and is accessed by the employee selecting their name on their Workday landing page.
- Employee Self Service (ESS)
Employee Self Service, also known as ESS, is the functionality for employees to initiate tasks that pertain to their worker status. The ability for an employee to view their tax deductions and vacation accruals are examples of tasks within ESS.
- Employee Sub-Type
Employee sub-types delineate between workers in each employee type.
- Employee Type
An employee type is assigned to each employee when the employee is hired. It is possible to search or filter employees by their employee type.
- Employment Position
A pre-defined position that outlines the basic responsibilities, general salary range, etc. that is independent of the individual hired to fill the position.
- Enrollment Event
Any event that results in a gain or loss of benefits coverage. Includes both open enrollment and benefit events, such as a new hire, a termination, the birth of a child, and a job change. For each event, it is specified which benefit plans and elections that become available or are lost to employees as the result of that event. Example: make medical, dental, basic life, supplemental life, and vision plans available to new hires. By contrast, for the birth of a child, make only basic life, supplemental life, and medical coverage available to affected employees.
- Enrollment Event Rule
Defines coverage start and end dates, waiting periods, coverage increase limits, Evidence of Insurability (EOI) requirements, and other coverage rules and conditions. Rules ensure that the benefits process presents only the options that each employee is eligible for based on the event type. Defined at the benefit group, enrollment event, and benefit type levels.
- Enterprise Integration Platform (EIP)
The EIP is a data integration platform. The purpose of EIP is to consume data from source systems and share it with downstream data consumers. Those downstream consumers include internal systems like the EDW, and Enterprise Web Services. Downstream consumers also include teams like Husky Card, MITS, and DRS to name a few.
- Enterprise Interface Builder (EIB)
The Enterprise Interface Builder (EIB) is a framework built into Workday that is used to build simple inbound and outbound integrations between Workday and other UW software systems and is relevant to the software engineers configuring Workday.
- Enterprise Resource Planning (ERP)
Enterprise resource planning (ERP) is business process management software that allows an organization to use a system of integrated applications to manage the business and automate many back office functions related to technology, services and human resources.
- Enterprise System
Large-scale application software packages (such as Workday) that support business processes, information flows, reporting, and data analytics.
Entities are a level in the cost center hierarchy. They are groupings of units that stem from the same major organization, and can be determined by representatives from the major organizations.
- Entry Method
A time entry term used in the time entry calendar to determine whether the time code used is to report hours only or in/out time.
Acronym for Enterprise Resource Planning. ERP is business process management software that allows an organization to use a system of integrated applications to manage the organization and automate many back office functions related to technology, services and human resources.
Acronym for Employee Self Service. Please see Employee Self Service (ESS) for definition.
- Faculty Paid Direct
UW faculty paid entirely or in part from a non-UW budget in which payment is directly received from an outside source.
- Fair Labor Standards Act Work Week
Unless specifically exempted, employees covered by the Fair Labor Standards Act (FLSA) must receive overtime pay for hours worked in excess of 40 in a workweek at a rate not less than time and one-half their regular rates of pay. The regular rate includes all remuneration for employment except certain payments excluded by the Act itself. FLSA is applied on a workweek basis. An employee's workweek is a fixed and regularly recurring period of 168 hours – seven consecutive 24-hour periods.
- Family & Medical Leave Act/Absence (FMLA)
The Family and Medical Leave Act (“FMLA”) provides certain employees with up to 12 weeks of unpaid, job-protected leave per year. It also requires that their group health benefits be maintained during the leave. FMLA is designed to help employees balance their work and family responsibilities by allowing them to take reasonable unpaid leave for certain family and medical reasons. It also seeks to accommodate the legitimate interests of employers and promote equal employment opportunity for men and women.
Acronym for Financial Accounting System. Please see Financial Accounting System (FAS) for definition.
- Federal Withholding Elections
A Federal W-4 form that an employee may use to indicate how much federal taxes to withhold from a paycheck. This can be done within Workday.
A field contains data related to a particular business object.
Function that allows a user to include or exclude data in a custom report.
- Financial Accounting System (FAS)
The UW’s financial system. This is the system of record for all financial transactions including salary expenses.
- Forward Accrual
Estimates payroll payments to be made in a future payroll period that spans two financial reporting periods.
Used in compensation and payroll to help calculate worker compensation and pay.
Acronym for Future State Process Design. Please see Future State Process Design (FSPD) for definition.
Acronym for Full Time Equivalent. Please see Full Time Equivalent (FTE) % for definition.
- Full Time Equivalent (FTE) %
The ratio of a worker's scheduled weekly hours to the weekly hours for the business site. If a worker works 20 hours a week and the business site weekly hours are 40, then the worker's FTE is 50 percent. Some academic personnel are not funded fully for effort; Roster Percent will be used to indicate effort for certain populations.
- Functional Area
A functional area is a collection of domain or business process security policies that are related to the same set of product features. For example: benefits or compensation.
- Funding Source
Any entity from which the UW or an individual department receives funding.
- Future Payment Plan
A type of bonus plan that can be paid out over multiple bonus plans, one-time payment plans, or both. Any remaining target amount can be paid in a final true up payment.
- Future State Process Design (FSPD)
The Future State Process Designs depict the end-to end workflows of Workday-related business processes. They detail the requirements necessary to configure Workday and other related systems, clearly define roles and responsibilities for tasks interfacing with Workday and the ISC, and help inform and train employees.
- General Hourly Plan
An hourly base pay plan for temporary hourly employees.
- General Salary Plan
A base pay plan for salaried employees.
Nonresident Alien Tax Compliance Software that compiles foreign national information for accurate taxing of foreign national students, faculty and staff.
- Grade Profile
A breakdown of a compensation grade by functional task, geographical region, or other categorization your business requires. A profile enables you to assign more granular compensation ranges to workers.
Gross-to-Net is the difference between what is considered the total (gross) wages earned and the amount (net) an employee receives in their paycheck after taxes and deductions are taken.
- Hard Hire
Hire status moves out of pending status.
- Hard Stop
Workday makes it impossible to move forward if attempting to utilize the system for unauthorized activities or if a validation rule is not followed.
Acronym for Human Capital Management. Please see Human Capital Management (HCM) for definition.
- HCP Documentation
HCP is an acronym for Health Care Provider. Health Care Provider Documentation refers to documentation required for certification of sick/injured or related Family Medical Leave Act leave type.
The number of workers in an organization.
- Health Care Authority
Washington state agency for overseeing health care programs.
- Health Care Classification
The configuration type of provider organizations for a health care plan, such as PPO, EPO, HMO, and DHMO. It is informational only.
Acronym for Higher Education Payroll Personnel System. Please see Higher Education Payroll Personnel System (HEPPS) for definition.
Acronym for Housing and Food Services, a division of Student Life at UW.
- Higher Education Payroll Personnel System (HEPPS)
HEPPS is seen as the system that stores the payroll and personnel information for the UW.
- Hire Date
The hire date is the first date of work and, where applicable, it will be sourced from UWHires. After integration from UWHires to Workday, the ISC can update the hire date if necessary.
- Hiring/Position Restrictions
Define rules and conditions for holding jobs and positions in a position management or job management organization.
- Home (landing page)
Home is the default landing page for the user.
- Housing and Food Services (HFS)
A division of Student Life that supports the UW’s mission by providing housing as well as programs that promote personal development. HFS also operates restaurants, espresso bars and markets across campus.
- HR Partner
The HR Partner is a role-based security role assigned to a position in a supervisory organization. The HR Partner is the primary and constant approver for most business process in a department.
- HR/Payroll Modernization Program
This is the strategic program that is implementing Workday, designing new HR and payroll business processes internal and external to Workday with other UW partners, and helping to prepare the UW for the new systems.
- Human Capital Management (HCM)
This is a set of practices related to people resource management. These practices are focused on the organizational need to provide specific competencies and are implemented in three categories: workforce acquisition, workforce management, and workforce optimization.
- In-flight Business Process
Business process that has been initiated and is currently in progress.
- Independent Contingent Worker
An independent contingent worker (ICW) not represented by a supplier, and accounted for as a 1099 supplier. You issue purchase orders to, create receipts for, and pay ICWs just as you do suppliers.
- Initiation Step
The first step of a business process.
An instance refers to one unique occurrence of a business object, for example, the Executive Management organization, or John Doe, the worker.
- Integrated Postsecondary Education Data System (IPEDS)
The Integrated Postsecondary Education Data System is the core postsecondary education data collection program for the National Center for Education Statistics, a part of the Institute for Education Sciences within the United States Department of Education.
IPEDS consists of nine interrelated survey components that are collected over three collection periods (fall, winter, and spring) each year. The completion of all IPEDS surveys is mandatory for all institutions that participate in or are applicants for participation in any federal financial assistance program authorized by Title IV of the Higher Education Act of 1965, as amended. IPEDS reporting at UW is performed by the Office of Planning and Budgeting.
Integrations are an automated transfer of information between systems.
- Integration Attribute
An integration component that specifies the tenanted value of a data element in Workday. Example: Master Policy Number is a type of attribute in benefit provider integrations.
- Integration Data Source
Indicates the type of data that Workday receives from or export to an external system and its location. Workday supports 5 types of data sources including attachments, external files, standard reports, custom reports, and REST endpoints.
- Integration Event
The record of an integration process. Every integration—current or past, involving the import or export of data, successful or not—gets recorded as an integration event. The integration event contains all the information about the integration process, including its status.
- Integration Map
An integration component that specifies how values in Workday map to values in an external system. Example: Pay Rate Frequency is a type of map in third-party payroll integrations.
- Integration Service
A group of related integration attributes, maps, and XSLT that provides a framework to transform Workday data into the format required by an external system.
- Integration System
A tenanted definition of an integration between Workday and an external system, based on a template that provides the methodology for communicating data.
- Integration Template
A collection of integration services that enables communication between Workday and an external system. Workday provides integration templates in categories such as Benefits, Financials, HCM, Payroll, Payroll Interface, Procurement, Recruiting, Security, and Settlement. Many of the delivered templates contain default values for attributes, as well as prompt values for attributes and maps, to define the integration further.
- Integration Transformation
Converts data into a format that Workday or a receiving external system can understand. Workday provides some delivered transformations, and you can also create custom transformations.
- Integration Transport Protocol
Controls how Workday exports data to an external system or imports the data from an external system. Workday supports several types of transport protocols, including email, FTP and SFTP, HTTP/SSL, WebDAV, Workday attachments, and Workday Web Services.
- Intermittent Leave
A single leave of absence taken as separate blocks of time. To facilitate tracking, these are inputted as time offs. Eligibility and validation rules are used to see if an employee has a sufficient balance across a leave type and associated time offs.
- Intersection Security Group
An intersection security group is an explicit grouping of security groups. Workday evaluates the group membership with an "and" condition. It is the common area of a Venn diagram. An example of an intersection security group is Medical Centers Manager security group. It intersects the Medical Centers security group with the Manager security group. One has to be a Manager AND in the Medical Centers to be a member of this particular intersection security group.
An ITIN, or Individual Taxpayer Identification Number, is a tax processing number only available for certain nonresident and resident aliens, their spouses, and dependents who cannot get a Social Security Number (SSN). It is a 9-digit number, beginning with the number "9", formatted like an SSN (NNN-NN-NNNN).
- Job-Based Security Group
A job-based security group is defined by basing the security group membership criteria on one or more job-related attributes or objects including job profile, job family, job category, management level, or exempt/non-exempt status.
- Job Catalog
A report that compiles all the details for each job profile configured in Workday.
- Job Category
Attached to a job profile, user-defined job categories enable an organization to track additional job information. It is possible to define any job category that fits the organization, for example, whether specific workers, jobs, or positions are Direct Labor or Indirect Labor. The job category displays on the position, based on the job profile associated with that position, which enables reporting at the position level.
- Job Classification
High-Level descriptors that define an individual job. A single employee may have multiple job classifications.
- Job Classification D, E, or I
Abbreviated form of describing the job classifications of Hall Health (D), Professional Staff (E), and ICA Contract (I). This is primarily used in configuration of Compensation business process condition rules to drive approval routing.
- Job Classification Group
A job classification group is the means by which individual job classifications are grouped and maintained.
- Job Family
A grouping or collection of job profiles. A job family can belong to a job family group.
- Job Family Group
A collection of job families.
- Job Level
Categorizes job profiles (and their associated jobs and positions) based on compensable factors such as the level of education, experience, or training required to perform a job. Job profiles are assigned job levels, and those job levels are organized into a hierarchy.
- Job Management
With job management, organizations are staffed by defining one set of hiring restrictions for the entire organization. Because the same set of hiring restrictions apply to all of the jobs in a job management organization, this staffing model is particularly useful for organizations that prefer to define broad job requirements and rely on staffing workflow and approvals to control the number of workers in a supervisory organization.
- Job Profile
Defines the features and characteristics (such as pay rate type, competencies and proficiencies) of a job and of a position that uses that profile. The more specifically defined a job profile is, the more specifically defined those jobs and positions will be.
- Job Requisition
A request to begin a recruitment to hire for a position in Workday; all staff positions require a job requisition.
Once fully approved, a Workday requisition will trigger a communication to UWHires. Each time you need to fill a new position or find a replacement for an existing position, you create a new job requisition; additionally, if performing a class change, Position Restrictions must be edited and approved before creating a Job Requisition.
- Key Concepts
Workday concepts as applied in the UW design.
- Landing Page
Landing pages display a collection of different worklets for easy access to the data and tasks. Different landing pages have different display formats and support different functions. The home landing page is intended for common worklets, such as self-service worklets. The dashboard is a specialized landing page intended for more role-specific worklets, such as analytical worklets.
An employee moves to a different job and position that is neither a promotion nor a demotion.
- Learning Management System (LMS)
Online system used to administer, deliver and/or track learning, training, or development activities. The software program Canvas is an LMS system commonly used at UW.
- Leave Family
A set of similar leave of absence types. Workday displays the leave family name as a category of leave types for requesters to select from when entering leave requests.
- Leave of Absence
Longer continuous amounts of time away from work that may include a variety of time offs. Also refers to leave entitlements such as the Family and Medical Leave Act (FMLA) and UW Parental Leave.
- Leave of Absence Rule
Can be used to define worker eligibility for leaves of absence and to define validations that prevent users from submitting invalid leave requests.
- Leave Type
Defines rules that apply to a specific type of leave of absence, such as FMLA. Identifies the leave of absence family and unit of time for leave requests and may track against a total entitlement value.
Acronym for Labor & Industries. Please see Washington Department of Labor & Industries for definition.
- Life Event
A kind of benefit event that occurs in the employee's personal life, such as getting married or having a child.
Acronym for Learning Management System. Please see Learning Management System (LMS) for definition.
- Lock Time Entry
Dates on which time entry for a time period is locked so that payroll can be processed. Locking the time entry blocks employees from entering time for a short window to allow payroll to process worked time and calculate earnings.
- Major Organization
An organization/school/unit that is typically represented by the first 3 digits of the Org Code in FAS (Finance Accounting System).
- Major Unit/Office
Major units/offices are a level in the cost center hierarchy. They are groupings of units that stem from the same major organization, and can be determined by representatives from the major organizations.
- Management Level (Hierarchy)
Categorizes job profiles (and their associated jobs and positions) based on the management level to which they belong. For example, a particular job or position can belong to the Supervisor, Manager, or Individual Contributor management level. Job profiles are assigned management levels, and those management levels are organized into a hierarchy.
- Manager Self Service (MSS)
This is functionality for managers to view their team, review notifications, and initiate certain tasks.
- Manual Payment
An off cycle calculation that records check or cash payments made outside Workday Payroll. Net repayment of an overpayment is processed as a manual check in Workday.
- Mass Data Change
Data changes impacting multiple employees.
- Matrix Report
A matrix report summarizes data by one or more elements. The resulting matrix is displayed as either a table or chart that users can drill through to see the associated details. A user can control the specific data other users can see when they drill down by selecting the desired fields when defining the report.
- Medical Centers
Refers to Airlift Northwest, Harborview Medical Center, UW Medical Center, UW Medicine Lab Medicine, and UW Medicine Shared Services.
- Merit Process
A sequence of one or more tasks related to defining, targeting, and awarding merit pay to employees. In this process, a compensation administrator creates the merit plan definition. The administrator or manager assigns the merit plan to employees through one of various means. Assignment of the plan determines eligibility for the merit compensation event. The administrator sets up the merit process, which funds the merit pool, and then launches the process on the specified event date.
Workday creates merit compensation events for employees based on their organization. Managers review the target merit increases for their employees and submit merit increase proposals for review. Once approved, the employees receive their merit increases.
A time tracking term used to edit existing time blocks or add time blocks directly to a day by double-clicking the time entry calendar.
Modify is an action through the Workday user interface that can be permitted on securable items in a domain security policy. It includes view permission.
Acronym for Manager Self Service. Please see Manager Self Service (MSS) for definition.
- Multiplier-Based Coverage
Insurance coverage based on multiples of salary, such as 1x, 2x, 3x, 4x, 5x, or 6x salary.
- Named Professorship
Named professorship is a Workday term that has the same meaning as UW's use of “endowment” when referring to faculty support endowments.
- No Retro Processing Prior To Date
The earliest date that Workday can process supported retroactive changes for a worker.
- Non-Academic Affiliate
Non-Academic Affiliate is a term currently used to describe a population of workers that perform work for the University but are not employed by it. They are unpaid and do not hold positions or have supervisory organization assignments, but like Academic Affiliates require access to systems, buildings, and resources that regular employees do. In the future state, these employee types will be known as Contingent Workers.
- Non-Active Worker
A worker with a status of Terminated or On Leave for payroll processing purposes. A run category can define rules for processing non-active workers.
- Noncitizen national
An individual born in American Samoa, certain former citizens of the former Trust Territory of the Pacific Islands, and certain children of noncitizen nationals born abroad.
- Off Boarding
A set of activities to be completed in Workday and outside of Workday at the time of termination of an employee; may include exit interview, collecting Husky Card and removing the employee’s security in Workday.
- Off Cycle Pay
A payment, such as a manual payment or on demand payment, made outside the regularly scheduled payroll run. Reversals and history payments are also classified as off cycle. Off cycle manual and on demand payments enable an organization to issue additional or replacement payments.
- On Cycle
A scheduled payroll run.
- On Cycle Payroll
This refers to the current pay period.
- On-Demand Payment
An on-demand payment is a check created because the payment did not go through payroll processing.
A set of activities to be completed by the employee upon their hire. It may include things like entering contact information, selecting payment elections, and entering I-9 information in Workday. This should not be confused with any onboarding checklist that a unit may use, which might include activities outside of Workday like getting a parking pass or Husky card or attending new employee orientation.
- One-Time Payment
One-Time payments include payments that are based on activities that are not on-going. One-time payments include: awards, relocation incentive, moving expense payments, employee referral, etc.
- Open Enrollment Event
A type of enrollment event. This event controls the benefits open enrollment process. Unlike benefits event enrollment, which is triggered by an event in a specific employee's life or work, an open enrollment event applies to an entire, selected employee population.
- Open Time Entry
Date on which time can begin to be entered for a time period.
- Organization Assignment
Assignment to a grouping used to organize people, resources, workers, and other organizations.
- Organization Chart
Illustrates the supervisor organization structure that shows the reporting relationship as determined by who conducts a worker's performance evaluation.
- Organization Security Group
An organization-based security is defined by basing the security group membership criteria on a specified organization(s).
- Original Temporary Employment Date (OTED)
Temporary hourly employees can work a maximum of 950 hours (excluding overtime) during a 12-month period. The initial 12-month period starts on the first day of temporary employment, and is called the employee's Original Temporary Employment Date (OTED). Subsequent 12-month periods begin on the OTED anniversary date. Once an employee establishes an OTED it does not change, even if an employee leaves the UW or takes other positions at UW.
Acronym for Original Temporary Employment Date (OTED). Please see Original Temporary Employment Date (OTED) for definition.
Acronym for Purchasing and Accounting System. Please see Purchasing and Accounting System (PAS) for definition.
- Passive Event
Events that result from the passage of time rather than from a specific change to employee data. Example: it is possible to set up a passive event to track and manage benefit eligibility for employees who reach the age of 65 (retirement age). Based on the event rules, Workday automatically searches for employees turning 65 and generates an enrollment event to record any benefit gains or losses.
- Pay Accumulation
Returns values used in gross to net pay calculations. Sums (can add and subtract) the value of a group of earnings, deductions, pay component-related calculations (PCRCs), pay component groups, and other pay accumulations. Workday delivers several predefined pay accumulations, such as Federal Taxable Wages by Company and Local Withholding Subject Wages by Company.
- Pay Component
An earning (such as base salary or shift premium) or deduction (such as federal withholding taxes or medical) that applies to a worker's gross-to-net pay calculation or tax liability.
- Pay Component Group
A collection or combination of related earnings, deductions, or pay component related calculations that are combined to simplify payroll calculations. Workday provides several pay component groups, such as Employer-Paid Benefits, Pre-Tax Deductions, and Federal Taxable Wages that can be modified. An organization may also create their own pay component groups, such as 401(k) Eligible Wages.
- Pay Component Proration
The proration of an earning, deduction, or pay component related calculation (PCRC) in response to a mid-period change to a worker's compensation. Workday can proportionately calculate the pay component for each sub-period.
- Pay Component Related Calculation (PCRC)
A related calculation that is used in the definition of an earning or deduction. For example, the earning, Hourly Pay, uses a calculation of hours (un-prorated) x rate. Assigning the related calculations of hours (un-prorated) and rate to the earning, forms two new pay component related calculations.
- Pay Group
A pay group identifies who to pay, the pay frequency, and which payments to process. Workers in a pay group must share the same period schedule. Each worker receiving pay through Workday payroll must be a member of one, and only one, pay group.
- Pay Group Detail
The combination of a run category and period schedule defined for a pay group, such as a regular run category and weekly period schedule. A pay group can have more than one set of pay group details.
- Pay Rate Type
Defines whether the worker is paid a salary or a certain amount per unit of time; for example, hourly or weekly. Defined by country and associated with job profiles and, by extension, with employees in that job profile.
- Pay Run Group
A convenience feature used to process at the same time multiple pay groups with the same period schedule. When adding a pay group to a pay run group, you select which of the pay group’s run Payroll Glossary categories to include. The selected run categories must share the same schedule.
- Payment Category
The classification of a payment; for example, supplier payments, expense payments, and payroll payments.
- Payment Election
The accounts to which an employee indicates their paycheck should deposit; the employee may choose up to three accounts for direct deposit.
- Payroll Effect
An option available in Workday to stop paying workers while on leave. It is possible to configure a run category to pay workers on certain leave types when the payroll effect option is enabled for the leave type.
- Payroll History
Payments made to employees before using Workday Payroll that are loaded into Workday to establish starting balances for workers.
- Payroll Input
Rates, units, amounts, or other values that an organization or user enters manually or loads into Workday Payroll for a worker's on cycle or off cycle run. Sometimes referred to as worker input.
- Payroll Reporting Code
Codes assigned to workers to capture information for quarterly state tax filing or new hire reporting. For example, unit codes for Minnesota or branch codes for California.
- Payroll Result
A payroll result is the recorded output of the completion of Workday’s payroll calculation process.
- Payroll Unit Code (PUC)
A payroll unit code is a four-digit code that identifies what department a particular budget belongs to. This four-digit code is also used for generating reports and sorting payroll checks.
- PCA Code
Acronym for Project Cost Accounting Code, please see Project Cost Accounting Code (PCA Code) for definition.
Acronym for Pay Component Related Calculation. Please see Pay Component Related Calculation (PCRC) for definition.
UW faculty paid entirely or in part from a non-UW budget in which payment is directly received from an outside source.
The Public Employees Benefits Board (PEBB) program offers insurance to eligible UW employees. The PEBB program coordinates health insurance benefits for all eligible state employees, and is administered by the Washington State Health Care Authority (HCA).
- Performance Review Process
A process in Workday used only for the Medical Centers by which an employee receives formal feedback on their performance in a given period of time. This process includes a performance evaluation.
- Period Activity Pay
Payment for defined activities. Period activity pay allows for the tying of payments to UW defined activity periods (academic quarter, academic year). Pay amounts are entered along with a payment period which allows Workday to calculate the number and amounts of each payment.
- Period End Date
Last day of the period schedule. Please see Period Schedule for further definition.
- Period Schedule
Defines when and how often to process payroll. Defines payment dates using a period start date, period end date and payroll payment date. It can also be used to define the accrual frequency for a time off plan, such as annual or monthly, and the start and end date of each reporting period.
- Period Start Date
First day of the period schedule. Please see period Schedule for further definition.
A position consolidates key job information, such as job family, job profile, worker type, location, compensation range, and level of full-time equivalency (FTE). Positions are part of supervisory organizations in Workday and are the foundation for most staff-related reporting. Employees are generally hired into a position, and the position generally continues to exist after the employee is terminated. Employees can have more than one position.
- Position Attributes
Characteristics or properties of a position. This may include key job information, such as job family, job profile, worker type, location, compensation range, and level of full-time equivalency (FTE).
- Position Budget
An annual budget for planned compensation for a position. Spend and projected spend for the position can be tracked against the budget.
- Position Management
A staffing model in which the organization is setup by creating and defining positions. For each position, it is possible to restrict hiring to particular job families, job profiles, worker types, or locations, and specify whether workers must be full- or part-time.
- Position Requirements
Used in job requisitions to define rules and conditions for holding positions in a supervisory organization using position management as its staffing model. Position requirements enable an organization to limit staffing to specific job families and job profiles, business sites, worker type, etc.
A record in Workday created prior to someone being hired that captures name and contact information.
- Predefined Security Group
Predefined security groups are derived by Workday. Examples include: employee, contingent worker, and retiree. These groups cannot be changed except by changing the attributes of the worker through a business process. Example, an Employee becomes a Terminee at separation due to termination. Examples include: employee, contingent worker, and retiree.
Shorthand for Prenotification. Please see Prenotification (Prenote) for definition.
Optional zero-dollar entries that are sent through the Automated Clearing House (ACH) to a financial institution to verify account and related information before sending or receiving actual direct deposits.
- Primary Business Object
The primary business object is the object from which a particular record is being pulled in a report.
- Prior Service Credit
When a person is hired, if they have prior employment with the UW or other state agency, this is considered prior service credit, and should be evaluated. Prior service credit can potentially affect absence and benefits.
- Probationary End Date
This field is defined by the faculty code and is required for those in a promotable tenure track rank (Assistant Professor and Associate/full Professor tenure-track).
- Project Cost Accounting Code (PCA Code)
PCA Codes allow for the use of Project, Task, and Option codes on financial transactions. These codes are additional reporting elements for salary and any other transactions the UW tracks in our finance system, and are used as a part of cost allocations. Available for one time cost overrides in time tracking and payroll input.
An employee moves to a job with a higher maximum salary range or pay grade. Academic Personnel has a distinct definition of Promotion that is not the same as the Workday definition.
- Prompt (reporting)
A prompt is a function that allows the user to filter criteria at run time.
Used to create sub-periods when there is a change in the worker’s compensation mid-period. Proration is set up on the calculation details tab of Create Earning or Create Deduction and the compensation element tab of Create Earning. It can be based on calendar days or days worked (work shift).
Acronym for Payroll Unit Code. Please see Payroll Unit Code (PUC) for definition.
- Purchasing and Accounting System (PAS)
The UW Purchasing System. Payments made to individuals who are not UW employees are processed in this system.
- Quick Add
A time entry option that enables you to create a time block and copy it to multiple days in a week.
- Recruiting Office Partner (ROP)
The Recruiting Office Partner is a security role in Workday responsible for certain Workday actions during the staff hiring process. Currently referred to on UW campus as the Employment Specialist.
- Reference ID
A unique identifier for a specific instance of a business object in Workday. Reference IDs are used to look up data for integration purposes.
- Reference Pay Range
A range of pay deemed appropriate for a compensation grade or grade profile. If proposed compensation for an employee extends beyond this range during compensation transactions, Workday issues a warning yet still enables submission of the proposed compensation.
- Related Business Object
The related business object pulls records that describe the primary business object. For example, if the primary business object is employee, a related business object can be benefit elections - an attribute of that particular employee.
- Related Calculation
A calculation that returns a value, such as hours, rate, or percent, that can be used to resolve earnings and deductions, to display on pay results, or for other calculation purposes. Please see Pay Component Related Calculation for further definition.
- Replacement Payment
An off cycle payment that replaces a worker's on cycle payment in a period that is in progress or not yet started. It is possible to process replacement payments as part of a manual payment or on demand payment.
- Report Data Sources
Predefined groups of logically related records which define the data in the report. For example, the report data source All Active Employees contains only employees that are active, instead of all employees that exist in Workday.
- Reported Time
A worker's time that has been entered, but has not had any time calculations applied.
- Requirements Traceability Matrix (RTM)
A UW document created to trace requirements identified through procurement and implementation planning study sessions to ensure they are included during the design, configuration, and test phases of the project.
- Requisition Questionnaire
As part of the requisition business process, captures key information for employment specialist for the posting of the job announcement such as posting duration, external advertising, and limited recruitment information.
Rescinding a business process operates on completed business processes. It completely reverses all changes made to Workday data. It is also a securable action in a business process security policy. Only ISC will be able to use the rescind function.
An off cycle calculation that reverses the results of a completed pay calculation for a worker.
- Review Category
Workday supplies four employee review categories: development plan, disciplinary action, performance improvement plan, and performance review. The business process definitions for employee reviews are specific to the review categories, enabling the user to define unique processes for each category. The review types that a user defines in each category display by name when the user defines review templates and start employee reviews.
- Review Template
A collection of instructions, sections, and questions that can be used to start an employee review. A template is specific to a review type. Templates define what employees and managers see on the review document and how to process the information.
- Review Type
User defined, specific types of each Workday-supplied review category. For example, in the performance review category, it is possible to define the annual review type and the ad hoc performance review type. When a user starts a review or defines review templates, they select a review type, not a review category.
- Role-Based Security Group
A role-based security group is defined by basing security group membership on a common set of access permissions, usually grouped by function such as Benefits Administrator or HR Administrator. Role based security groups are usually constrained, meaning they can only see and act on information within the context of their organization assignment.
Acronym for Recruiting Office Partner. Please see Recruiting Office Partner (ROP) for definition.
- Roster %
A percentage used to designate an overall appointment percentage - regardless of fluctuation due to leaves, etc.
- Run Category
Defines a type of payroll run. Specifies criteria for processing employees by status (active, terminated, on leave), components to calculate automatically for on cycle and off cycle runs, whether a supplemental tax rate applies and other details.
Acronym for Student Database. Please see Student Database (SDB) for definition.
A Workday term/concept used with the Job Management staffing model to describe a position held by a worker. In Job Management, a worker is hired into a job, thereby filling a “seat”; however, when the worker leaves, the “seat” disappears, it does not remain to be filled by another person. Please see Job Management for further definition.
- Securable Item
A securable item is an action, report, or data that is part of a security policy. You can secure access by defining the security policy to restrict access to the item to specified security groups. Related securable items are grouped into domains. Also, business-process-related actions are securable items.
- Security Group
Security groups are the mechanism by which access permissions are granted via domain security policy or business process security policy. They are usually grouped by functionality. Each security group has an equivalent role.
- Security Role
Security Roles determine the context by which a system user accesses data in Workday. Roles are assigned to persons or positions. There are user-based roles which are unconstrained, meaning they can act across supervisory organizations, on all population sets. There are role-based roles, which are constrained, meaning they can only act within the supervisory organization(s) and population(s) they support.
A security segment is a grouping of related securable items, such as pay components, that can be secured together using a segment-based security group for that segment.
- Service Period
The number of months an employee is scheduled to work each year.
Most staff employees have a service period of 12 months, indicating they are scheduled to work 12 months each year. Some staff, however, work cyclic year schedules that include a scheduled period of leave without pay each year due to known, recurring periods in the annual cycle where they are not scheduled to work. These positions are called “Cyclic Year” positions.
- Shared Report
Reports can be shared with users in Workday. Once a report is shared with a user, that user can view the report in search results as well as run the report.
- Shift Differentials
Refers to extra pay received by employees for working a shift (i.e. night shift) that is not traditionally within normal UW business hours (i.e. day shift).
- Soft Hire
Hire status is pending, based on results of pre-employment tasks such as credentialing and background check.
- Staffing Event
Any event that changes an employee's position or job, for example, a hire, transfer, or promotion. Staffing events usually trigger an opportunity to change benefits elections.
- Staffing Model
Defines how jobs and positions are created and filled in a supervisory organization.
- Standard Report
Standard reports are reports that Workday develops and provides to their customers.
Stipend is a non-wage payment to a student or visiting faculty that meets specific criteria for a type of stipend. One-time stipend payments to students should be processed through the Student Database process. Stipend payments to individuals who are not students or appointed to a faculty stipend position should be processed through eProcurement. Stipend options include:
Trainee Funded Stipends – (with or without benefits)
Sponsor Driven Stipends – (with or without benefits)
Tuition Waiver Stipends – (with or without benefits)
Benefits Covered – (with benefits)
Graduate Appointee Supplement - (without benefits)
- Strategic Guardrails/Strategies
HR/Payroll Modernizations' strategies serve as guidance for decision-making throughout our design, configuration, and implementation. They enable program team members to make efficient and effective choices while encouraging enterprise-wide thinking and consideration. Strategies help us think about our work in a larger context, and consider how our decisions impact and affect others, engendering continuity, consistency, and harmony in our work across the UW.
- Student Database (SDB)
The Student Database is the system that houses the student information including registration status and credit information. Registration and credit information is supplied to Workday from SDB to determine if a student is considered full-time and is eligible for a FICA tax exemption when payroll is processed.
- Student Salary Plan
A base pay plan for salaried students.
A partial period created when there is a change in a worker's compensation mid-period. Payments are prorated over each sub-period according to the change in compensation.
- Subject Wages
All of a worker's wages subject to a particular tax, including wages for exempt positions and those that exceed a wage cap. Please see Taxable Wages for further definition.
- Supervisory Organization
A logical grouping of workers to the same manager through a position-to-position hierarchical structure, which represents a single, direct, primary management relationship (in the form of a hierarchy) of employees who report to the same manager.
A supervisory organization can be a business unit, department, group, or project. Jobs, positions, and compensation structures are associated with supervisory organizations, and workers are hired into jobs or positions associated with a supervisory organization. Departments may have multiple supervisory organizations. Business processes can be assigned to a supervisory organization. All approvals and checklists are established for the supervisory organization hierarchy, with possible variations for particular organizations within that hierarchy.
- Supervisory Organization Hierarchy
A hierarchical grouping of supervisory organizations.
- Supplemental Earning
Any compensation paid in addition to an employee's regular wages that includes, but is not limited to, vacation payouts, incentive pay, moving expenses, and awards.
- Supported Retro Transaction
A type of transaction entered for a prior period, such as a retroactive compensation change, for which the Retro Pay Calculation process can automatically recalculate employee earnings and deductions.
- System Access Rights
Permissions that are granted to an individual to do key work and business processes in Workday.
- System User
An account associated with and required to launch an integration. Workday delivered integrations and custom integrations require a system user account for authentication and web service calls. EIB integrations are secured through the user’s sign-on credentials and do not require a system user account.
- Talent Reviews
A process in Workday that enables you to gather, evaluate, and report on a range of employee talent information, such as skills and experience, performance and potential, career interests, and mobility preferences. The configuration of the talent review template, the Talent Review business process, and your security determine what actions employees and managers take during a talent review.
- Talent Summary
A section in Workday used only by the Medical Centers which contains talent reviews and talent cards that includes assessments (potential, achievable level, retention risk, and loss impact), talent matrix placement, last performance rating, performance over time, employee and manager comments, and succession plans for an employee. The information you see is based on your security.
The object that a business process operates on. For example, for business processes that deal with an employee record, the target is the employee. For business processes that deal with a financial object, such as an accounting journal, the accounting journal is the target. Since the target determines the organization, it controls which business process custom definition Workday uses.
- Taxable Wages
All of a worker's wages subject to a particular tax, excluding wages for exempt positions and those that exceed a wage cap.
- TEF Questionnaire
A set of questions that determine benefits eligibility of temporary employees.
- Temporary Employment Form Questionnaire
A set of questions that determine benefits eligibility of temporary employees.
- Temporary Report
Users can label a report as temporary. This function means the report will be automatically deleted in Workday on a periodic schedule.
- Temporary Salary Increase Plan
A salary plan for additional temporary duties that require time tracking and accounting of overtime. Non-exempt and exempt classified and bargaining employees are eligible, as are non-exempt professional staff employees.
- Tenure Award Date
If tenured, this field should represent the date in which the academic was awarded tenure.
- Tenure Status
Designation of whether tenure has been granted or is still pending.
- Tenure Track Start Date
The date in which an individual is hired into a professorial track that is tenure eligible.
- Tenure Value / Tenure Percent
UW has created a custom object called Tenure Value in Workday. Faculty members with tenure will have their tenure percent recorded in this field.
Termination in Workday takes place when the active working relationship between the UW and the employee ends, whether voluntary or involuntary.
- Termination Adjustment
A time off adjustment that automatically sets the remaining balance of a worker's time off plan to zero upon the worker's termination.
- Terminee as Self
Replaces “Employee as Self” security role once an employee has been terminated. “Terminee as Self” limits the data that the former employee can see, but view and edit access is retained for certain domains such as personal information and contact information. A prior employee will be able to log into Workday to see their personal information six months into the calendar (tax) year following the year of termination.
Acronym for Time Entry Time Off. Please see Time Entry Time Off (TETO) for definition.
- Time Block
A time block carries information about a portion of time, such as the number of hours worked or in/out times. Time blocks can be reported or calculated, but only calculated time blocks are pulled into Workday Payroll.
- Time Block Costing
Use of a cost center on a time block to override any other costing allocation for a worker.
- Time Calculation
A set of rules applied to time blocks to generate time calculation tags for payroll and absence management. Example: It is possible to create a time calculation to convert regular hours into overtime hours automatically if a worker works more than 40 hours in a week.
- Time Calculation Tag
Workday applies calculation tags to time blocks during time calculations. The tags map to payroll earnings to drive how time blocks are paid and can be included in time off and accrual calculations. It is possible to also use them to display time and time off totals on the time entry calendar.
- Time Clock Event
A time clock event describes a worker's actions, such as a check-in or check-out, on the web time clock. Workday matches time clock events to form time blocks, which workers can edit and submit.
- Time Code Group
The primary use of a time code group is to determine which time entry codes a worker is eligible for. Time code groups are assigned to a worker or to a position through eligibility rules.
- Time Entry Code
A time entry code describes the type of time a worker enters, such as hours worked or standby.
- Time Entry Template
Controls the behavior and appearance of a worker’s time entry calendar. Defines default time entry codes, valid worktags, how workers report time (Quick Add, Auto-Fill), and which totals are displayed.
- Time Entry Time Off (TETO)
Time Entry Time Off includes entering time off through the time entry calendar and follows the Enter Time business process.
- Time Entry Validation
Errors or warnings that prevent users from entering invalid time. Critical validations prevent a user from submitting time. Warnings display when entering time but don't prevent the worker from submitting time.
- Time Off Plan
Defines rules for entering and tracking one or more related time offs. Identifies the unit of time (hours or days), eligibility requirements, whether to track balances, and if time offs are position-based or worker-based. Time off plans that track balances also specify the balance period (plan year), accruals that add to the plan balance, carryover limits, and other balance tracking rules.
- Time Off Service Date
This is an employee's WA state anniversary date.
- Time Off Time Off (TOTO)
This is an entry of a time off request entered through the request time off calendar and follows the Request Time Off business process.
- Time Off Type
Names a type of time off that workers can request, such as sick time or vacation. This is the name workers see when entering a time off request. A time off type can be associated with more than one time off.
- Time Period Schedule
Defines the period of time that is available for entry at any given time. The period schedule for the UW is one week (Monday-Sunday).
- Time Proration Rule
Prorates employees' target compensation in a bonus or merit increase compensation event according to time-based criteria, such as leave of absence or time since hire.
- Time Shift
A grouping of consecutive time blocks that you can use in standard overtime calculations, time block conditional calculations, and validations.
- Time Tracking
A module in Workday that manages all information and processes related to the tracking of time.
- Time Type
A characteristic of a position that categorizes the amount of time required to work, such as part time or full time.
To-Dos are reminders to do something as part of a business process. This may be something that has to be done within the system or outside of the system.
Acronym for Time Off Time Off. Please see Time Off Time Off (TOTO) for definition.
- Unit Head
Organizational entity within UW. Unit could refer to an academic department, school, or administrative department.
- Unlock for Adjustments
Re-opens a period that was previously locked so that employees can make adjustments to time entries to a prior period.
- Unsupported Retro Transaction
A type of transaction entered for a prior period, for which the Retro Pay Calculation process cannot automatically recalculate employee earnings and deductions. Workday identifies these transactions so that it is possible for a Workday user to manually enter the necessary adjustments.
- User-Based Security Group
A user-based security group is assigned to a person, not a position. It has broad access permissions. A user-based security group is unconstrained, meaning it can act across populations. It is not bound by organizations. However, their permissions are grouped by functional area. Examples are: benefits administrator, compensation administrator, and HR administrator.
- UW Org Code
The UW financial org code is the structure used in the UW financial system to define different levels of the University. It is managed in the Financial Accounting System (FAS). This org code is an attribute of a Workday cost center.
- Validation Rule
Rules that prevent invalid entries or that trigger an error or warning message upon submission. Example: a validation rule can prevent the entry of vacation time off requests during a worker's probationary period.
Acronym for Voluntary Employee Benefit Association. Please see Voluntary Employee Benefit Association (VEBA) for definition.
- Voluntary Employee Benefit Association (VEBA)
A non-taxable trust account for medical reimbursements, primarily funded by sick leave buyout at retirement.
- Washington Department of Labor & Industries
Washington State agency which handles UW's workers' compensation claims for covered injuries and illnesses. L&I directly pays UW workers that are injured on the job.
- Washington Federation of State Employees
The Washington state based AFSCME (American Federation of State, County and Municipal Employees) council for state employees and, more recently, for non-state employee public service workers, such as medical interpreters.
- Washington State Department of Social and Health Services (DSHS)
An integrated state organization focused on the safety and health of individuals and families.
Washington Federation of State Employees union.
- Withholding Order
A withholding order is a garnishment of wages that has been assigned by a court of law.
Acronym for Workforce Management Systems. Please see Workforce Management Systems (WMS) for definition.
- Work Schedule
Work schedules include the days and times that employees are expected to be working. Day breaker options on the work schedule calendar define the start of the week on the time entry calendar and the time of day that work begins. They also specify how to assign dates to calculated time blocks. A default work schedule calendar is Sunday as the start of the week and 12:00 AM as the beginning of the day.
Workday assigns the same calculated date to all time blocks on a work day, regardless of whether the time blocks cross calendar days. This has an important impact on calculations such as standard daily and weekly overtime calculations. The day breaker ensures that a calculated date represents an exact 24-hour period. Therefore, daily overtime calculations will apply over a 24-hour period regardless of the worker’s shift or actual work times. Similarly, weekly overtime calculations will apply over a 168 hour period regardless of the worker’s shift or actual work times.
- Work Schedule Calendar
In time tracking, it is possible to define standard work patterns for workers, such as Monday through Friday 8:00 AM to 5:00 PM. Work schedule calendars are used for various purposes throughout time tracking.
- Work Shift
A characteristic of a position that defines the time during which the majority of hours are expected to be worked.
- Work Week
A seven-day period defined by a worker's start day of week and day breaker. For the UW, the work week begins Monday at midnight and ends the following Sunday at 11:59PM.
- Workday Manager
Individual with supervisory responsibilities for a UW workforce member who can initiate and approve HR actions (Hire, Terminate, Job Change, Performance Review), will approve leave requests and timesheets, and can enter and approve costing allocations. This is an assigned security role which is often an employee’s direct manager or supervisor, but can also be assigned to a person who is not a direct manager or supervisor.
- Worker Eligibility
Identifies the conditions a worker must meet to be eligible to receive a particular earning or deduction.
- Worker Position
Worker position contains data that is specific to a person in a given position such as the start date, pay components, title, and FTE percentage.
- Worker Tax Election
A worker's marital status, number of elections, exemption status, and other information required for tax calculations, as specified through the Add Worker Tax Elections (W-4) task.
- Worker Type
Worker types include employee or contingent worker. Compensation, benefits, and staffing events are tied to the worker type.
- Workforce Management Systems (WMS)
UW Medical Center’s shared human resources services unit.
An icon on any Workday landing page which provides easy access to tasks and information that are used regularly. Examples include benefits, pay, and personal information.
Worktags are associated with reported time to provide further details about a specific time block. Examples include: cost center overrides, PCA codes, and comp time designations.