workday HCM Key Concepts & User Guide

March 2021

Table of Contents

Supervisory Organizations ..................................................................................................................................................... 3

WORKDAY MANAGER ......................................................................................................................................................... 3

NAMING CONVENTIONS ..................................................................................................................................................... 3

Staffing Models ...................................................................................................................................................................... 3

JOB MANAGEMENT ............................................................................................................................................................. 3

POSITION MANAGEMENT ................................................................................................................................................... 4

JOB FAMILY GROUP ............................................................................................................................................................ 4

JOB FAMILY ......................................................................................................................................................................... 4

JOB PROFILE ........................................................................................................................................................................ 5

ACADEMIC AFFILIATES ........................................................................................................................................................ 6

Employee Types & Subtypes .................................................................................................................................................. 6

TYPES ................................................................................................................................................................................... 6

SUBTYPES ............................................................................................................................................................................ 7

Compensation Actions ........................................................................................................................................................... 7

ONE TIME PAYMENTS ......................................................................................................................................................... 7

REQUEST COMPENSATION CHANGE ................................................................................................................................... 8

ACADEMIC PERIOD ............................................................................................................................................................ 11

ACTIVITY TYPES ................................................................................................................................................................. 11

ACTIVITY TASKS ................................................................................................................................................................. 13

ADDITIONAL FIELDS .......................................................................................................................................................... 14

Other Employment Actions .................................................................................................................................................. 15

ACTUAL END DATE ............................................................................................................................................................ 15

ADDITIONAL JOB ............................................................................................................................................................... 15

ANNUAL WORK PERIOD .................................................................................................................................................... 15

BUSINESS PROCESSES ....................................................................................................................................................... 16

BUSINESS TITLE ................................................................................................................................................................. 19

DEFAULT WEEKLY HOURS ................................................................................................................................................. 19

DISBURSEMENT PERIOD ................................................................................................................................................... 19

END EMPLOYMENT DATE.................................................................................................................................................. 19

FTE ..................................................................................................................................................................................... 19

JOB TITLE ........................................................................................................................................................................... 20

LOCATION .......................................................................................................................................................................... 20

PAY RATE TYPE .................................................................................................................................................................. 20

PRIMARY JOB .................................................................................................................................................................... 21

SCHEDULED WEEKLY HOURS ............................................................................................................................................ 21

TIME TYPE ......................................................................................................................................................................... 21

Cost Centers and Costing Allocations .................................................................................................................................. 21

PRIMARY WORKTAG ......................................................................................................................................................... 21

ORGANIZATION ASSIGNMENT .......................................................................................................................................... 22

COSTING ALLOCATION ...................................................................................................................................................... 23

APPENDIX .............................................................................................................................................................................. 23

JOB FAMILY GROUP: ADMINISTRATIVE & PROFESSIONAL ............................................................................................... 24

JOB FAMILY GROUP: EXECUTIVE SERVICE......................................................................................................................... 36

JOB FAMILY GROUP: FACULTY .......................................................................................................................................... 36

JOB FAMILY GROUP: NON COMPENSATED APPOINTMENTS ........................................................................................... 38

JOB FAMILY GROUP: OTHER PERSONNEL SERVICES ......................................................................................................... 39

JOB FAMILY GROUP: SUPPORT STAFF ............................................................................................................................... 40

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Supervisory Organizations

A Supervisory Organization is a logical grouping of employees who report to the same Manager. Supervisory

Organizations are arranged in a University-wide hierarchy, which defines how data is organized within

Workday, and provides the structure to:

• Create reports within Workday,

• Ensure only the appropriate people have access to employee data,

• Route actions through business processes to the appropriate reviewers and approvers,

• Provide the framework for assigning security roles to workers.

WORKDAY MANAGER

The Workday Manager is the person who is ultimately accountable for oversight of an employee

including time certification, timesheet approval, performance reviews, training, hiring, discipline, etc. The

Workday Manager must be the actual ‘reports to’ manager of record.

NAMING CONVENTIONS There is a naming convention for each Supervisory Organization indicating the administrative description

of what those organizations do and represent. Organizations in Workday appear with the descriptive

name for the Supervisory Org, followed by the name of the person currently occupying the Manager role.

Additionally, Job Management organizations include a suffix of _JM.

The Supervisory Org Display Name is formatted as follows:

• Supervisory Org Name (Manager’s Name) Example: Residence Education (Dr. Natalie L Reckard)

• Supervisory Org Name_JM (Manager’s Name) Example: FYRE Fellows Program_JM (Krystal Danee

Muckle)

Staffing Models

Staffing Models determine how jobs are defined and filled; they provide different levels of control over staffing and support different staffing goals. Every Supervisory Organization must be associated with a Staffing Model, either Job Management or Position Management.

JOB MANAGEMENT

A Job Management staffing model provides flexibility of position planning and management of positions in Workday. When a worker in a Job Management organization leaves, his or her “seat” disappears.

Job Management allows departments to:

• Set hiring restrictions equally for all jobs in a Supervisory Organization based on job family, job profile, worker type, location, and full- or part-time status.

• Track and report on filled jobs only.

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• Use a single requisition to hire multiple workers (requisitions are not tied to a specific position).

Job Management is required for all student employees, non-student OPS employees, Contingent Workers, Academic Affiliates, Adjunct faculty, additional faculty overload jobs, and Adjunct jobs for A&P employees.

POSITION MANAGEMENT

In a Position Management staffing model, organizations are staffed by creating, defining, and filling positions. A position is described as the “seat” that a worker fills when he or she is hired. That “seat” remains, even when the worker leaves the position, for example, through a job change or separation. There is one person per seat. Position Management is required for all regular and fixed term employees, including faculty, A&P, SP, and Executive Service.

Position Management allows departments to:

• Track and report on filled and unfilled positions (vacancy reporting).

• Plan and budget for vacancies and filled positions.

• Track position history.

• Simplify security role assignments by attaching a role to a position rather than to an employee.

Job Family Group, Job Family, and Job Profile

JOB FAMILY GROUP

The Job Family Group is a very high-level grouping of positions, primarily used for reporting. At FGCU, the Job Family Groups are:

• Administrative & Professional

• Executive Service

• Faculty

• Non-Compensated Appointments

• Other Personnel Services

• Support Staff

JOB FAMILY

The Job Family is a grouping of related jobs that:

• Require similar knowledge, skills and abilities,

• Have progressively higher levels of knowledge, skills and abilities that represent a career path over time,

• Possess associated and related key responsibilities, and

• Have similar market competitive pay characteristics and conditions.

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Job families are used by managers, employees, and Human Resources to:

• Define career development opportunities for employees. • Facilitate career planning discussions, clarify the need for specific training, and guide professional

development opportunities. • Comply with employment laws such as affirmative action and FLSA. • Foster reporting and data analysis. • Ensure consistency in job evaluations by comparing similar jobs within the same job family. • Assist in ensuring internal equity and external competitiveness.

JOB PROFILE

A Job Profile is the classification summary of positions with equivalent requirements, duties, level of decision-making, and supervisory responsibilities. The Job Profile includes a general summary, description, and the position’s key characteristics, such as exempt status, pay rate type, job classification groups, and compensation grade. The Job Profile is the same for all employees assigned to the profile; it forms the basis of a Position Description but is not customized to an individual.

A. Job Classifications are details about a position tied to the Job Profile; all positions assigned to a

particular Job Profile will have the same Job Classification. Job Classifications are assigned and maintained by Human Resources.

Examples of Job Classifications include:

• Collective Bargaining Unit – All positions assigned to the In-Unit Faculty Job Profile will belong to the same Collective Bargaining Unit.

• Essential Personnel – All positions assigned to the Law Enforcement Officer Job Profile are designated as Critical Personnel.

B. Additional Classifications are unique to the individual in a position and are typically assigned and

maintained by the Manager or HR Business Partner.

Examples of Additional Classifications include:

• CIP Code – CIP codes are unique to each faculty member, not a Job Profile such as Assistant Professor.

• Essential Personnel – Some Coordinators are considered Emergency Support Personnel and some are not. Therefore, the Essential Personnel classification for some Job Profiles are specific to the employee and would be assigned as an Additional Classification.

Academic Pay Details is a very important Additional Classification that drives payroll calculations. Unless otherwise specified, Workday will calculate Payroll based on 26.1 pay periods. For Faculty

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and A&P positions with a different work and pay distribution periods, it is critical that the appropriate pay schedule is assigned in Additional Classifications.

Academic Pay Details options include:

• 12-Month Work Period/12-Month Disbursement (former 12/12 with 26.1 pays and factors)

• 9-Month Work Period/12-Month Disbursement (former 9/12 with 19.5 factors and 26 pays)

• 9-Month Work Period/9-Month Disbursement (former 9/9 with 19.5 pays and factors)

• A&P 10-Month (21.7) (A&P positions approved to work 10 months. Annual salary is spread over 21.7 pays instead of 26.1)

• A&P 9-Month (19.5) (A&P positions approved to work 9 months. Annual salary is spread over 19.5 pays instead of 26.1)

Reference: Table A: All Job Family Groups, Job Families, and Job Profiles

Academic Appointments

Academic Appointments in Workday are separate from positions. Academic Appointments track a person’s academic relationships and the characteristics of those relationships, such as rank, promotion dates, contract type, appointing unit, etc. All faculty, paid or unpaid, have an Academic Appointment in Workday, including Adjunct faculty.

ACADEMIC AFFILIATES

An Academic Affiliate is a non-compensated individual with faculty privileges. Academic Affiliates include the following:

• Courtesy Faculty

• Researchers

Academic Appointments and Academic Affiliates are maintained by the Office of the Provost.

Employee Types & Subtypes

TYPES

There are two types of workers in Workday: Employees and Contingent Workers.

1. Employees: Workers that are paid wages (W2) and include paid faculty, student employees, staff, and retirees.

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2. Contingent Workers: Workers who are neither paid employees nor Academic Affiliates in

Workday. These include:

• Consultant – An individual who provides services to FGCU as an independent contractor or working for an independent contractor. For example, a temporary employee from an employment agency would be a Consultant.

• Fellow – An individual involved in a customized learning experience that enables participants to immerse themselves in the study and practice of leadership and experience the culture, policies, and decision-making processes of another institution.

• Honorary – A person having distinction and honor in his or her field who are appointed by the University President or Provost.

• Trustee – An active member of the FGCU Board of Trustees.

• Intern – A student who receives academic credit or service learning hours and are not being paid for their work.

• Volunteer – An individual engaged in University activities when there is no employer-employee relationship between the University and the individual and the individual gives his or her services freely and gratuitously to the University without pressure, coercion, or contemplation of pay.

SUBTYPES

Employee sub-types are assigned to the worker position, not the worker, for individuals holding more than one position. There are four employee sub-types:

1. Fixed Term (Fixed Term): Regular employees whose employment has a specified end date.

Examples include Visiting Faculty, faculty with a fixed term contract, or employees hired to support the work of a grant

2. Regular: Regular employees with continuous employment.

3. Student (Fixed Term): All student employees, whether hourly or stipend. Student employment is of a limited term and has an anticipated end date.

4. Temporary (Fixed Term): All non-student OPS positions, including Adjunct Faculty. OPS employment is of a limited term and has an anticipated end date.

Compensation Actions

ONE TIME PAYMENTS

One Time Payments are approved for limited use. Reasons for One Time Payments include:

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• Award – A University approved one-time payment that is not added to recurring base pay. An example is the payment made to SAC executive board members at the end of their term.

• Bonus – A contractual payment based on identified performance goals. An example is payments made to athletic coaches at the end of the season based on team conference performance.

• Commission – Payment authorized by a contract or offer letter that provides payment based on a percentage of sales.

• Lump Sum – Additional compensation provided as a lump sum rather than added to base pay. An example would be a one-time University increase.

• Pay Correction – This payment would be created by Human Resources to correct a pay issue.

In addition to selecting a reason for the One Time Payment, a One Time Payment Plan must be selected. One Time Payment Plans include:

• Additional Duties - Preapproved additional duties that will be paid in a lump sum rather than a temporary rate increase or Period Activity Pay.

• Athletics –Bonus payments to members of the Athletics Job Family.

• Commission – All approved Commission payments.

• Moving Expenses – Moving Expenses authorized by the Offer Letter to Executive Service, Faculty, or A&P employees.

• One Time Increase – University-wide increases that will be paid in a lump sum rather than added to base compensation.

• Pay Correction – The plan used when adjustments are made for compensation or payroll errors.

• Taxable Award – Payment for an award, such as the SAC payment to executive board members.

One Time Payments have payroll taxing and state activity reporting consequences. Therefore, they should only be used after collaboration with Human Resources.

REQUEST COMPENSATION CHANGE

This action is used to make regular, ongoing changes to an employee’s compensation.

1. Base Salary Change is a change to the employee’s base compensation. Reasons for a Base Salary Change are:

• Annual Increase – Board of Trustees (BOT) approved increases for all non-contract employees. Increases using this reason code are submitted by Human Resources only.

• Change in Appointment Months – Used for increases when 9-month faculty are converting to 12-month appointments, and vice versa. (Note: the conversion rate from 9-month to 12-month is 122.2% and the conversion rate for 12-month to 9-month is 81.8%)

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• Contract Increase – Used for contractually approved increases such as athletic coaches, PBA or UFF contracts.

• Correction Decrease – Used when submitting a correction to base salary that results in a decrease.

• Correction Increase – Used when submitting a correction to base salary that results in an increase.

• Decrease FTE – Used to decrease the base salary due to a decrease in FTE. For example, a salaried employee making $50,000 at 100% FTE would be decreased to $37,500 if working only 30 hours per week, or 75% FTE.

• Discretionary Increase – Any permanent increase based on the College or Division leader’s discretion.

• Increase FTE – Used to increase the base salary due to an increase in FTE. For example, a salaried employee making $37,500 at 75% FTE would be increased to $50,000 if working 40 hours per week, or 100% FTE.

• Job Reclassification – Used when a review by Human Resources indicates that an employee is performing work within a different job classification; typically initiated by Human Resources.

• Minimum Wage Increase – Used by Human Resources when initiating state or federal minimum wage increases.

• Temporary Rate Change – Used when an employee will temporarily be performing additional duties outside their job profile, such as an Interim appointment.

2. Variable Compensation Change is used to add or change an Allowance. An Allowance is

included in the employee’s Total Compensation but is not included in the base compensation or base compensation increases.

Allowance types:

• Car Allowance – Included in the Executive Services compensation package. A car allowance may be approved for other University employees who are required to extensively use their personal vehicles to perform their jobs.

• Criminal Justice Incentive Pay – This is additional compensation mandated by Florida statute for law enforcement professionals based on academic credits and degrees.

• Exempt Staff Stipend – Instead of a temporary base pay increase, exempt staff may be paid a stipend for additional duties or interim appointments.

• Faculty Stipend-Associate Dean – When a faculty member is appointed to an Associate Dean position, many Colleges choose to pay a $10,000 stipend rather than converting the salary between in unit and out of unit.

• Faculty Stipend-Chair – Academic Affairs has approved an allowance of up to $4,500 for faculty appointed to the administrative chair role. At the discretion of the Dean, the College may pay more or less, depending on the program.

• Faculty Stipend-Director – When a faculty member is appointed as the Director of an academic Center, an Allowance of $10,000 is typically paid as opposed to a change in base salary to allow for retreat. However, external hires to out of unit faculty Director roles do not receive additional compensation above the base pay.

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• Faculty Stipend-Other – An allowance for all other appointments, such as Interim Dean, Acting Provost, etc.

• Faculty Stipend-Program Coordinator – An Allowance for an in unit administrative appointment to serve as the Coordinator of a Program.

• Faculty Stipend-Program Director – An Allowance for an in unit administrative appointment to serve as the Director of a Program. This is different from an out of unit administrative appointment as the Director of a Center.

• Housing Allowance – A monthly allowance provided to members of Executive Services, as negotiated in their contracts.

Period Activity Pay Period Activity Pay is used when an employee will be paid a flat amount over a short period with a begin and

end date. Being paid by PAP is the same as being paid a salary. In order to be paid by PAP, all FLSA conditions

must be met.

1. Job duties must pass the test for being exempt, i.e. administrative, professional, creative, etc.

Example: Research Assistants may or may not qualify as exempt. A student who was exempt in a student job (meets requirement for student scholarly exemption), may or may not qualify as exempt as a non-student OPS. As a non-student OPS, professional exemption status would require advanced knowledge (higher degree), and higher-level research work with independent decision-making ability.

2. If job duties meet the requirements for exempt status, the salary must meet the FLSA minimum salary requirement of $35,705 per year. A job that meets the duty exemption requirements must still be paid hourly if the employee is not paid at least $35,705 per year.

• FLSA does not allow for proration. Whether the employee works 10 hours per week or 40 hours per week, 15 weeks per year or 52 weeks per year, the minimum annual salary requirement is $35,705.

• FLSA does provide a few exceptions to the minimum salary requirement – teachers, coaches, and student scholarly activities. This is why adjuncts, coaches and some of the student jobs can be paid less than the $35,705.

3. If the job meets both of these requirements, it can be paid as a salary or via PAP. However, a Job Profile that has been set up as salary must be selected, for example, Adjunct Faculty, Student Assistant Stipend, OPS Professional, Faculty Overload. If the correct Job Profile is not selected, it creates a payroll error and payment will not process until corrected.

Exempt status and Period Activity Pay can be tricky. Please consult with Classification & Compensation for anything out of the ordinary.

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ACADEMIC PERIOD

Think of Academic Period as a filing cabinet; all activities related to an academic semester should be filed in the appropriate drawer, for example, Spring 2021 (01/11/2021-05/01/2021). Activities that are not related to an academic term should be filed in the general fiscal year drawer, for example, FY20-21 (07/01/2020-06/30/2021).

A. Academic Period does not tie to Payroll; however, it does tie to reporting. Therefore, consistency

in where activities are ‘filed’ is critical for accurate reporting.

• Only academic activities tied to a CRN use the academic semester Academic Period. For example, payment for the instructor of record should be created with an academic semester Academic Period. Consistency will ensure clean reporting, for example ‘All adjunct faculty teaching Spring 2021 (01/11/2021-05/01/2021)’.

• All other activities use the general fiscal year Academic Period, for example, Resident Assistants and Instructional Assistants.

B. The Academic Period is the one piece of data that cannot be corrected if the wrong period is

selected. The only option is to cancel and initiate a new Period Activity Pay; please use extreme care when selecting the Academic Period.

ACTIVITY TYPES

Activity Types are critical for both payroll and reporting. Each activity type is tied to a payroll Earning Code that drives taxation and eligibility. Activity types are also used by Institutional Research for mandatory state and federal reporting. The wrong activity type will result in inaccurate payroll processing and data reporting to compliance agencies.

Below is a summary of the Activity Types and rules for use.

Table: Activity Hierarchy and Rules

Category 001 – Summer Faculty Pay

Activity 001 – Summer Faculty Pay Used only for 9-month faculty who are teaching or performing additional work over the summer. (See HR Guidelines for Academic Year Appointment Processing.)

Category 002 – Overload

Activity 002 – Instructional Used only for 9-month or 12-month in unit faculty who are teaching credits in excess of a full credit load. (See HR

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Category 004 – Student Employment

Activity 005 – Graduate Research Used for matriculated master’s level students participating in a qualified research study under a faculty member’s supervision.

Activity 006 – Graduate Teaching Used for qualified matriculated master’s level students who are the instructor of record for an academic course.

Activity 007 – Resident Assistants Used for students employed as a Resident Assistant in Housing & Residence Life.

Activity 008 – Undergraduate Research Used for matriculated undergraduate students participating in a qualified research study under a faculty member’s supervision.

Activity 010 – Student Intern Used when a student will be receiving a stipend for participation in a qualifying internship opportunity. (See HR Guidelines for Academic Year Appointment Processing.)

Activity 011 – Undergraduate Teaching Used for undergraduate students in an approved classroom role that meets FLSA criteria.

Guidelines for Academic Year Appointment Processing.)

Activity 003 – Non-Instructional Used for 9-month or 12-month in unit faculty for a non-instructional assignment in excess of a full appointment (1.0 FTE). (See HR Guidelines for Academic Year Appointment Processing.)

Category 003 – Adjunct Pay

Activity 004 – Adjunct Instructional Used for OPS, A&P, and out of unit faculty teaching an academic course as instructor of record. (See HR Guidelines for Academic Year Appointment Processing.)

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Category 005 – Postdoctoral

Activity 009 – Postdoctoral Used for employees who have completed all doctoral coursework and are performing work for the university to fulfill degree or licensing requirements.

Category 007 – Continuing Ed Instructional

Activity 012 – Continuing Ed Instructional Used for employees hired to teach continuing education or professional development courses through the Renaissance Academy or Continuing Education office.

Category 008 – OPS Non-Instructional

Activity 013 – OPS Non-Instructional Used for OPS or A&P employees performing a non-instructional assignment in excess of a full appointment (1.0 FTE).

ACTIVITY TASKS

Activity Tasks provide more detailed coding of Instruction and Research activities that must be provided on state reports. If Activity Codes 001, 002, 003, 004, 005, 006, 008, or 0012 is used, an appropriate Activity Task must be selected.

Below is a summary of the Activity Tasks and rules for use.

Table: Activity Tasks and Descriptions

Instructional

Task 11 – Lower Level Instruction Used for course numbers that begin with a 0, 1, or 2.

Task 12 – Upper Level Instruction Used for course numbers that begin with a 3 or 4.

Task 43 – Lower Level Graduate Instruction Used for course numbers that begin with a 5, 6, 7, or 8 and are required in a Master’s program.

Task 44 – Upper Level Graduate Instruction Used for course numbers that begin with a 5, 6, 7, or 8 and are required in a Doctorate program.

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ADDITIONAL FIELDS

• Comments: required when the Activity Type is 001, 002, 004 or 006. Used by Institutional Research to tie the activity to the CRN. Other comments may be entered in this field but the CRN must always be first.

• Activity Start Date: first day the employee will be performing the activity. For activities in an academic semester Activity Period, except in rare circumstances, the Activity Start Date should match the first date of the Academic Period.

• Activity End Date: last day the employee will be performing the activity. For activities in an academic semester Activity Period, except in rare circumstances, the Activity End Date should match the last date of the Academic Period.

• Work Hours Per Week: When an employee is being paid by Period Activity Pay, Institutional Research will use the Work Hours Per Week to report FTE. This field is also used to report hours to the State of FL for calculation of benefit eligibility under the Affordable Care Act.

o Work Hours Per Week for credit generating courses are based on the number of student contact hours required by accreditation guidelines. Please refer to the HR Guidelines for the correct hours based on number of credit and term.

• Units Quantity: optional field, with the exception of instructional activities. Units can be credits, number of students when paid by number of enrollees, etc. Most activities won’t have a quantity. For instructional activities, this field should include the number of credits for the CRN to verify accuracy of contact hours per week.

Non-Instructional

Task 16 – Supervision of Cooperative Education

Coordinating the placement of students in to supervised work experience, evaluating student progress, and counseling.

Task 22 – Research All research activities other than those funded by grants or gifts.

Task 22r – Sponsored Research Research activities funded by grants or gifts.

Task 25 – Other Instructional Effort Non-credit generating activities such as course development or curriculum planning.

Task 47 – University Governance Activities that provide advisory support to the governance of the institution.

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• Total Amount: total amount the employee should be paid for the activity. Workday automatically calculates the number of pay periods and the bi-weekly payment amount.

• Costing Overrides: If the Activity will be paid from the same funding source (AC Worktag) as the default Organization Assignment the PAP is tied to, a Costing Override does not need to be completed. If the funding source of an Activity is different, paid from a grant or gift, or split between two or more sources, a Costing Override must be added. The Costing Override will apply only to the specific PAP.

• Payment Start Date and End Date –automatically populate from the Activity start and end dates. Do not change these dates unless ending a Period Activity Pay. Employment law requires that we pay employees over the term of the work performed, so payment dates cannot reflect a different period.

Other Employment Actions

ACTUAL END DATE

An Actual End Date is used when the last day of employment or compensation is known. The Actual End Date will stop all pay after the Actual End Date. This is most commonly used when adding variable compensation, such as an Allowance.

Example: a 9-month faculty member will serve as Program Coordinator and receive an Allowance of $3,000 for the academic year. The Actual End Date should be the last day of the academic year to stop the Allowance from automatically paying after that date. *Note: An Actual End Date should not be used when an employee is receiving a temporary base salary change. This will stop payment of all compensation, not just the temporary change.

ADDITIONAL JOB

An Additional Job is any job other than the employee’s Primary Job. The arrows next to Job Title indicate that the employee holds more than one job. The (+) after the Job Title indicates that it is an Additional Job.

ANNUAL WORK PERIOD

The Annual Work Period is required for in unit and out of unit faculty positions. The Annual Work Period defines whether the faculty member works 9-months or 12-months.

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BUSINESS PROCESSES

Business Processes are ‘worksheets’ and approval routing rules that are created to accomplish individual actions in Workday. Some of the more common Business Processes include:

• Create Position: used to create a NEW position that does not already exist. Create Position is used for Faculty, SP or A&P positions, not for OPS and Student jobs.

When creating a new position, the Availability Date and Earliest Hire Date are required entries. The Availability Date is the date that the position should be available for posting. If this is future dated, Human Resources will not be able to create a Job Requisition to post the position until the Availability Date. Therefore, it is recommended that you use a current date. Earliest Hire Date is an estimate of how soon you plan to make a hire. For example, if the position is contingent upon new fiscal year funds, you would use a date of July 1, 2021.

• Add Job: used to create an Additional Job. Add Job can be used for OPS, student, Faculty Overloads or A&P teaching as an Adjunct. Add Job will almost always be used in a Job Management (_JM) Supervisory Organization.

• Job Change is used to make changes to the existing job, including:

o Data Changes- can include Change Job Details, such as o Changing an employee from Full time to Part time o Changing the Annual Work Period or Disbursement Plan Period for a faculty

member, for example, changing from 9 / 9 to 9 / 12 o Updating a Job Title or Business Title o Adding Additional Job Classifications such as a CIP code or Essential Personnel

designation Data Changes could also be used to update the employee’s primary work location; for example, an employee is relocating to the Emergent Technologies Institute facility from the Main Campus.

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o Demotion- used to change an employee from a higher-level classification to a lower level classification, such as Assistant Director to Coordinator.

(1) Demotion should not be used for OPS employees. (2) Demotion should only be used after consultation with Human Resources.

o Lateral Move- used to move an employee from one position to an equally classified

position. For example, an Administrative Specialist in the Department of Biological Sciences moving to an Administrative Specialist position in the Department of Chemistry & Physics.

(1) Lateral Move should not be used for OPS employees.

o Promotion- used when an employee is changing to a higher-level classification through an open recruitment or a position reclassification. For example, a Coordinator I position that is being assigned higher level responsibility and reclassified to a Coordinator II.

(1) Promotion should not be used for OPS employees. o Transfer- most commonly used to move an employee to report to another Manager.

(1) Transfer should not be used for OPS employees. Contact Human Resources to move OPS employees to a different Manager.

• End Job is used to end an Additional Job. It cannot be used to end the Primary Job. End Job is

either Involuntary or Voluntary.

Reasons for an Additional Job to be ended as Involuntary include:

• An assignment is complete. For example, an employee was hired to complete

research on a grant and the grant has expired.

• Budget reduction

• Poor job performance. *NOTE: Poor job performance should never be used to end

an additional job for a faculty member or regular employee without first discussing

the issue with Employee Relations.

Reasons for an Additional Job to be ended as Voluntary include:

• The employee was dissatisfied with the job

• The employee gave notice to take a different job

• Personal reasons, such as the employee’s schedule has changed and they can no

longer work the additional job

• Terminate Employee is used to end both the employee’s Primary Job and the active

employment of the individual. Terminate Employee is either Involuntary or Voluntary.

All Involuntary terminations will route to the Associate Vice President of Human Resources

for approval. An employee should not be terminated Involuntary without discussing with

Employee Relations.

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Reasons for an Involuntary termination include:

• Death of the employee

• The employee failed the probationary period

• A non-resident employee is working on a temporary work visa and is no longer

authorized to work

• Poor job performance

• Workforce reduction, such as position cuts and layoffs

Reasons for a Voluntary termination include:

• Employee was dissatisfied with the job

• End of an appointment such as a Visiting Faculty on a fixed one year contract

• Failure to return from a leave; for example, following an injury the employee decides

not to return to work and go on disability

• Family reasons, such as to care for a sick family member

• Student employee graduates

• Employee abandons their job per University policies and regulations

• Employee moves out of state

• Employee has accepted other employment

• Employee is retiring

When an employee terminates, three dates are required:

1. Termination Date- actual effective date of the termination

2. Last Day of Work- last day the employee physically worked

3. Pay Through Date- always 14 days after Termination Date; this keeps employee

payroll open to allow the payout of accrued leave.

Example: a 9-month faculty member would have a Termination Date of August 6, the last day

of the contract. However, their Last Day of Work would be May 6 (or the last day of the

Spring Semester). The Pay Through Date would be August 6th plus 14 days, or August 20th.

Finally, all Terminations ask if the loss is Regrettable. Regrettable loss is the new metric for employee turnover. Not all employee turnover is bad, so we want to look at regrettable losses, or employees who were valuable contributors to the University or who had institutional knowledge that will be lost.

Page | 19 of 45

BUSINESS TITLE

Business Title is what is typically thought of as a Working Title. The Business Title is what feeds to the University directory. Often, it is the same as the Job Title; however, sometimes it is desired that the title that appears in the Directory is different than the Job Title. Example: The Dean of the College of Synchronized Swimming’s Job Title is Dean / Professor. However, she wants it to appear in the Directory as Dean, College of Synchronized Swimming. To do so, the Business Title would be updated.

DEFAULT WEEKLY HOURS

Default Weekly Hours are the standard weekly work hours for an employer. At FGCU, the Default Weekly Hours are 40. This is a very important number in the calculation of FTE, so the Default Weekly Hours should never be changed.

DISBURSEMENT PERIOD

The Disbursement Period is required for in-unit and out-of-unit faculty positions. The Disbursement Period defines whether the faculty member is paid over 9-months or 12-months.

END EMPLOYMENT DATE

The End Employment Date, also known as Expected End Date, is for reporting purposes only; it is not used to terminate a job.

• Regular employment: leave blank.

• Fixed Term employment: end date of the contract or agreement.

• OPS, Student, or Contingent Workers: End Employment Date should be the actual end date if known; for example, the last day of the academic year. If actual end date is not known, use the last day of the current fiscal year.

FTE

FTE is an acronym for Full Time Equivalent, a very important metric for reporting and funding. FTE is calculated by Scheduled Weekly Hours / Default Weekly Hours.

Example: Organization ABC has three employees. Mary works 40 hours per week. Her FTE is 40 / 40, or 1.0. Curt and Susie each work 20 hours per week. Their FTE is 20 / 40, or 0.5 each. The three employees together represent 2 Full Time Equivalent employees.

Page | 20 of 45

JOB TITLE

The Job Title defaults from the Job Profile. The Job Title updates the position number and appears on the employee profile. It is important that the Job Title is updated when the Job Profile title is generic.

Example: if you are adding a job with the Job Profile of Student Assistant Hourly, the Job Title will default to Student Assistant Hourly. On the employee profile Overview, the Job and Business Title will appear as:

The Job Title is also what appears on the employee timesheet. If you leave the Job Title generic, it will be confusing for students with multiple jobs to clock in to the correct job. For this reason, it is important to provide a Job Title that is reflective of the job. For example:

LOCATION

The Location is one of the eleven FGCU campuses or centers, i.e. Buckingham Center, Emergent Technologies Institute (ETI), Main Campus, Vestor Field Station, etc. For the majority of employees, Location will be Main Campus. Work Space is the specific building, floor, and room.

PAY RATE TYPE

Options are Hourly or Salary. Pay Rate Type must match the Job Profile selected. Whether the position is hourly or salaried is tied to the Job Profile and has been determined by Human Resources to meet FLSA requirements.

Example: if the Job Profile selected is Student Assistant Hourly, the Pay Rate Type must be Hourly. Similarly, if the Job Profile is Coordinator, Business Services from the Administrative Operations (A&P) Job Family, the Pay Rate Type must be Salary.

Page | 21 of 45

PRIMARY JOB

If an employee has more than one job, Workday requires one of the Jobs to be designated as Primary; this is the default appearing on the employee’s profile. The arrows indicate that there is more than one job.

SCHEDULED WEEKLY HOURS

Scheduled Weekly Hours is the anticipated number of hours an employee will work per week. This is a very important number in the calculation of FTE.

If a job is paid by Period Activity Pay only, such as Adjunct Faculty, indicate “0” as the Scheduled Weekly Hours. Hours for periodic employment are captured on the Period Activity Pay form for the individual assignment. Including these hours on Scheduled Weekly Hours may result in inaccurate calculation of organization FTE and employee benefit eligibility.

TIME TYPE Time Type indicates whether an employee is Full-Time or Part-Time.

• Full time is 30 hours or more per week.

• Part time is 29 hours or less per week.

Cost Centers and Costing Allocations

Workday Cost Centers form the financial hierarchy at FGCU, similar to the people hierarchy of Supervisory Organizations. Workday uses a string of Worktags to define each budget and record expenditures. As Supervisory Organizations define how actions are routed for approval, the Cost Center hierarchy defines how financial transactions are routed and approved. Components of the hierarchy include Cost Center (CCXXXX), Program (PGXXX), Fund (FDXXXX), and Activity (ACXXXX). *NOTE: Think of the Cost Center hierarchy as the ‘FOAPAL’.

PRIMARY WORKTAG

A Primary Worktag is a unique code that will automatically populate the remaining Worktags in the string. The primary tag to use depends on the type of account.

Page | 22 of 45

Table: Primary Tag by Account Type

The Primary Tag allows you to enter one code that will automatically populate the remainder of the Worktags and eliminate Cost Center/Fund/Program code errors. Once you enter a Primary Tag, DO NOT manually overwrite any of the auto-populated Worktags, as it will create an accounting error. For more information on the Cost Center Hierarchy, Worktags, and budget, please refer to the Budget Training Manual (www.fgcu.edu/budgetoffice/).

ORGANIZATION ASSIGNMENT

The Organization Assignment is the default funding source for the employee position.

• When creating the Organization Assignment, the Primary Tag is the Activity Code (ACXXXX). This is the only code that needs to be entered.

• On the Assign Organizations worksheet, there is no option to enter a Grant or Gift Worktag; the default Organization Assignment must be one of the Funds using the Activity Code. Costing for Grant or Foundation funded positions is not defined on the Organization Assignment, it is defined in the Costing Allocation.

o The ‘Dummy’ Grants Activity Code (AC3999) or ‘Dummy’ Gifts Activity Code (AC2999) should NOT be used on the Organization Assignment. Use the operational fund Activity Code that any payroll costs will be paid from if/when grant or gift funds run out.

Page | 23 of 45

• Organization Assignments do not allow split funding. The Organization Assignment is the primary Cost Center, and split funding is defined on the Costing Allocation.

COSTING ALLOCATION

The Costing Allocation is used to temporarily override the default Organization Assignment, identifying costing splits, or identifying payments made from Grants or Gifts.

• If the Organization Assignment reflects the correct funding, there is no need to create a Costing Allocation, and it is recommended that you do not. If there are then changes, it requires updating funding information in two locations instead of one. It can also lead to accounting errors that require additional steps to correct.

o If no Costing Allocation exists, you may ‘Skip’ this task using the Gear icon in your Workday Inbox.

Allocation of costing happens at many levels: Worker/Position and Worker/Position/Earning.

• Costing Allocations most commonly happen at the Worker/Position (Job) level.

• When a specific part of an employee’s compensation has a separate costing requirement, a Costing Allocation can be assigned to that earning directly at the Worker/Position/Earning level.

Example: an employee’s salary is paid from AC1020 Athletics Administration Operations. The Athletics Foundation is providing a car allowance to be paid from the Foundation account. The Organization Assignment would be created using the Activity Code AC1020. A Costing Allocation does not need to be created for the salary because the Organization Assignment is correct. However, a Costing Allocation is needed to allocate the Earning (i.e. Car Allowance) to the Foundation account. In this case, you would open the Earning menu, select Car Allowance, and create an Allocation using the applicable Gift (GFXXXXX) tag.

Page | 24 of 45

APPENDIX Table A: All Job Family Groups, Job Families, and Job Profiles

JOB FAMILY GROUP: ADMINISTRATIVE & PROFESSIONAL

Job Family Job Profile Pay Rate

Type Comments

Aca

de

mic

Su

pp

ort

(A

&P

)

Academic Programs Coordinator I Salary

Academic Programs Coordinator II Salary

Academic Support Coordinator I Salary

Academic Support Coordinator II Salary

Assistant Curator Salary

Assistant Director, Academic & Curriculum Support Salary

Assistant Director, Academic Advising Salary

Assistant Director, Academic Programs Salary

Assistant Director, International Services Salary

Assistant Director, Outreach Salary

Assistant Director, SBDC Salary

Associate Director, Academic & Curriculum Support Salary

Associate Director, Academic Programs Salary

Associate Director, International Services Salary

Associate Director, Outreach Salary

Associate Vice President, Academic Support Salary

Coordinator, Internships Salary

Degree Works Analyst Salary

Director, Academic & Curriculum Support Salary

Director, Academic Programs Salary

Director, International Services Salary

Director, Outreach Salary

Director, SBDC Salary

ELLM Literacy Coach I Salary

ELLM Literacy Coach II Salary

Gallery Director Salary

International Services Coordinator Salary

International Services Coordinator II Salary

Manager, SBDC Salary

Outreach Coordinator I Salary

Outreach Coordinator II Salary

Senior Director, Academic Programs Salary

Small Business Advisor I Salary

Small Business Advisor II Salary

Page | 25 of 45

Job Family Job Profile Pay Rate

Type Comments

Ad

min

istr

ati

ve O

pe

rati

on

s (

A&

P)

Accountant I Salary

Accountant II Salary

Accountant III Salary

Accounts Receivable Analyst Salary

Administrative Assistant II Salary

Assistant Controller Salary

Assistant Director, Board Operations Salary

Assistant Director, Business Services Salary

Assistant Director, Campus Reservations Salary

Assistant Director, Finance & Accounting Salary

Assistant Director, Human Resources Salary

Assistant Director, Institutional Equity & Compliance Salary

Assistant Director, Internal Audit Salary

Assistant Director, Operations Salary

Assistant Director, Procurement Salary

Assistant Director, University Budgets Salary

Assistant General Counsel Salary

Assistant Ombuds Salary

Assistant Payroll Manager Salary

Assistant University Bursar Salary

Assistant Vice President, Administrative Services & Finance

Salary

Assistant Vice President, Finance Salary

Assistant Vice President, Human Resources Salary

Assistant Vice President, Strategic Initiatives Salary

Assistant Vice President, University Budgets Salary

Associate Controller Salary

Associate Director, Business Services Salary

Associate Director, Campus Reservations Salary

Associate Director, Finance & Accounting Salary

Associate Director, Human Resources Salary

Associate Director, Operations Salary

Associate Director, Procurement Salary

Associate Director, University Budgets Salary

Associate General Counsel Salary

Associate University Bursar Salary

Page | 26 of 45

Job Family Job Profile Pay Rate

Type Comments

Ad

min

istr

ati

ve O

pe

rati

on

s (

A&

P)

Associate Vice President, Administrative Services & Finance

Salary

Associate Vice President, Human Resources Salary

Budget Manager I Salary

Budget Manager II Salary

Business Manager I Salary

Business Manager II Salary

Controller's Office Coordinator Salary

Coordinator, Business Services Salary

Coordinator, University Calendar Salary

Director, Business Services Salary

Director, Campus Reservations Salary

Director, Finance & Accounting Salary

Director, Human Resources Salary

Director, Institutional Equity & Compliance Salary

Director, Internal Audit Salary

Director, Little Eagles Learning Center (inactive) Salary

Director, Operations Salary

Director, Procurement Salary

Director, University Budgets Salary

Event Planning Coordinator I Salary

Event Planning Coordinator II Salary

Executive Assistant Salary

Financial Analyst I Salary

Financial Analyst II Salary

Human Resources Analyst I Salary

Human Resources Analyst II Salary

Human Resources Coordinator I Salary

Human Resources Coordinator II Salary

Human Resources Generalist I Salary

Human Resources Generalist II Salary

Institutional Equity & Compliance Coordinator Salary

Internal Auditor I Salary

Internal Auditor II Salary

Internal Auditor III Salary

Investigator I Salary

Page | 27 of 45

Job Family Job Profile Pay Rate

Type Comments

Ad

min

istr

ati

ve O

pe

rati

on

s (

A&

P)

Investigator II Salary

Legal Assistant III Salary

Manager, Campus Reservations Salary

Manager, Data Management & Analysis Salary

Manager, Finance & Accounting Salary

Manager, Human Resources Salary

Manager, Institutional Equity & Compliance Salary

Manager, Internal Audit Salary

Manager, Procurement Salary

Payroll Analyst Salary

Payroll Manager Salary

Procurement Coordinator I Salary

Procurement Coordinator II Salary

Project Manager Salary

Senior Associate Controller Salary

Staff Attorney I Salary

Staff Attorney II Salary

Teacher II Salary

University Bursar Salary

University Controller Salary

University Ombuds Salary

Ad

va

nc

em

en

t (A

&P

)

Alumni Relations Officer I Salary

Alumni Relations Officer II Salary

Assistant Director, Alumni Relations Salary

Assistant Director, Development Salary

Assistant Director, Events & Special Projects Salary

Assistant Director, Stewardship Salary

Assistant Vice President, Development Salary

Associate Director, Development Salary

Development Officer I Salary

Development Officer II Salary

Director, Alumni Relations Salary

Director, Development Salary

Director, Events & Special Projects Salary

Director, Stewardship Salary

Events Coordinator I Salary

Page | 28 of 45

Job Family Job Profile Pay Rate

Type Comments

Events Coordinator II Salary

Prospect Researcher Salary

Senior Associate Vice President, Development Salary

Stewardship Officer I Salary

Stewardship Officer II Salary

Assistant Athletics Coach I Salary

Assistant Athletics Coach II Salary

Assistant Athletics Director Salary

Assistant Director, Athletics Operations Salary

Assistant Strength & Conditioning Coach Salary

Associate Athletics Director Salary

Associate Director, Athletics Operations Salary

Associate Head Athletic Trainer Salary

Associate Head Coach Salary

Ath

leti

cs

(A

&P

)

Associate Strength & Conditioning Coach Salary

Athletic Trainer I Salary

Athletic Trainer II Salary

Athletics Director Salary

Athletics Operations Coordinator I Salary

Athletics Operations Coordinator II Salary

Deputy Athletics Director Salary

Director, Athletics Operations Salary

Director, Sports Operations Salary

Head Athletic Trainer Salary

Head Coach Salary

Head Strength & Conditioning Coach Salary

Manager, Athletics Operations Salary

Senior Associate Athletics Director Salary

Co

mm

un

ica

tio

ns

(A&

P)

Assistant Director, Government Relations Salary

Assistant Director, Marketing & Communication Salary

Assistant Director, University Relations Salary

Associate Director, Marketing & Communication Salary

Associate Vice President, Marketing & Communication

Salary

Associate Vice President, University Relations Salary

Creative Director Salary

Page | 29 of 45

Job Family Job Profile Pay Rate

Type Comments

Co

mm

un

ica

tio

ns (

A&

P)

Creative Manager Salary

Director, Marketing & Communication Salary

Director, University Relations Salary

Editor Salary

Graphic Designer I Salary

Graphic Designer II Salary

Legislative Analyst Salary

Legislative Coordinator I Salary

Legislative Coordinator II Salary

Manager, Marketing & Communication Salary

Marketing & Communication Coordinator I Salary

Marketing & Communication Coordinator II Salary

Multimedia Specialist I Salary

Multimedia Specialist II Salary

Production Manager Salary

Senior Director, Marketing & Communication Salary

Social Media Specialist I Salary

Social Media Specialist II Salary

University Relations Coordinator Salary

Writer I Salary

Writer II Salary

Fa

cil

itie

s (

A&

P)

Assistant Director, Facilities Planning Salary

Assistant Director, Maintenance & Operations Salary

Assistant Vice President, Physical Plant Salary

Associate Director, Maintenance & Operations Salary

Contract Administrator Salary

Coordinator, Facilities Contracts Salary

Coordinator, Space Inventory Salary

Director, Facilities Planning Salary

Director, Physical Plant Salary

Grounds Superintendent Salary

Maintenance Superintendent Salary

Project Manager I Salary

Project Manager II Salary

Page | 30 of 45

Job Family Job Profile Pay Rate

Type Comments

Hea

lth

& P

rev

en

tio

n (

A&

P)

Advanced Practice Registered Nurse Salary

Assistant Director, CAPS Salary

Assistant Director, Prevention & Wellness Salary

Assistant Director, Student Health Services Salary

Assistant Medical Director Salary

Associate Director, Prevention & Wellness Salary

Associate Director, Student Health Services Salary

Clinical Director, CAPS Salary

Director, Health Education Salary

Director, Prevention & Wellness Salary

Director, Student Health Services Salary

Health Educator I Salary

Health Educator II Salary

Medical Director Salary

Peer Education Coordinator I Salary

Peer Education Coordinator II Salary

Physician Salary

Psychiatrist Salary

Senior Director, Counseling & Wellness Salary

Staff Clinician I Salary

Staff Clinician II Salary

Staff Clinician III Salary

Staff Psychologist I Salary

Staff Psychologist II Salary

Staff Psychologist III Salary

Substance Abuse Counselor Salary

Info

rma

tio

n T

ec

hn

olo

gy

Se

rvic

es (

A&

P)

Applications Developer Analyst I Salary

Applications Developer Analyst II Salary

Applications Developer Analyst III Salary

Applications Programmer I Salary

Applications Programmer II Salary

Applications Programmer III Salary

Assistant Director, Information Technology Salary

Assistant Director, Instructional Technology Salary

Associate Director, Information Technology Salary

Page | 31 of 45

Job Family Job Profile Pay Rate

Type Comments

Info

rma

tio

n T

ec

hn

olo

gy

Se

rvic

es

(A

&P

) Business Analyst I Salary

Business Analyst II Salary

Business Analyst III Salary

Chief Information Officer Salary

Director, Information Technology Salary

Director, Instructional Technology Salary

Enterprise Applications Trainer I Salary

Enterprise Applications Trainer II Salary

Information Security Analyst I Salary

Information Security Analyst II Salary

Information Security Analyst III Salary

Instructional Designer I Salary

Instructional Designer II Salary

Instructional Designer III Salary

Instructional Technician I Salary

Instructional Technician II Salary

Instructional Technician III Salary

IT Project Manager I Salary

IT Project Manager II Salary

Manager, Audio Visual Salary

Manager, Information Technology Salary

Network Engineer I Salary

Network Engineer II Salary

Network Engineer III Salary

Senior Director, Information Technology Salary

Systems Administrator I Salary

Systems Administrator II Salary

Systems Administrator III Salary

User Support Analyst Salary

Web Designer I Salary

Web Designer II Salary

Web Developer I Salary

Web Developer II Salary

Page | 32 of 45

Job Family Job Profile Pay Rate

Type Comments

Ins

titu

tio

na

l E

ffe

cti

ven

es

s

(A&

P)

Assistant Director, Institutional Research & Analysis Salary

Associate Director, Institutional Research & Analysis Salary

Data Management Analyst I Salary

Data Management Analyst II Salary

Data Management Analyst III Salary

Data Scientist Salary

Director, Data Analytics Salary

Director, Institutional Research & Analysis Salary

Manager, Institutional Research & Analysis Salary

La

w

En

forc

em

en

t

(A&

P)

Assistant Director, Public Safety Salary

Captain Salary

Director, Public Safety Salary

Lieutenant Salary

Lib

rary

Se

rvic

es

(A&

P)

Library Coordinator I Salary

Library Coordinator II Salary

Library Manager Salary

Pu

blic

Bro

ad

ca

sti

ng

(A

&P

)

Associate General Manager Salary

Broadcast Programming Manager Salary

Chief Engineer Salary

Digital Media Coordinator Salary

Director, Video Production Services Salary

Executive Producer Salary

General Manager Salary

Media Sales Coordinator I Salary

Media Sales Coordinator II Salary

News Director Salary

Producer I Salary

Producer II Salary

Reporter Host I Salary

Reporter Host II Salary

TV Director Salary

Page | 33 of 45

Job Family Job Profile Pay Rate

Type Comments

Pu

blic

Sa

fety

(A

&P

) Assistant Director, Environmental Health & Safety Salary

Associate Director, Environmental Health & Safety Salary

Director, Emergency Management Salary

Director, Environmental Health & Safety Salary

Emergency Management Coordinator I Salary

Emergency Management Coordinator II Salary

Environmental Health & Safety Coordinator I Salary

Environmental Health & Safety Coordinator II Salary

Environmental Health & Safety Coordinator III Salary

Res

ea

rch

& L

ab

ora

tori

es

(A&

P)

Assistant Director, Research Salary

Assistant Director, Research & Sponsored Programs

Salary

Director, Research & Sponsored Programs Salary

GIS Analyst I Salary

GIS Analyst II Salary

Grant Coordinator I Salary

Grant Coordinator II Salary

Grant Writer Salary

Lab Coordinator I Salary

Res

ea

rch

&

La

bo

rato

rie

s

(A&

P)

Lab Coordinator II Salary

Lab Manager Salary

Research Lab Coordinator I Salary

Research Lab Coordinator II Salary

Research Lab Manager Salary

Stu

de

nt

Su

cc

es

s &

En

roll

me

nt

Ma

na

ge

me

nt

(A&

P)

Academic Advisor I Salary Use this Job Profile for

Academic Advisors hired after July 1, 2018 who will be

classified as A&P.

Academic Advisor II Salary

Academic Advisor III Salary

Academic Success Coach Salary

Adaptive Services Coordinator I Salary

Adaptive Services Coordinator II Salary

Admissions Coordinator I Salary

Admissions Coordinator II Salary

Admissions Recruiter I Salary

Admissions Recruiter II Salary

Assistant Dean of Students Salary

Assistant Director, Adaptive Services Salary

Page | 34 of 45

Job Family Job Profile Pay Rate

Type Comments

Stu

de

nt

Su

cc

es

s &

En

roll

me

nt

Ma

na

ge

men

t (A

&P

) Assistant Director, Admissions Salary

Assistant Director, Campus Recreation Salary

Assistant Director, Career Services Salary

Assistant Director, Financial Aid Salary

Assistant Director, SSEM Salary

Assistant Director, University Housing Salary

Assistant University Registrar Salary

Assistant Vice President, SSEM Salary

Associate Dean of Students Salary

Associate Director, Admissions Salary

Associate Director, Campus Recreation Salary

Associate Director, Career Services Salary

Associate Director, Financial Aid Salary

Associate Director, SSEM Salary

Career Services Advisor II Salary

Career Services Coordinator I Salary

Career Services Coordinator II Salary

Dean of Students Salary

Director, Adaptive Services Salary

Director, Admissions Salary

Director, Advising Salary

Director, Campus Recreation Salary

Director, Career Services Salary

Director, Financial Aid Salary

Director, SSEM Salary

Director, Testing & Assessment Salary

Director, University Housing Salary

Enrollment Coordinator I Salary

Enrollment Coordinator II Salary

Financial Aid Advisor I Salary

Financial Aid Advisor II Salary

Financial Aid Coordinator I Salary

Financial Aid Coordinator II Salary

Housing Coordinator I Salary

Housing Coordinator II Salary

Page | 35 of 45

Manager, Financial Aid Salary

Manager, SSEM Salary

Resident Director Salary

Senior Director, SSEM Salary

SSEM Coordinator I Salary

SSEM Coordinator II Salary

Student Media Advisor Salary

Testing & Assessment Coordinator I Salary

Testing & Assessment Coordinator II Salary

University Registrar Salary

Page | 36 of 45

JOB FAMILY GROUP: EXECUTIVE SERVICE

Job Family Job Profile Pay Rate

Type Comments

Ex

ec

uti

ve Director, Government Relations Salary

General Counsel Salary

Provost Salary

University President Salary

Vice President Salary

JOB FAMILY GROUP: FACULTY

Job Family Job Profile Pay Rate

Type Comments

In U

nit

Fa

cu

lty

Academic Advisor I Salary Use these Job Profiles for Academic Advisors hired prior

to July 1, 2018 who are classified as faculty.

Academic Advisor II Salary

Academic Advisor III Salary

Assistant Professor Salary

Associate Professor Salary

Clinical Assistant Professor Salary

Clinical Associate Professor Salary

Clinical Professor Salary

Distinguished Professor Salary

Eminent Scholar Salary

Faculty Assistant to Salary

Faculty Overload Salary

Use this Job Profile for all In Unit faculty who are teaching

or other work above their course load requirement. This

Job Profile applies to Additional Jobs only.

Instructor I Salary

Instructor II Salary

Instructor III Salary

Lecturer Salary

Professor Salary

Research Associate Salary

Page | 37 of 45

Job Family Job Profile Pay Rate

Type Comments

In U

nit

Fa

cu

lty

Ad

min

istr

ati

on

Assistant Program Director Salary

Use these Job Profiles for In Unit faculty who are receiving

an Allowance for an administrative appointment.

Associate Program Director Salary

Coordinator Salary

Program Director Salary

In U

nit

Lib

rari

an

Associate University Librarian Salary

Asst University Librarian Salary

University Librarian Salary

Ou

t o

f U

nit

Fa

cu

lty

Ad

min

istr

ati

on

Assistant Dean Salary

Use these Job Profiles for Out of Unit faculty whose

primary responsibilities are administrative. Faculty in these Job Profiles may or

may not receive an Allowance for the administrative

appointment.

Assistant Director Salary

Assistant Vice President Salary

Associate Dean Salary

Associate Director Salary

Associate Vice President Salary

Chair Salary

Dean Salary

Director Salary

Ou

t o

f U

nit

Lib

rary

Assistant Director Salary

Associate Director, Library Salary

Department Head Library Salary

Director, Library Salary

Page | 38 of 45

JOB FAMILY GROUP: NON COMPENSATED APPOINTMENTS

Job Family Job Profile Pay Rate

Type Comments

Co

nti

ng

en

t

Wo

rke

r

Contingent Workers NA

Use this Job Profile for non-compensated Consultants, Fellows, Honorary, Trustee,

Intern, or Volunteer.

Page | 39 of 45

JOB FAMILY GROUP: OTHER PERSONNEL SERVICES

Job Family Job Profile Pay Rate

Type Comments

Ad

jun

ct

Adjunct Faculty Salary

Use this Job Profile for non-student OPS, A&P, or Out of Unit faculty who are teaching a credit course with a CRN.

No

n S

tud

en

t O

PS

OPS - Administration & Managerial Salary

OPS - Clerical & Secretarial Hourly

OPS - Coach Salary

OPS - Coach (Hourly) Hourly

OPS - Other Professional Salary

Use this Job Profile for OPS who meet FLSA requirements

to be classified as Exempt. Must meet minimum salary

requirement of $35,705 annually.

OPS - Other Professional (Hourly) Hourly

OPS - Services/Maintenance Hourly

OPS - Skilled Craft Hourly

OPS - Technical/Paraprofessional Hourly

Postdoctoral Associate Salary

Stu

de

nt

Graduate Assistant Hourly Hourly

Graduate Research Assistant Salary

Graduate Teaching Assistant Salary

Student Assistant Hourly Hourly

Student Assistant Stipend Salary

Only jobs identified in the HR Guidelines as Student

Scholarly can be paid by Stipend.

Wo

rk S

tud

y Graduate Assistant -Federal Work Study Hourly

The majority of Work Study will use the Federal Work

Study Job Profile. Financial Aid must provide approval to

use any other Job Profile.

Student Assistant - Federal Work Study Hourly

Student Assistant - Florida Work Experience Program (FWEP)

Hourly

Student Assistant - FWS Community Service Hourly

Student Assistant - FWS Family Literacy Hourly

Page | 40 of 45

JOB FAMILY GROUP: SUPPORT STAFF

Job Family Job Profile Pay Rate

Type Comments

Aca

de

mic

Su

pp

ort

(S

P)

Academic Programs Specialist I Hourly

Academic Programs Specialist II Hourly

Degree Works Specialist Hourly

International Services Specialist Hourly

Math Lab Specialist Hourly

Outreach Specialist Hourly

Ad

min

istr

ati

ve O

pe

rati

on

s (

SP

)

Accounting Specialist I Hourly

Accounting Specialist II Hourly

Accounts Receivable Specialist I Hourly

Accounts Receivable Specialist II Hourly

Administrative Assistant Hourly

Administrative Specialist Hourly

Budget Specialist I Hourly

Budget Specialist II Hourly

Business Services Specialist I Hourly

Business Services Specialist II Hourly

Campus Greeter Hourly

Cashier I Hourly

Cashier II Hourly

Cashier Supervisor Hourly

Coordinator, Campus Food Pantry Hourly

Event Planner/Scheduler I Hourly

Event Scheduler II Hourly

Fiscal Specialist I Hourly

Fiscal Specialist II Hourly

Human Resources Assistant Hourly

Human Resources Specialist I Hourly

Human Resources Specialist II Hourly

Institutional Equity & Compliance Specialist Hourly

Legal Assistant I Hourly

Legal Assistant II Hourly

Manager, Parking Services Hourly

Office Assistant Hourly

Page | 41 of 45

Job Family Job Profile Pay Rate

Type Comments

Ad

min

istr

ati

ve O

pe

rati

on

s

(SP

) Parking Services Representative I Hourly

Parking Services Representative II Hourly

Payroll Specialist I Hourly

Payroll Specialist II Hourly

Procurement Specialist I Hourly

Procurement Specialist II Hourly

Program Assistant Hourly

Supervisor, Parking Services Hourly

Teacher I Hourly

Ad

va

nc

em

en

t

(SP

)

Advancement Services Associate Hourly

Advancement Specialist Hourly

Co

mm

un

ica

tio

ns

(SP

)

Marketing Specialist I Hourly

Marketing Specialist II Hourly

Fa

cil

itie

s (

SP

)

Building Systems Control Technician Hourly

Food Service Maintenance Mechanic Hourly

Grounds Supervisor Hourly

Groundskeeper I Hourly

Groundskeeper II Hourly

Groundskeeper III Hourly

Handler I Hourly

Handler II Hourly

HVAC Mechanic I Hourly

HVAC Mechanic II Hourly

HVAC Mechanic III Hourly

HVAC Technician I Hourly

HVAC Technician II Hourly

HVAC Technician III Hourly

Locksmith Hourly

Page | 42 of 45

Job Family Job Profile Pay Rate

Type Comments

Fa

cil

itie

s (

SP

)

Maintenance Supervisor Hourly

Maintenance Technician I Hourly

Maintenance Technician II Hourly

Maintenance Technician III Hourly

Manager, Central Receiving Hourly

Painter Hourly

Pool Maintenance Specialist Hourly

Records Management Specialist Hourly

Sign Maker Hourly

Supervisor, Central Receiving Hourly

WMC Specialist I Hourly

WMC Specialist II Hourly

Hea

lth

& P

rev

en

tio

n (

SP

)

Client Services Assistant Hourly

Health Information Specialist I Hourly

Health Information Specialist II Hourly

Immunization Records Specialist Hourly

Licensed Practical Nurse I Hourly

Licensed Practical Nurse II Hourly

Licensed Practical Nurse III Hourly

Medical Assistant Hourly

Medical Office Assistant I Hourly

Medical Office Assistant II Hourly

Medical Office Supervisor Hourly

Nutritionist Hourly

Peer Education Specialist Hourly

Registered Nurse I Hourly

Registered Nurse II Hourly

Registered Nurse III Hourly

Registered Nurse Supervisor Hourly

Info

rma

tio

n

Te

ch

no

log

y

Se

rvic

es (

SP

)

Audio Visual Technician I Hourly

Audio Visual Technician II Hourly

Audio Visual Technician III Hourly

Desktop Support Technician I Hourly

Desktop Support Technician II Hourly

Desktop Support Technician III Hourly

Page | 43 of 45

Job Family Job Profile Pay Rate

Type Comments

Telecommunications Technician I Hourly

Telecommunications Technician II Hourly

Telecommunications Technician III Hourly

Telephone Operator Hourly

User Support Specialist I Hourly

User Support Specialist II Hourly

User Support Specialist III Hourly

Ins

titu

tio

na

l

Eff

ec

tiv

en

es

s

(SP

)

Data Management Specialist I Hourly

Data Management Specialist II Hourly

La

w

En

forc

em

en

t

(Un

ion

)

Law Enforcement Investigator Hourly

Law Enforcement Officer Hourly

Sergeant Hourly

Lib

rary

Se

rvic

es

(SP

)

Library Assistant Hourly

Library Specialist I Hourly

Library Specialist II Hourly

Library Supervisor Hourly

Pu

blic

Bro

ad

ca

sti

ng

(S

P)

Broadcast Technician I Hourly

Broadcast Technician II Hourly

Broadcast Technologist I Hourly

Broadcast Technologist II Hourly

Broadcast Technologist Supervisor Hourly

Media Sales Specialist I Hourly

Media Sales Specialist II Hourly

Production Associate I Hourly

Production Associate II Hourly

Traffic Manager I Hourly

Traffic Manager II Hourly

Video Production Specialist Hourly

Page | 44 of 45

Job Family Job Profile Pay Rate

Type Comments

Environmental Health & Safety Specialist I Hourly

Pu

blic

Sa

fety

(SP

)

Environmental Health & Safety Specialist II Hourly

Fire and Life Safety Inspector Hourly

Police Communications Operator I Hourly

Police Communications Operator II Hourly

Police Communications Supervisor Hourly

Security Guard I Hourly

Security Guard II Hourly

Res

ea

rch

& L

ab

ora

tori

es

(SP

)

Grant Specialist I Hourly

Grant Specialist II Hourly

Lab Technician I Hourly

Lab Technician II Hourly

Lab Technician III Hourly

Laboratory Assistant Hourly

Research Lab Technician I Hourly

Research Lab Technician II Hourly

Research Lab Technician III Hourly

Stu

de

nt

Su

cc

es

s &

En

roll

me

nt

Ma

na

ge

men

t (S

P)

Adaptive Services Specialist I Hourly

Adaptive Services Specialist II Hourly

Admissions Evaluator I Hourly

Admissions Evaluator II Hourly

Admissions Processor I Hourly

Admissions Processor II Hourly

Call Center Representative Hourly

Career Services Specialist Hourly

Enrollment Assistant I Hourly

Enrollment Assistant II Hourly

Enrollment Specialist I Hourly

Enrollment Specialist II Hourly

Financial Aid Assistant Hourly

Financial Aid Specialist Hourly

Housing Specialist I Hourly

Housing Specialist II Hourly

SSEM Specialist I Hourly

SSEM Specialist II Hourly

Testing & Assessment Specialist Hourly

Page | 45 of 45