Academic Pay Plan:
The pay plan that allows Faculty members that normally work 9 months of the year (Academic Work Period) to elect to be paid over 9 or 12 months (Disbursement Plan Period).
Academic Unit and Academic Unit Hierarchy:
Academic Unit is the organization that an academinc appointment is associated with, typically mapping to a department or school. Academic units such as departments can roll up to academic unit hierarchies that reflect the overall structure of the college, school or university.
A mechanism that enables pay distribution over a defined period of work activity. It supports the base payment mechanism for adjunct faculty and graduate assistantships. It will also be used to distribute pay for student bi-weekly stipends and additional jobs for both staff and faculty.
Represents work performed outside of the primary job profile. Additional jobs are considered “non-primary” jobs.
Represents additional compensation that is not for work performed. Allowance plans include, but are not limited to, cell phone allowance, housing allowance, etc.
Annual Work Period:
The number of pay periods in a calendar, academic, fiscal or other period defined as a year.
The contracted or agreed on rate of pay for a position. Base wages assigned to a worker’s primary position.
Benefit Service Date:
Eligibility date for certain benefits, such as Health Insurance, Tuition Remission, etc. UM term: Accrual Comp Date.
A sequence of one of more tasks related to defining, targeting, and awarding a bonus to employees.
A sequence of one or more configurable steps/tasks that guides the user through the system to accomplish a desired business objective. Examples of business processes are hiring an employee, changing an employee’s compensation and updating personal information. The ability to perform actions within a business process is determined by the security role(s) granted to specific user(s).
Business Process Approve:
A step that gives the approver the ability to approve, deny, or send back data as it flows through the process workflow but does not allow the approver to modify the data.
Business Process Action:
An activity that occurs in Workday as a part of the workflow.
Business Process Awaiting Action:
A step that has been assigned, but has not been completed.
Business Process Cancel:
Stops a transaction prior to the completion step; reverses all changes made to Workday data so far.
Business Process Completion Step:
Designates process as “complete” at a point in time, even if subsequent steps remain.
Business Process Conditional Rule:
A condition that defines routing of a business process.
Business Process Consolidated Approval:
A step that is generated when an approver has multiple successive roles in a business process.
Business Process Correct:
Security access enables HRIS to correct a business process transaction while it is in progress or completed.
Business Process Deny:
As part of an Approval step, indicates disagreement with the proposed action; completely cancels the transaction.
Business Process Initiate:
The act of starting a business process in Workday.
Business Process Notification:
Configured notice sent to a user’s Workday inbox and/or user email to inform the recipient of various items such as completion of a task or workflow, cancellation of process, or approval of a specific process step.
Business Process On Hold:
Used to coordinate multiple events that are entered during the same time period. Additional Events are placed “On Hold” until a previous submitted events process is complete.
Business Process Rescind:
Security access enables HRIS to reverse all changes made to Workday data after the process is completed.
Business Process Review:
This step allows the reviewer to edit information prior to approval of a proposed action.
A step that gives the reviewer the ability to approve, deny, send back, or modify data as it flows through the process workflow.
Business Process Routing:
The automated movement of a business process from one role to another role. Routing rules are in part based on the type of transaction, supervisory organization, employee type and who initiated the transaction.
Business Process Send Back:
Reverses changes of an active workflow and sends the workflow back to a specific step in the business process or previous approver for editing.
Business Process To Do:
An action that must be marked as complete in Workday. A To-Do may require action within or outside of Workday.
A business title is a descriptive title that provides greater understanding of the employee's responsibilities and scope within the Job Profile. This is also known as the long title. A staff member's job profile may be Manager; their business title may be Manager of Finance and Administration.
A plan to track participation and a target commission amount for a specific period of time and frequency. The actual commission amount is entered directly into Payroll using Add Payroll Input by worker or an Enterprise Interface Builder (EIB) web service.
Amount reserved for unfilled positions. UM Term: Pre-encumbrance.
The compa-ratio describes the individual’s position in the pay grade in relation to the midpoint or 50% value.
Company and Company Hierarchy:
Companies are the primary organization type used by Workday Financial Management. Financial transactions result in a balanced set of books for companies in the hierarchy thus facilitating the preparation of complete financial statements including a balance sheet. For Workday HR go-live, there will be one Company (University of Miami). During the Finance implementation, additional companies will be added to support full financial statements in the hospitals.
The combination of elements capturing the total amount of pay provided to an individual as designed and assigned through Workday.
A user-defined grouping of compensation components; such as the sum of salary, allowance, commission, bonus, and future. Workday enables you to specify which compensation plans should be included in the compensation basis calculation. This calculation can be used to view employee compensation in Workday and in the bonus process to provide target pools and individual target amounts.
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 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.
A compensation grade is a standard compensation range for a given job or job level. Grades are not explicitly tied to job profiles; they are tied to compensation defaulting rules that include the job profile as a rule condition. All job profiles must have a grade associated with it. UM term: Pay Band/Pay Grade.
Compensation Grade Profile:
A breakdown of a compensation grade by functional task, geographical region, or other categorization required by the University. A profile allows users to assign more granular compensation ranges to workers.
A grouping of compensation guidelines (grades, grade profiles, and their associated steps) and plans that can be assigned to workers as a set. Packages provide a quick view of the eligible plans for a particular job or group of employees.
A component of pay used to assign monetary amounts to a worker's pay (e.g., a salary, an allowance, or a bonus).
A logic statement which determines which workers are eligible for which components of compensation.
A compensation step is an optional preset pay amount within grade or grade profile.
Any employee not paid through UM payroll.
Cost Center and Cost Center Hierarchy:
Cost centers represent organizational units for which resources (human and financial) are captured. Employees are assigned a cost center when hired. Cost centers are arranged in hierarchies, which organize cost centers for reporting and security assignments. An example of a cost center is Psychology.
Costing Allocation(Account distribution for salary):
Costing allocation is the distribution of a worker’s payroll expense to costing organizations other than their default organization assignments. UM Term: Assignments.
Processes related to inputting, managing and maintaining employee data.
Default Organization Assignmentr:
Payroll and benefit expenses are charged to a default organizational assignment which includes Cost Center and Legacy Value unless costing allocations are entered for a particular worker. If costing allocations expire, salary expense will be posted to the default organizational assignments.
The standard hours that a full time employee works in the Worker’s Supervisory Organization.
Allows an approver of a business process the ability to permit another user to review and approve processes on his or her behalf. This can be assigned for particular business processes identified by the approver. Also allows a user to delegate the initiation of selected business processes to another user. An entire inbox can be delegated to another individual during a leave or vacation.
Earning Code, Earing:
Payroll code linked to and describing a specific Compensation Element. Earning codes are displayed on the employee’s pay slip.
Used to specify one or more criteria that categorize workers into a group that is used to qualify them for participation in an HR-related task such as benefit plans and compensation plans.
Emergency Contact – Priority 2; (i)(Evacuation Address)(/i):
The address an employee will relocate to during a local emergency that warrants relocation.
Employee Self Service (ESS)*:
Employee access and, in some cases, ability to update or view their personal HR, Benefits, and Payroll data. An example of Employee Self Service is access to change preferred contact information.
Employee type is a categorization that is assigned to each employee at time of hire. For the most part, this designation is informational only. Employees can be searched or filtered by their employee type.
Employee Type – Faculty:
A member of the community of scholars contributing according to their talents, interests and to the transmission and advancement of knowledge.
Employee Type – Faculty Intermittent:
Members of the academic or clinical community employed on an as as-needed basis and in a temporary capacity (job management).
Employee Type – Faculty UMMG:
A member of the physician practice of Uhealth and a member of the community of scholars contributing according to their talents, interests and to the transmission and advancement of knowledge.
Employee Type – Faculty UMMG VA:
A member of the physician practice of Uhealth, with an affiliated VA appointment, and a member of the community of scholars contributing according to their talents, interests and to the transmission and advancement of knowledge.
Employee Type – Faculty VA:
A faculty member with an affiliated VA appointment who is a member of the community of scholars contributing according to their talents, interests and to the transmission and advancement of knowledge.
Employee Type – Research Limited Term (Fixed Term):
Individuals employed in regular positions with a FLSA exemption status of E and an EEO code of 3H.
Employee Type – Staff:
Individuals employed in regular positions, regardless of the FLSA exemption (exempt/nonexempt), who do not meet the definitions captured in other employee types.
Employee Type –Student:
Individuals whose primary relationship is that of a degree seeking student in an academic program at the University of Miami and who is working as a student employee at the University of Miami.
Employee Type – Temporary (Fixed Term):
Individuals employed in non-benefitted positions, excluding faculty and students, where employment duration cannot exceed 12-consecutive months.
Employee Type – Temporary Charge Back (Fixed Term):
Individuals employed in non-benefitted positions, excluding faculty and students, where employment duration cannot exceed 12-consecutive months and included in the University's Temporary Employment Pool.
Employee Type – Temporary Intermittent:
Individuals employed on an as-needed basis, excluding faculty and students, for an indefinite period of time. These employees do not have any type of set schedule.
Enterprise Interface Builder (EIB):
An integration tool that provides a framework for building simple, secure, and customizable integrations with Workday to meet business needs. For example, mass upload of journal entries can be accomplished by an EIB.
Paid and unpaid Leave types that are available to faculty only (Faculty Furlough, Faculty Special Leave, Fellowship Leave, Sabbatical, School Paid leave, Assistant Professor (paid) leave of absence.
First Day Back at Work:
The first working calendar day after following a leave of absence day.
First Day of Leave:
The first working calendar day an employee is unavailable for work when on an official leave of absence.
A measure of time used to calculate pay (monthly, bi-weekly, hourly).
FTE (FullTime Equivalent):
The ratio of a worker’s scheduled weekly hours to his/her supervisory organization’s default weekly hours.
Fund and Fund Hierarchy:
Funds are primarily used by public sector and higher education organizations and are self-balancing. Funds will be used as a worktag in financial and payroll transactions. Fund can also be balancing worktag, meaning that interfund entries are created automatically to maintain a balanced set of books for each fund. At HCM go-live, we will not be using funds within Workday. During the Finance implementation, we will be designing the model for use of funds.
UM Term: Fund
Gift and Gift Hierarchy:
Stewardship for funds received through philanthropy will be accomplished by tracking funds and their use by using Gift worktags. Endowments will also be tracked using this hierarchy. However, at HCM go-live, these elements will not be available. We will design their use during the Finance implementation. UM Term: FRS Account.
Grant and Grant Hierarchy:
This financial data element will be used to track information for sponsored research. A hierarchy will support managing complex allocations of grant funds to different principal investigators. However, at HCM go-live, these elements will not be available. We will design their use during the Finance implementation. UM Term: Award/FRS Account.
Hire Date *:
Reflects starting date of first-time or rehired employment in a ‘regular’ position; i.e. vacation/sick time benefit eligible position.UM term: Regular Hire Date.
Used to define base salary on hours worked for nonexempt employees.
Blue underlined text indicating the user can click to open a new page specific to that item.
A repository of actions and notifications in Workday.
Income Withholding Orders/Garnishments:
An legal order issued by the courts directing the employer to withhold funds from an employee’s paycheck for child or spousal support, federal or state tax levy, bankruptcy, creditor or student loan debts. Amounts deducted are payable to the deduction recipient defined by the withholding orders/garnishments. The Deduction Recipient is the agency or individual receiving the funds withheld and is required to set up an order.
A boundary across which two independent systems meet and act on or communicate with each other.
Job Family Group:
The broadest category of classification. Examples of Job Family Groups include Administrative Support/Clerical, Clinical and Allied Services, Information Technology and Students. UM term: Job Family.
Broad groupings of jobs that perform similar functions. Examples of job families include Administrative Support, Ophthalmic Services, and Talent Acquisition.UM term: Job Function.
Information related to position including title, grade, tenure status, job family and profile, salary, supervisor and contact information such as department and location.
Job Management Staffing Model:
In the job management staffing model, hiring restrictions that are defined apply to all jobs in the supervisory organization and only one set of hiring restrictions can be defined per organization. In addition, with job management, specific limits are not set on the number of jobs that can be filled. This model is particularly useful for organizations that prefer to define broad job requirements and rely on staffing workflows and approvals to control the number of workers in a supervisory organization. This model will be primarily used to employ students and workers in the temporary categories at the University.
Defines the work performed in exempt and non-exempt positions. It also defines generic features and characteristics 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, by default. Job profiles are the most specific element in the job catalog/architecture: job profiles make up job families, which make up job family groups. UM term: Job Title/Job Description.
A page with multiple configured worklets to meet the needs of a certain user of group of users. These worklets enable you to quickly view data and perform tasks. Landing pages can be configured by the individual users.
Last Day Worked:
The last day a person is a UM worker. This may differ from the actual last day of work.
Leave of Absence*:
An approved period of time during which an employee may be absent from work, for reasons other than vacation, in respect to policies and procedures.
Defines rules that apply to specific Leaves of Absences such as eligibility and entitlement maximums.
Ledger accounts support the preparation of financial statements by classifying transactions. A ledger account describes the natural classification of revenue, expenses, assets and liabilities. UM term: FRS Object Code.
A custom value created to facilitate the flow of financial information from Workday to legacy systems.UM term: FRS Account.
The location of a worker. This value influences many processes, including compensation and staffing.
Market Salary Data:
Market Data which can be viewed when making compensation changes and reviewed to see employees’ salaries. Market data from multiple vendors must be consolidated and uploaded.UM term: Estimated Market Value.
Contains workers from different supervisory organizations who work together. Each matrix organization has a manager who has a dotted line relationship to all the members of the matrix organization. However, the manager of a worker's supervisory organization retains ultimate authority over the worker. Matrix organizations are most useful for semi-permanent relationships, as the matrix manager can view confidential data about each matrix organization member. Matrix organizations are freestanding and cannot be part of a hierarchy or related to a supervisory organization.
A sequence of one or more tasks related to defining, targeting, and awarding merit pay to employees.
Workday refers to the annual merit increase process as the merit process. This process is a sequence of the tasks related to defining, targeting, and awarding merit pay to employees.
Amount reserved for filled positions that is adjusted for job changes, terminations, and reclassifications. The amount is liquidated as a result of processed payrolls. UM term: Encumberance.
Off Cycle Payroll:
An unscheduled payroll run (outside of a regularly scheduled, on cycle pay run), such as manual, on demand, or reversal. This type of payroll run enables payroll to issue additional or replacement payments. Off Cycle payrolls are also used to adjust the accounting distribution of payroll expenses.
On Demand Payment:
An off cycle payment that replaces or is issued in addition to a worker's on cycle pay.
One-Time Pay Plan:
A one-time payment for eligible employees. Can be used for compensation such as referral bonus, retention incentive, severance pay, and signing bonus.
Original Hire Date:
Reflects starting date of first-time University employment, i.e. Student, Temporary, UMH. This date can reflect initial employment in benefit eligible and benefit ineligible positions. UM Term: Original Hire Date/Service Date.
Information related to an individual for human resources, benefits and payroll. Some examples of personal information include federal tax information, direct deposit information, benefit choices, retirement elections, dependent and beneficiary information, birthdate, ID information and emergency contacts.
Pay Group (Payroll related)*:
A group of workers sharing the same job classification, or other uniqe characteristics. The pay group must also share the same work period, accrual schedule and pay date. Pay groups facilitate the calculation of payroll. Workers in a pay group must share the same period schedule.
Pay Rate Type:
Defines whether a worker is paid on the basis of a monthly salary or an hourly pay rate as determined by a worker’s primary job profile.
Pay Run Group (Payroll related):
Identifies more that one pay group that share the same work period schedule and pay dates. The pay run group can be used to process payroll for multiple pay groups.
An employee’s choice of bank accounts for receiving their net pay via direct deposit. For each account provided, the employee must designate amounts and/or percentages to be deposited and must also include a ‘balance’ account for any remaining monies.
The process by which employees net pay is derived. The process combines compensation, benefits, statutory, voluntary and involuntary deductions resulting in the net amount payable to the employee. Amounts are displayed on employees’ payslips.
An opening that is created in Workday in order to move or hire a worker into a supervisory organization; allows users to enter hiring restrictions/attributes for a specific position.
Position Management Staffing Model:
The position management staffing model gives the organization the ability to track and report against separate hiring rules and restrictions for each position. Position Management provides the ability to report on open and filled positions and also enables tracking and reporting on advanced position history (i.e., the ability to track history of open and closed positions across different workers who have occupied the position). An open, approved position is required before you can hire, promote, transfer, or demote workers.
Position Start Date:
Represents a worker’s time in a position as displayed in the field ‘Time in Position.’
A status initially assigned upon the offer of employment. All employees have a corresponding pre-hire record in Workday. Note: pre-hire records are established for all students eligible for employment as a ‘Student’.
Pre-hire is also an employee status representing the period between the date of a University job offer through to the first day of employment. A pre-hire is provided limited access to employee self-service features in Workday to facilitate Onboarding activities.
Program and Program Hierarchy:
Programs are primarily used by public sector and higher education organizations. Programs typically have long term if not permanent high-level purposes. However, at HCM go-live, these elements will not be available. We will design their use during the Finance implementation. UM Term: Functional Class.
Project and Project Hierarchy:
Projects support tracking an activity with a specific deliverable or end date. People and expenses can be assigned to a project – which may or not be capitalized. Examples include construction or other large scale efforts (like the implementation of new software). However, at HCM go-live, these elements will not be available. We will design their use during the Finance implementation. UM Term: FRS Account
Related Actions Icon:
An icon represented by …, which is an indicator that a list of actions are available for the particular item.
Reports - Shared Report:
A report created by an individual who identifies the report template as a Shared Report. Reports display on the Favorites page and in search results for all users meeting the sharing criteria. Only certain reports can be shared.
Reports – Standard Report*:
Reports delivered by Workday for all customers. Many reports within Workday can be viewed as results on the screen, based on the criteria entered by the user. Additionally, report results can be filtered on by column and exported to Excel for additional sorting, formatting, etc.
Retiree Supervisory Organization:
Designed as a central repository identifying former University employees eligible for retirement upon separation of employment from the University.
Retirement Eligibility Date:
Represents retirement eligibility as determined by Rule of 70, Age 55 and 10 years of service, or age 65 and over.
Designations that determine access to data, tasks and reports. Roles restrict access to compensation or certain personal contact; also called “Security Roles.”
The automated movement of a Business Process from one role to another role. Routing rules are in part, based on the type of transaction, supervisory organization, employee type and who initiated the transaction.
Used to define base salary assigned to a worker.
Scheduled Weekly Hours:
The number of hours a worker is expected to work in a work week. This is critically important for all positions as scheduled weekly hours drive full-time equivalency (FTE).
Functionality to locate items, returning all matching objects and actions in the system.
Security roles are Workday designations that determine access to the initiation and approval of business processes as well as to data in Workday. Examples of security roles that may be used include Employee As Self, Manager, HR Partner, and Compensation Administrator.
Software as a Service (SaaS) is a software delivery model that provides remote access to software, hosted by a third party for a subscription fee.
Supervisory Organization – Position Management:
Designed to hire and manage employees reporting to a specific supervisor holding ‘regular’ positions; with the exception of 9-month faculty, vacation/sick benefit eligible positions are housed in Standard Supervisory Organizations.
Student Supervisory Organization – Job Management:
Designed to hire and manage students under a specific supervisor. Only workers holding a student job profile may be member of these organizations.
Supervisory organizations make up the organizational chart by grouping employees into a management hierarchy to define “who reports to whom.” 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. HR business process approvals and checklists are established for the supervisory organization hierarchy, with possible variations for particular organizations within that hierarchy.
Temporary Supervisory Organization – Job Management:
Designed to hire and manage temporary workers under a specific supervisor.
Note: Post-Doc Fellows can work for up to five-years.
Terminated Employee Supervisory Organization:
Designed as a repository used to identify former employees terminated from the University and deemed ‘Not Rehireable’ or ‘Review Personnel File’.
Reflects the effective termination date of employment. UM Term: Termination Date.
Time Off Type:
Specific time off that an employee can request such as vacation or sick time.
Full Time or Part Time
A grouping of employees who belong to a specific union.
A person who is an employee or student hired by the University.
The Workday view of an employee and his or her details.
Identifies if an individual is an employee or contingent worker.
Worker Sub -Type:
Indicates the worker’s employee type such as Faculty, Faculty- UMMG, Staff, Student, etc.
A compact report view displayed as an icon on a landing page to provide quick access to tasks and information used regularly. Examples of worklets include Benefits and Pay.
Worktags enable you to mark transactions and supporting data to make their business purposes clear and establish their common relationships through classification. This enables you to find information easier, filter searches to focused results, and analyze information in aggregated and summarized reporting by business dimension.
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