worka ossar - washington state universityhuman capital management (hcm) human resources-related...

Term Definition/Description Work Area

Academic Appointment

An academic appointment details a faculty member's relationship with WSU and includes information such as appointing unit, track, rank and tenure. All academic personnel will have an academic appointment.

HR

Accounting Worktag

A type of worktag that describes the nature of the transaction to support all financial reporting. Accounting Worktags include: Ledger, Spend/Revenue Category, Expense Item.

Learn more on our Foundation Data Model page.

Finance

Additional Job

A job other than an employee's primary position. HR

Advisory Work Group

Small, concentrated groups of WSU experts, selected across departments and central units, who specialize in a specific functional area. Advisory Work Group members use their expertise and experience to review and inform decisions about business process configuration. They identify policy changes, recommend solutions, and help gather information from their peers across units.

Learn more on our Advisory Work Groups page.

General

Alternate Reporting

Used in unique business situations to support specialized reporting not accomplished by existing FDM attributes.


Finance

Assignee Links a specific person within the University to revenues and expenses. Example: principal investigator.


Finance

Workday Glossary

Revised 4/8/2020 1

Award (Award Header)

Defines the business rules necessary to capture cost, calculate facilities and administration expense, and bill a sponsor. The information entered is applicable to all segments of the award.

Grant

Award Lifecycle Status

Identifies the status of an award and award lines (e.g., active, closed). Can be used in business process definitions and workflow routing.

Grant

Award Line

The award line is a component of an award. Contains the business rules for billing, collecting, and reporting activities related to an award. There is at least one award line per award. There may be multiple award lines, but one must be the primary award line.

Grant

Award Schedule

Identifies the period of performance, including the award start and end date as well as any pre-award spending or post-award closeout spending periods.

Grant

Award Task

Tracks administrative tasks and deadlines for financial reports, or post-award closeout activities.

Grant

Billing Schedule

The Workday object that contains rules and default information for generating invoices in Workday. Can be transaction- or installment-based depending on whether the award is cost reimbursable or fixed amount. Contains a billing limit that represents the maximum amount allowed to be invoiced.

Grant

Book A grouping of book codes for financial reporting. A book rolls up activity from one or more book codes, including the Blank book code. A book code can belong to multiple books.

Finance

Book Codes A code assigned to all accounting transactions to allow for different types of financial reporting. WSU will use the following book codes: common, GASB adjustment, and AFRS adjustment.

Note: All operational journals will be assigned to the common book.

Finance

Workday Glossary

Revised 4/8/2020 2

Business Process (BP)

A business process is made up of a collection of tasks that are completed in a specific order using pre-defined routing to accomplish a desired business objective.

EXAMPLES INCLUDE:

Personal Information ChangeAssign Costing AllocationAsset Transfer EventAccounting Journal EventPurchase Order EventEnter TimeRequest OvertimeJob Requisition Change

General

Business Title This is the equivalent of a working title. HR

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.

Change Job is used interchangeably with Job Change.

HR

Contingent Worker

Someone affiliated with WSU who is not paid through payroll but must be tracked by the University for other purposes, such as security access to systems. May include contractors, freelancers, or consultants.

HR

Cost CenterIdentifies financial responsibility at a level similar to departments or units in legacy systems. Cost centers should have manager/director oversight, operate at $250K annually in expense, include employee salaries, and generally have multiple gifts, grants and/or programs associated with them.


Cross-functional

Cost Reimbursable

Billed amounts are based on allowable expenses incurred during the invoice period of performance.

Grant

Workday Glossary

Revised 4/8/2020 3

Default Compensation

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's compensation for employees who meet the rule’s eligibility requirements.

HR

Delegate The delegation feature allows an employee to assign a business process to one or more alternate employees. This is contingent upon the approval of the manager of the person requesting the delegation. This allows others to make approvals and contribute to business processes on the delegating employee's behalf and ensures processes aren't delayed due to absences.

Note: The appointing authority role can only be delegated to individuals holding the appointing authority designation for their area.

General

Deloitte Consulting

Deloitte (frequently referred to as WSU’s implementation partner or strategic integrator) will take an active role in the day-to-day management of the project and will help WSU configure and deliver Workday. Deloitte is the largest professional services firm in the United States. Deloitte has been a Workday partner for over 10 years and is the largest global provider of Workday services, having worked on nearly one out of every four implementations.

General

Dimension Some aspect of data to use as the basis for analysis. For example, financial accounting can analyze revenue by customer, by time period, or by product. Expenses can be analyzed by costs, by cost center, or by project. Dimensions are usually created with worktags.

General

Driver Worktag

A type of worktag identifying the primary source that drives a transaction. Driver worktags include: cost center, grant, gift, project, and program.


Finance

Workday Glossary

Revised 4/8/2020 4

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 and change their personal information such as home address, tax deductions, and time-off accruals are examples of tasks within ESS.

Learn more on our Workday Core Concepts page.

General

Evergreen Requisition

A feature that allows users to continually search for and maintain a pool of potential hires for high-turnover, high-volume, or hard-to-fill positions.

HR

Expense Item Identifies the transactional detail on spend authorizations and expense reports. Examples include: lodging, per diem, and other travel related expenses.


Finance

Fixed Amount

Billed amounts are based on predetermined increments or deliverables specified in the sponsor award notice.

Grant

Foundation Data Model (FDM)

The Foundation Data Model (FDM) is a multi-dimensional data structure that serves as the backbone for transaction processing and reporting done within Workday.

The FDM allows users to attach common attributes, or “worktags,” to transactions. By labeling information with worktags that are shared between business functions (Finance, HR, and Payroll), the university will have the ability to effectively report and analyze data.

Cross-functional

The FDM will include the individual segments of what has historically been referred to as the chart of accounts.


Function Identifies the NACUBO functional classification such as instruction, research, or public service.


Finance

Workday Glossary

Revised 4/8/2020 5

Functional Workstream

A collection of activities, business processes, or team members grouped at the highest level. Examples: HR, Finance, and Payroll.

General

Fund Identifies the type of funds used in a transaction, such as general, designated, auxiliary, agency, capital, or loan.


Finance

GiftsIdentifies a contribution of funds, typically with usage restrictions and requiring stewardship reporting. Examples include current-use gifts and endowments.


Finance

Grant Assigned to sponsored projects to track budget, revenue, and expenditures.


Cross-functional

Grant Worktag

Associated to an award line (1-to-1 relationship between a grant and an award line). Used in transactions to capture costs and revenue. Each grant will have a Grant ID (e.g., GR00001950). Grants can be created for cost share expenses, subaward expenses, participant support, and budgeting an award across multiple units.

Grant

Gross Pay Accumulation

The pay accumulation that determines how gross is calculated.

Payroll

Human Capital Management (HR)

Human Resources-related components in Workday such as benefits, time tracking, and compensation.

HR

Inflight Business Process

A business process that is currently in progress. General

Job Family A grouping or collection of job profiles. A job family can belong to a job family group.

HR

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.

HR

Workday Glossary

Revised 4/8/2020 6

Job Requisition

A request to begin a recruitment to hire for a position in Workday; all staff and tenured faculty positions require a job requisition.

HR

Leave of Absence

Workday's term for a leave provision. An extended time away from work that may include a variety of time-offs, including the Family and Medical Leave Act (FMLA) and Parental Leave.

HR

Ledger Account

Used to classify revenues and expenses for financial reporting. Operating budgets are maintained at this level.


Finance

Location Identifies the location of a worker, asset, or transaction, including county, building, floor, and room.


Cross-functional

Manager Self-Service (MSS)

The Manager Self-Service (MSS) functionality in Workday provides supervisors with job, position, and pay-related information for their direct reports, including access to numerous built-in reports to support HR-related analytics and decisions.

Managers will have greater visibility to data related to their teams plus the ability to initiate common HR transactions for their direct reports. Ability to review team time off requests, review

General

filled and vacant positions, and review compensation levels are examples of MSS.


Manual Payment

An off-cycle payment that records cash or cash payments made outside of Workday Payroll. Manual Payments must reflect all employee deductions and taxes, and each must be entered manually, as Workday calculates only employer taxes on Manual Payments. Gross minus taxes and deductions must equal the net input. Manual Payments can also be used to move taxable wages and balances.

Payroll

Workday Glossary

Revised 4/8/2020 7

Net Pay Accumulation

A calculation where Workday begins with Gross Pay Accumulation and then adds and subtracts pay component groups and other pay accumulations for a run category. The result is the Net Pay Accumulation.

Payroll

No Retro Processing Prior to Date

The earliest date that Workday can process supported retroactive changes for an employee.

Payroll

Non-active worker

An employee with a status of Terminated or On Leave for payroll processing purposes. Rules for processing non-active workers are defined on the run category.

HR

On Cycle Processing

A scheduled payroll run. Payroll

Onboarding Setting up a new employee's profile in Workday, including entering contact information, selecting payment elections, and entering I-9 information.

HR

Pay Accumulation

Workday provides several predefined pay accumulations, such as Federal Taxable Wages by Company and Local Withholding Subject Wages by Company, which can be used to simplify payroll calculations and reporting. It combines all components (earnings, deductions, pay component related calculations, pay component groups, and other pay accumulations) into a single value to use for calculations and can indicate which values add to or subtract from the total. Does not represent multiple periods of time (such as month-to-date (MTD) or quarter-to-date (QTD) or multiple results for the same period.

Payroll

Pay Component

Workday’s term for earnings and deductions. An earning (such as base salary) or deduction (such as federal withholding taxes) that applies to an employee’s gross-to-net net pay calculation or tax liability.

Payroll

Workday Glossary

Revised 4/8/2020 8

Pay Component Group (PCG)

Workday provides several pay component groups such as Employer Paid Benefits, Pre-tax Deductions, and Federal Taxable Wages, which can be used for taxation and withholding calculations and can be modified. Combines all pay components in the group into a single value that can be used in other calculations. It does not represent multiple periods of time (such as month-to-date (MTD) or quarter-to-date (QTD) or multiple results for the same period.

Payroll

Pay Group Pay groups aggregate workers for payroll processing and reporting. You assign one or more run categories to a pay group to identify who and what to process and identify the period schedule for each pay group and run category combination, also known as a pay run group detail (one or more pay run group detail sharing the same period schedule make up a Pay Run Group) WSU will have two pay groups (Regular & Retirees on Supplementation).

Payroll

Payslips Workday's term for Earnings Statement Payroll

Plan

Available funding for a grant allocated by Ledger Account Summaries (Cost Categories similar to Objects in AIS).

Grant

Position Includes information such as job, employee 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 employee-related reporting. Employees are hired into a position, and the position continues to exist after the employee separates. Employees can have more than one position.

HR

Pre-Hire A record in Workday created prior to someone being hired that captures name and contact information.

HR

ProgramUsed to track expenses, revenues, and funding within a cost center that is not a gift, grant, or project.


Finance

Workday Glossary

Revised 4/8/2020 9

ProjectIdentifies a specific activity within a cost center with a defined end date. Example: capital project.


Finance

Region Identifies with which campus (Everett, Global, Spokane, Tri-Cities, Pullman, or Vancouver) a transaction is affiliated.


Finance

Related Worktag

A type of worktag that can auto populate or be manually added, also referred to as an additional worktag. Related Worktags include: fund, function, region, and cost center. See "Worktag."

Finance

Retroactive Processing (Retro)

Processing activity carried into the current period that is backdated from a recent transaction against a prior period; the net effect of a change to a prior period.

Payroll

Revenue Category

Identifies the type of revenue on operational transactions. Examples include: sales and services, tuition, and course fees.


Finance

Run Category A type of payroll run, such as regular or bonus. Run categories are associated with pay groups and period schedules. Run Categories include employee status (Active, Terminated, On Leave), pay components to calculate automatically for on cycle and off cycle runs, whether a supplemental tax rate applies, and the minimum net pay.

Payroll

Security Roles

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,

General

Workday Glossary

Revised 4/8/2020 10

meaning they can only act within the supervisory organization(s) and population(s) they support.

Security roles determine what data an employee can access in Workday. Workday roles are tied to specific positions. For example, managers have the permission to approve an employee's time off.


Spend Category

Identifies the type of expense on operational transactions. Examples include: postage/shipping, consulting, office supplies, and lab supplies.


Finance

Staffing Event An event like a hire, transfer, or promotion that changes an employee's position or job. Staffing events can trigger an opportunity to change benefits elections.

HR

Subject Matter Expert (SME)

Selected individuals from departments/units that have working knowledge of the processes for their area/group.

General

Subject Wages

All of an employee’s wages subject to a particular tax, including those that exceed a wage cap. See Taxable Wages.

Payroll

Sub-Period Created when there is a change mid-period in an employee’s compensation, employment, or primary home/work address across tax jurisdictions. Payments are prorated over each sub-period based on the effective date of the change(s) and the settings on the Compensation Element tab of Create Earnings.

Payroll

Workday Glossary

Revised 4/8/2020 11

Supervisory Organization

Supervisory Organizations illustrate the university's reporting relationships. The HR business process workflow is driven by the supervisory organization structure. Supervisory Organizations join with Cost Centers to connect HR and Financial data.


HR

Supplemental Earning

Any money earned outside of regular wages. Examples include severance or dismissal pay, vacation payouts, back pay, bonuses, moving expenses, taxable fringe benefits, and commissions. In Workday, only supplemental earnings may be grossed up.

Payroll

Supported Retro Transaction

A transaction for a prior period that is compatible with Workday's Retro Pay Calculation process, which automatically calculates employee earnings and deductions.

Payroll

Taxable Wages

All of an employee’s wages subject to a particular tax, excluding those that exceed a wage cap. See Subject Wages.

Payroll

Terminate Workday's term for employee separation. HR

Time Off Workday's term for leave, including sick leave, annual leave, or leave without pay (LWOP).

HR

Unsupported Retro Transaction

A transaction for a prior period that Workday can't automatically recalculate earnings and deductions for. Workday identifies these transactions and notifies you automatically so that you can manually enter or load the adjustments.

Payroll

Withholding Election

Workday's term for IRS form W-4 that defines an employees' marital status, number of exemptions elected and other tax information.

Payroll

Workday Workday is an intuitive, cloud-based ERP solution that combines finance, payroll, and HR into one seamless system for better organizational performance.

General

Workday Glossary

Revised 4/8/2020 12

Workday Financial Management (FM)

Workday combines accounting, consolidation, procurement, projects, reporting and analytics into one Financial Management system. WSU will use Workday for:

Financial AccountingBudgetExpensesProjectsBanking and SettlementGrants ManagementCustomer Accounts and ContractsEndowment AccountingBusiness AssetsProcurementSupplier Accounts and Contracts

Learn more on our Impacted Systems page.

Finance

Workday Human Resources (HR)

Workday combines many human resource processes into a single Human Resources system. WSU will use Workday for:

Core HRRecruitingAcademicsBenefitsAbsence ManagementCompensationTime TrackingWorkday Payroll

HR

Workday tenant

A copy of the Workday software. Each Workday tenant has a specific use such as system building, data validation, testing, or training.

General

Worktag Attributes or labels that are assigned to a transaction to define their business purposes. They are combined to accurately categorize transactions and facilitate reporting.


Cross- functional

Workday Glossary

Revised 4/8/2020 13

worka ossar - washington state universityhuman capital management (hcm) human resources-related...

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