Embrace the Change: Part of adapting to our new Workday environment is understanding its language. Dive into and familiarize yourself with the commonly used terms to truly embrace the change and make your transition smoother.
| Term | Definition |
|---|---|
| Absence | An absence is any time away from work. |
| Absence Calendar | Self service page where workers are able to initiate a request for a leave of absence or time off. From here they can also correct time off. |
| Absence Home Page | Self service page where workers are able to navigate to their absence calendar, absence balances, or request a return from leave. |
| Academic Appointment | Records information on an employee that has an academic relationship with the university. An employee may have multiple academic appointments. |
| Academic Appointment Identifier | At the appointment level, an Appointment Identifier will distinguish between primary and secondary as well as joint or joint across institutions. This is a required field on an Academic Appointment. |
| Academic Appointment Track Type | Each academic appointment is associated with a Track Type. Track type defines the academic track to distinguish appointments for Tenured/Tenure Track, Professional Track, Librarians, Emeriti, Academic Leadership, and Other Faculty. Academic track types are configured to differentiate academic appointments based on rank and eligibility for promotion, tenure, and sabbatical programs. |
| Academic Unit | An organization type that represents an academic college / school, department, or unit of an institution. Academic Unit is used to connect academic appointments in Workday. |
| Active Candidate | A person with an application for a specific job requisition. Candidates must be linked to a job requisition for Workday to initiate a job application event. |
| Ad Hoc Bank Transaction Template | Template created for ad hoc bank transactions to expedite data entry for the more common external cash activities. Examples include but are not limited to bank fees withdrawn and replenishment of working fund monies from the state. |
| Ad Hoc Bank Transactions | Used to record cash activity that took place outside of Workday and needs to be reconciled against a bank statement line. An example would be a bank analysis fee that is withdrawn from our account by the bank and would otherwise not have a reconcilable transaction. |
| Ad Hoc Payee | An individual or entity who is neither a supplier nor an employee, but who still needs to be paid by the company. |
| Ad Hoc Payment | One-time payments that are not related to goods or services and which are processed by central office members with authority to issue payments. All university employees can request an Ad Hoc Payment be processed by initiating a request form. Ad hoc payments are accounted for on a cash basis and are typically made to employees or individuals, but can be used to pay suppliers when appropriate. If the payee does not have a pre-existing financial relationship with the company, they are set up as an ad hoc payee. |
| Add Academic Appointment | Add Academic Appointment is the business process used to add a new appointment to an academic worker, separate from their position. This can be done standalone or as a sub-process of the following tasks: Hire, Add Job, or Change Job. |
| Add Job | Add Job is the task used to add a job or position for a worker. The add job process is used to give a worker additional responsibilities outside of their primary job. This task is used for a worker that already has an active position or job in Workday; it only applies to a worker who is already employed by one of the partner institutions. |
| Allowance | An allowance is used for additional compensation paid on a regular ongoing basis with specified start and end dates. The allowance plan is used for compensation paid on a regular basis, such as a biweekly administrative increment allowance. Allowance plans are assigned as part of the Hire transaction, as part of another staffing transaction (promote, demote, transfer), through the Rollout Compensation Plans to Employees task and as a result of using the Request Compensation Change task. The amount specified in the allowance plan automatically flows to payroll for inclusion with the employee’s regular pay. The result is an additional amount paid to an employee with their regular pay. |
| Annual Work Period | The Worker's work period (i.e. 9 month, 12 month). |
| Application | Applications, as known as apps or worklets, are designed to organize tasks and reports together by functional areas. Examples of applications include Expenses, Time Off, My Team, Learning, Procurement, and more. |
| Approval Chain | A sequence of approvals up through a hierarchical structure, starting with users in the assigned security group. The chain continues up until it reaches the top or meets exit criteria. A common exit condition would be only requiring approval from 2 workers in the approval chain. A variation of this is called "Management Chain", which follows the same logic but routes through Manager, Manager's Manager, and above. |
| Approve | Action taken in Workday signifying the recipient approves the business process. Workday routes to the correct approvers based on security assignment. |
| Assignable Roles | Roles are groupings of people with specific permissions and responsibilities, such as Manager, Recruiter, and HR Partner. Roles enable security control for objects such as organizations, fields by functional domain, and spend categories. Roles are assigned to Workers' Positions or Jobs, not to the Workers themselves. |
| Assets | Asset categories used to group similar items for rule making. |
| Award | The award captures the issuing sponsor, funding amount, dates, operational parameters, billing detail and other demographics specific to the sponsored activity. |
| Award Line/Grant | Contains specific billing, revenue, and F&A information related to a sponsored activity. |
| Blended Course | Any learning course that contains at least one instructor-led component (whether it be an in-person or virtual classroom lesson), compared to Digital Course (that is self-directed only with no instructor portion). Blended courses may be a single in-person classroom lesson with no self-directed content, or they may combine instructor-led and self-paced lessons. |
| Billing Schedule | Defines invoicing and billing details for a sponsored award agreement. |
| Business Object | Objects used to store data in Workday (such as organizations or workers). A business object has fields and instances, which are analogous to columns and rows in a spreadsheet. Workday links related business objects (e.g. a worker is associated with a position, the position to a job profile, etc.). You can "drill into" Business Objects in Workday, depending on your security. |
| Business Process | A business process in Workday is a set of tasks that people initiate, act upon, and complete in order to accomplish a desired business objective. When you initiate a business process, Workday routes the tasks to the responsible roles and enforces security and business rules throughout the business process. These steps can include actions, approvals, approval chains, to dos, checklists, integration steps, and more. Examples of business processes include: Hire, Change Job, Request Compensation Change, Supplier Event, Accounting Journal Event, etc. |
| Business Process Definition | The set of ordered tasks and the security groups that will complete these tasks, which make up an overall business process. |
| Business Process Instance | A singular occurrence of a business process transaction, an event. |
| Business Process Security Policy | A business process security policy secures the steps and process-wide actions including view, approve, rescind, cancel and correct. It specifies which security groups have access to each action. |
| Calculated Time | Result of applying time calculations to a worker's reported time. Automates application of company or regulatory rules. |
| Cancel (business process) | An action you can take on a business process. Canceling a business process stops the workflow in progress and reverses changes made to data. You cannot cancel a completed business process; you must rescind it. A securable action in a business process security policy. |
| Candidate | Includes both prospects and active candidates. |
| Candidate Home Page | A Workday job account portal where applicants can search for jobs, check applicant status, and view offer/hire tasks. |
| Candidate Pipeline | All active candidates. |
| Candidate Pool | Candidates grouped together based on specific criteria. |
| Career Profile | The Career Profile Consolidates multiple tasks for managing talent data into a single page, and involves no approval or review step. It can hold certain talent data, like Job History, Skills, Work Experience, and Awards. All other talent data is housed on the Career tab of the Worker Profile. |
| Change Job | The Change Job business process is used to promote, demote, or move a worker laterally within their supervisory organization or to a different supervisory organization. It can also be used to make other date changes, e.g., changes to location or FTE. |
| Close Position | The Close Position business process is used to permanently close a vacant position. Once a position has been closed, it cannot be reopened. |
| Commitment | Commitments are the setting aside or reservations of funds without a binding contract or legal document with another party. Commitments in Financial Accounting are created from Requisitions - a reservation of funds to purchase something, but there isn't an agreement with the supplier yet. This was formerly known as encumberance. |
| Company | Usually represents a legal entity, and is the primary entity for recorded business transactions and financial reports. A Workday company equates to a single tax ID within an enterprise. Each institution in the consortium is assigned to a company. For example, each institution is its own company in Workday. |
| Configurable Security | Security is configured so that tasks route correctly and ensures that workers do not see nor do anything they're not authorized. |
| Compensation Basis | A grouping of compensation components, such as salary, commission, and allowance plans, that define/sum up to a unique estimation of earnings for an employee population. |
| Compensation Component | The umbrella term for compensation packages, grades, grade profiles, and plans that can be associated with compensation eligibility rules. |
| Compensation Defaulting Rule | A rule that establishes the criteria for how compensation components default to worker compensation assignment during staffing transactions (such as hire or job change). |
| Compensation Element | Compensation elements link Compensation to Payroll. When a compensation element is attached to a plan that is assigned to an employee, Workday can determine which earnings to use to pay the employee. |
| Compensation Grade | Compensation Grades are assigned to job profiles based on the level of responsibilities of the job profile. |
| Compensation Package | A grouping of compensation guidelines (grades, grade profiles, and their associated steps) and plans that you can assign to workers as a set. Packages provide a quick view of the eligible plans for a particular job or group of employees. |
| Compensation Plan | The compensation plan is a component of pay that can be used to assign monetary amounts, e.g., a salary, an allowance, or a one time payment) to a worker's pay. Some compensation plans such as Salary, Hourly, and Allowance plan are tied to a worker's compensation profile. By contrast, other plans, such as a one-time payment plan, are not tied to a compensation profile as they may be laid out a single time. |
| Compensation Rule | Guidelines for determining which workers are eligible for which components of compensation. |
| Completion Step | The step in a business process that indicates that the process is active and the transaction has gone through. When the completion step is finished, Workday lists the business process as complete, even though there can be more steps in the business process. |
| Consolidated Approval | Combines multiple approvals that would route to the same worker into a single approval task. Approvers see consolidated information for each step with a link to further details if needed. |
| Contingent Worker | A worker who is not an employee. Contingent Workers in Workday will replace current workers that are POI, Consultant, Auditor, and Vendor. |
| Correct (business process) | Correcting a business process changes the data in the workflow while in progress or already complete. The ability to correct a business process transaction is usually limited to a small group of administrators. |
| Cost Center | A worktag that identifies a unit within the University where a budget is typically assigned. Cost Centers will roll up into a cost center hierarchy. |
| Costing Allocation | Set-up that instructs Workday what costing worktags to apply to payroll-related operational journals responding to employee earnings, employer-paid expenses, employee deductions, composite fringe benefit expenses, fringe benefit recovery, and payroll obligations. This is what departments, grants, and more are getting charged for a worker/position when payrolls and payroll obligations are processed. |
| Custom Report | Reports not delivered by Workday and built using the Workday Report Writer. Custom reports can be created as a new report or by copying another standard or custom report. Custom reports are built and supported centrally by the Workday Support team. |
| Customer | Same as external customer, auxiliary, or non-student. |
| Customer Contracts | An agreement with a customer that defines how workday will generate billing and revenue recognition. |
| Customer Invoice Adjustment | A change to the amount the customer owes. It may be an increase or a decrease to the amount due. |
| Customer Category | Classification of customers. Required field for Customers. Can be used to derive accounting treatment for receivable transactions. Customers can only be assigned to one Category. |
| Dashboard | A specialized landing page containing a set of preconfigured worklets for a functional area that you can copy or modify. |
| Deny (business process) | Deny is an option for a Worker assigned to approve a transaction. When you deny a business process, the business process is terminated and all Workday data is restored to its state before the business process started. To restart the business process, you need to resubmit the process and redo all previously completed steps. |
| Digital Course | A Learning Course that is 100% self-directed and does not contain any instructor-led components. Digital Courses may require enrollment, or may be offered on-demand (i.e. enrollment is not required). Digital courses do not require a scheduled offering or an instructor. Courses enable several lessons to be combined into one learning package. |
| Disbursement Plan Period | The period over which a Worker's pay is distributed (i.e. 22 pays, 12 months). |
| Disposition | Status of candidates that have been rejected for hire or declined a job during the job application event. Example: Candidate A has been dispositioned to “Does Not Meet Minimum Qualifications” |
| Domain | A grouping of related data used for the purpose of securing access to it. |
| Driver Worktags | USource, Gift, Grant, Project – used to default the cost centers and NACUBO function. This is the primary funding source for the transaction. |
| Edit Position Restrictions | Edit Position Restrictions is the business process to update a position to reflect restrictions that should be in place when the position is recruited for (required location, job profile, employee type, education, etc.). This business process is also used to edit duties and responsibilities on a position. |
| Employee Type | The Employee Type is the highest level category used to group paid Workers, or Employees. |
| Employment Agreement | Workday process for the contract creation process. |
| End Job | End Job is the task used to end an additional job or position for a worker. The End Job business process is used to remove additional responsibilities from a worker and maintain their primary job. This task is used for a worker that has at least two active positions or jobs in Workday. |
| End Track | End Track is used to initiate the End Academic Appointment business process when an academic appointment is ending or needs to be replaced with a new academic appointment because the title, rank, or academic unit is changing. |
| Enter Time | Recording actual time worked (in/out time or hours worked) on a timesheet. |
| Error Message | Hard warning message that alerts you when there is a critical error. An error must be corrected to move forward in a process or to enable your configuration. |
| Expense Item | Individual items used on expense report that provide coding of expenses. |
| Expense Report | Document used to record and approve expenses. |
| External Career Site | Career site for candidates outside of the organization. |
| Event | An Event is a business process transaction that occurs within an organization, such as hiring or terminating an employee. |
| Evergreen Job Posting | An ongoing, open job posting to which users can submit applications that can be routed to different, more specific job openings. Example: General student employee position. |
| Foundation Data Model (FDM) | The Foundation Data Model (FDM) will replace our current chart of accounts. All financial transactions are impacted by the FDM, which is a multi-dimensional structure. It is the framework that will support financial and management reporting. |
| Freeze Position | Freeze Position is used to put a vacant position on hold for a set period of time. |
| Full Time Equivalent (FTE) % | The Full Time Equivalent (FTE)% is the ratio of a worker's scheduled weekly hours to the default weekly hours (40 hours). If a worker works 20 hours a week, then the worker's FTE is 50 percent. |
| Functional Area | A collection of domain or business process security policies that are related to the same set of product features, for example, Benefits or Compensation. |
| Funding Source | Money set aside for a specific purpose to use within limitations, or if certain criteria is met. |
| Gift | A worktag that represents gifts of money as a funding source. They will be used to manage expenses and revenue against spendable gifts, endowment funds, and investments. Gifts will be a "Driver" worktag and will have related worktags of Fund, Cost Center, Balancing Unit, Higher Ed Function Code. |
| Grade Profile | A breakdown of a compensation grade by geographical region or other categorization your business requires. A profile enables you to assign more granular compensation ranges to workers. |
| Grant | Workday organization (worktag) that is used to capture expense and revenue for sponsored programs. The grant worktag will be entered directly on transactions when/if they relate to sponsored programs. As the primary costing worktag, grant worktag is linked 1:1 with award lines. |
| HCM | HCM is the abbreviation for Human Capital Management. The term for HR data and associated transactions. |
| Hire | The process is automatically initiated when the Recruiter moves the candidate to the "Ready to Hire" stage. A hire can also be initiated through the direct hire process. Full security for the worker takes effect on the hire date. |
| Hiring Manager | Department manager conducting candidate screening and interviews, and inputting offer letter details. |
| Hourly Plan | The Hourly plan is used to associate eligible hourly employees with an hourly rate amount. Hourly plans are assigned as part of the Hire transaction, as part of another staffing transaction (promote, demote, transfer) and as a result of using the Request Compensation Change task. Workday sends the compensation and the actual hours to payroll for the regular pay period. Workday uses the indicated hourly amount to calculate how much to pay employees in their regular pay checks. |
| Initiate | Action taken to kick-off or begin a business process in Workday. |
| Initiator | The user that initiates the business process instance. |
| Initiation Step | The first step of a business process. |
| Integration | Triggers a Workday system operation that transfers data to or from an external application. An Integration step also initiates a separate processing thread. |
| Internal Service Delivery | Internal transaction that records: 1. Requester & their related worktags i.e., cost centers, grants, business unit, etc, 2. the item or service, 3. the unit that provided the good/service as described by a set of related worktags A subset of the existing internal transfers may also be processed in Workday as accounting journals entered either manually or via spreadsheet upload |
| Internal Service Provider | Unit that provides goods/services to other University units. |
| Involuntary Termination | A Termination marked with a reason that falls in the category of involuntary. This category will be used for routing the Termination business process accordingly and reporting. |
| Job Catalog | The job catalog is the consolidated library of all the jobs/positions available within an organization. |
| Job Description | This section will contain responsibilities, minimum qualifications, preferred qualifications, and conditions of employment. |
| Job Family/Job Family Group | The job family organizes jobs related by skill, abilities, responsibilities, salary, etc. The job family is typically used for recruitment and job classification purposes. A job family group is a grouping of job families, a way of categorizing job profiles at a higher level. Job family groups are used for eligibility rules, running reports, and business process routing. |
| Job Management (JM) | Organizations are staffed by defining one set of hiring restrictions for the entire organization. These restrictions apply to all jobs within the organization, for example, worker type, job families, and job profiles. JM applies to temporary and contingent workers (see Contingent Worker definition). Temporary workers in Workday will replace current workers that are contingent 1, Adjunct Faculty, Graduate Assistants, and Student Workers. |
| Job Profile | The generic features and characteristics of a job or position, such as management level, pay rate type, compensation, skills, and other qualifications. |
| Job Titles | Defaults from the Job Profile. Best practice is to leave the value as is. |
| Job Requisition Compensation | A Job Requisition's pre-selected compensation details from the (primary) Job Profile and any compensation modifications made while creating the Job Requisition. The Job Requisition Compensation typically includes the position's pay range, bonus, and one-time payment information. |
| Journal Source | A journal source indicates where or why a journal was created. Examples: journal voucher, commitment journal, transfer of funds, student reimbursement request |
| Landing Page | A home page for your applications, announcements, timely suggestions, and the search bar. Commonly referred to as the home page. |
| Learning Catalog | The "Browse Learning Content" report contains all of the learning content available in Workday Learning. The Learning Catalog is where learners can locate and enroll in courses and programs. All employees (including faculty, staff and student workers) will have access to Workday Learning. |
| Learning Transcript | The Learner's transcript contains a record of a learning history and content in progress within Workday Learning. |
| Leave of Absence | Generally long-term absences away from work. Ex: FMLA, Military, Sabbatical. |
| Ledger Account | Assets, Liabilities, Fund Balance, Revenue, and Expense accounts. Revenue and Spend Categories post to ledger accounts based on account posting rules. Ledger Accounts provide the level of detail needed for core financial statements. |
| Lesson | Learning content and activities that can be stand-alone or a part of a digital or blended course. Differently lesson types include external content, instructor led/classroom training or webinars, media, surveys, or other activities. |
| Match Event | A match event is the process by which the supplier invoice is compared to procurement documents to ensure the validity of the supplier’s record, goods and services before payment. This is done through establishing match rules that compare the supplier invoice against purchase orders, supplier contracts, receipts, etc. There are 2-way, 3-way, and even 4-way matching used by organizations based on their internal requirements. |
| Match Exception | Match Exception is the status that an invoice will have when it does not meet the criteria for a successful 2- or 3-way match (i.e., when there is a discrepancy between the invoice and the purchase order, supplier contract, and/or receipt). Invoices in exception status cannot be paid until the exception is cleared. |
| Match Override | The process by which the supplier accounts match event results are overridden and the supplier invoice is made available for payment in a settlement run without the resolution of the match exception. |
| My Tasks | My Tasks includes notifications of tasks, approvals, due dates, to dos, and other items sent to you related to a business process or workflow that involves some action on your part. |
| Non-catalog items | Goods or services not in the catalog (a supplier's website). |
| Non-Catalog Requisition | A non-catalog item is an item not included in the standard catalog of items. |
| Notification | Messages letting you know the status of submitted actions or tasks. |
| Non Teaching Overload | A non teaching overload is additional pay earned by a worker through an additional job substantially different and in addition to the worker’s primary position. To use this reason, the additional work must not be teaching related. |
| Obligation | An Obligation includes an agreement with another party to pay for something. Obligations in Financial Accounting are created from Purchase Orders or Supplier Contracts - an agreement with a supplier to pay for goods and services. When a requisition is approved, a Commitment is created. When the requisition is sourced to a purchase order, the Commitment is removed and an Obligation is created. An Obligation from payroll is created from filled positions - an obligation to pay a hired employee. |
| Onboarding | Period after the hire process is complete when there are tasks to be completed in Workday by the employee. |
| Onboarding Dashboard | The Onboarding Dashboard is the ‘one-stop shop’ for all things related to an employee’s onboarding. The new hire can view progress of tasks, see a list of people to meet and contacts (as provided by the manager), and be welcomed with a message from their manager. |
| Onboarding Status Summary | The Onboarding Status Summary is a report that allows a manager to view all completed and in-progress tasks for their employees in one view. |
| Open Item | Customer Invoices that have an amount owing or due. |
| Open Purchase Order | Yearly purchase orders for entire year. Same as blanket purchase order. |
| Operational Journals | Journals that Workday creates automatically for operational transactions that you enter through the various Workday transaction tasks. |
| Org Chart | A visual depiction of how an organization is structured. It outlines the roles, responsibilities, and relationships between individuals within an organization. |
| Offer Letter | A job proposal to a candidate that includes such terms as the starting salary, benefits, dates, and times, etc. |
| Pay Components | An earning (such as base salary or bonus) or deduction (such as federal withholding taxes or medical) that applies to a worker’s gross-to-net pay calculation or tax liability. |
| Pay Component Related Calculation (PCRC) | A related calculation that resolves automatically with earnings and deductions. Often used in the earning or deduction definition, can be used to display on pay results. |
| Payment Group | The payments that result from a settlement run. |
| Payment Terms | Shared with Supplier Accounts. Determines due dates for customer and supplier payments. |
| Payroll Effect | An option available in Workday Absence Management to stop paying workers while on leave. You can configure a run category to pay workers on certain leave types when the Payroll Effect option is enabled for the leave type. |
| Pay Rate Type | Type of worker pay, such as a paid salary or a certain amount per unit of time. Example: Hourly or weekly. |
| Pay Run Group | A set of pay groups that share a period schedule. Used to process multiple pay groups at the same time. |
| Performance Review Process | A process where you receive formal feedback on your performance during a given period of time. This process includes a performance evaluation. |
| Period Activity Pay | Period Activity Pay (PAP) is used to pay employees for fixed-term activities and payment arrangements, such as for overloads and summer pay types. |
| Period Close Activity Group | A group of transaction types that enables you to close a set of transactions, rather than an entire ledger period. |
| Period Close Type | Delivered types are Period, Quarter, and Year; different tasks can be assigned to each close type. |
| Position or Job | The set of job details for an individual Worker or empty position, including details such as job family, job profile, worker type, location, and time type. Whether a Worker has a Job or Position is based on the staffing model they are in (Job Management v. Position Management). |
| Position Management (PM) | A single position is created for each new employee and has ongoing tracking of the history of the position. PM will be for regular and non-regular fixed term positions in Workday. This includes regular faculty and regular staff as well as Contingent 2 and contractual non-tenure track faculty (although not at all institutions). Workday does not have a one to many for PM, so PM no longer applicable to most positions at UBalt. |
| Position Restrictions | The attributes and conditions that apply to an unfilled position in a supervisory organization that uses the position management staffing model. These restrictions can be used to limit who can fill the position. Example: Job profile, location, qualifications, and worker type. |
| Pre-hire | An individual you are tracking before employment. In recruiting, a candidate who is in the offer or background check stage. Pre-hires have accepted their offers but have not yet started. Pre-hires have limited access to Workday to complete onboarding tasks during this window. |
| Primary and Secondary Questionnaires | Primary: Standard company application questions. Secondary: Job-specific application questions Example: What is your proficiency with utilizing Microsoft Excel? |
| Project | A worktag that identifies an event or activity that is important enough that the University wants to track all financial data related to it. A project usually has a discrete start and end and may cut across multiple administrative units or cost centers. An example would be a capital project. |
| Project Group | Project Status |
| Project Hierarchy | Required grouping mechanism to group related projects. |
| Project Status | Configurable field indicating the state of a Project. |
| Prospect | Someone you are interested in tracking who isn't associated with a specific job. You can use tags, prospect types, and prospect statuses to help track these individuals. |
| Punchout | A punchout is a mechanism that allows a requisitioner to access a supplier's web-based catalog from within Workday. |
| Purchase Order | Transaction that represents an obligation to purchase specific goods or services from a supplier according to agreed terms. Typically results from a requisition and usually generates financial obligation/encumbrance. |
| Purchase Order Type | Categorizes the purchase orders to help with reporting on spend. |
| Quick Add | A time entry option that enables you to create a time block and copy it to multiple days in a week. |
| Questionnaire | Allow recruiters to gather candidate data in the job application process. |
| Rank | The rank (or academic rank) associated with a faculty member's official faculty title. |
| Receipt | Confirms the quantity of goods received. |
| Related Links | Links to external web pages displayed to workers at some point in the business process, for reference. |
| Reported Time | A worker's time that has been entered, but has not had any time calculations applied. |
| Requisition | Request to purchase goods or services from a supplier. May originate ad hoc or from punchout or hosted catalogs. |
| Requisition Type | Categorizes requisitions for sourcing and procurement needs. |
| Rescind (business process) | An action you can take on a business process to completely reverse all changes made to Workday data in a completed business process. A task must be successfully completed to perform this action. |
| Revenue Category | A revenue category is a worktag that classifies income. It is a required field when creating a customer invoice in Workday. Required field for invoices. Receivable-specific Worktag that can be used to derive Revenue account for AR transactions as well as to provide greater granularity to financial reporting of revenue. |
| Role-Based Security | A security group that specifies one organization role and includes workers in positions defined for that organization role. Roles in Workday do not necessarily equate to staff job titles/roles. |
| Roles | Roles are groupings of people with specific permissions and responsibilities such as Manager, Recruiter, and HR Partner. Roles enable security control for objects such as organizations, service centers, and spend categories. |
| Scheduled Weekly Hours | Calculates the worker's FTE by dividing scheduled weekly hours by 40. |
| Search Bar | Predictive search capability. The results become more precise as more characters are entered. |
| Security Role | Each user is assigned one or more security roles in Workday that determine what data they can see and what tasks they can perform within the system. |
| Self Service | The ability for an Employee as Self or Contingent Worker as Self to initiate a transaction on their own. |
| Send Back | Send Back means you are returning the process to its initiator with comments about corrections that need to be made before you can approve it. |
| Service Dates | Central HR will enter specific dates to represent service at the current institution and to set certain eligibility. |
| Spend Authorization | Pre-approval of expenses for work related travel. |
| Spend Category | Defines the type of spend on the requisition and purchase order. |
| Start Performance Review | Task to initiate performance review for an individual or organization. |
| Staffing Model | A structure that defines how jobs and positions are created and filled in a supervisory organization. Workday supports 2 kinds of staffing models: Job management. Position Management. |
| Staffing Organization | An organization category that includes supervisory organizations, matrix organizations, or retiree organizations. |
| Standard Report | Reports that Workday creates and delivers to all Workday customers. Workday creates Standard Reports using Report Writer or XpressO (an internal development tool). You can only copy and modify Standard Reports created with Report Writer. |
| Submit | Submit is an action that finalizes an input or a process. When you "submit" something, such as a time off request, expense report, requisition, or performance review, you are sending that item through the defined business process for approval or further action. After submission, the item usually goes to a manager or other decision-maker for approval. The specifics of this process can vary depending on USM's configuration of Workday and the particular business process involved. |
| Submit Resignation | A process that allows Employee as Self to submit the date they would like to be terminated, along with an Employee Resignation Reason. This process triggers Termination to be initiated. |
| Subprocess | A business process that can be triggered within another, overarching parent business process. Subprocesses can also stand alone as their own business processes. |
| Supplier | A business entity from whom you purchase goods or services |
| Supplier Category | Supplier Categories (e.g., state agencies, contractual services, etc.) classifies suppliers for reporting and processing purposes. One supplier category is required for every supplier. |
| Supplier Contract | Agreement with a supplier for goods and services. |
| Supplier Group | Supplier Groups (e.g., automotive, building maintenance, etc.) further classifies suppliers beyond the Supplier Category. More than one group can be assigned. |
| Supplier Invoice | Process in Workday for AP or delegated AP person to process invoices for payment to Suppliers who provided goods or services to the university (known as voucher today). |
| Supplier Invoice Request | Process in Workday for departments to submit non-procurement related invoices for payment to central AP that the supplier sent directly to the department. |
| Supplier Invoice | Payment voucher for a supplier. The processing of this transaction is prompted by receipt of a paper/PDF/xml invoice from a supplier. |
| Supplier Invoicing | The process in Workday for central Accounts Payable (or a delegated AP unit) to process invoices for payment to suppliers who provided goods or services. |
| Supervisory Organization | In Workday, a Supervisory Organization, also known as a sup org, is the primary organizational structure. Supervisory Organizations represent a management hierarchy, showing managerial relationships and defining who reports to whom within the company. A Supervisory Organization may consist of a manager and their direct reports. These organizations can be defined by any grouping of employees, often department or team, and are the basis for many other types of organizations and business processes within Workday. Supervisory Organizations help determine workflows, business process routings, and reporting structures, making them a crucial component for the proper functioning and organization of a company within the Workday system. |
| Switch Primary Job | The business process to change a Worker’s additional job, if they have multiple jobs/positions, to be their new primary job. A Worker can only have one primary job. |
| Task | A task is an action or set of actions that a user needs to complete as part of a business process. Tasks are generally individual steps in a workflow that lead towards the completion of a larger process. They are designed to help organize and streamline work, ensuring nothing important gets missed. Examples of tasks include Create Expense Report, Create Supplier Invoice Request, Change Contact Information, or Request Time Off. Tasks can appear in your Workday inbox when they require your attention or action. After completing a task, it often moves to the next person in the workflow, such as a manager or HR representative for approval. |
| Tenant | Production or sandbox instance of Workday used to configure and test functionality and conduct daily activities at go-live. This is similar to PeopleSoft's QA, copy, dev, test version, training version, or production version. |
| Tenure Track Start Date | The date when the Tenured or Tenure Track faculty member had their first appointment in the professorial ranks. This is derived in Workday when the user adds the first Tenured/Tenure Track appointment and is not an editable field. |
| Termination | The process of ending a Worker’s employment and no longer working. |
| Termination Adjustment | A time off adjustment that automatically sets the remaining balance of a worker's time off plan to zero upon the worker's termination. |
| Termination Date | The Effective Date of the Termination transaction. This is the last day that the Employee is active; the following day they are considered a Terminee. |
| Time Block | A time block carries information about a portion of time, such as the number of hours worked or in/out times. Time blocks can be reported or calculated, but only calculated time blocks are pulled into Workday Payroll. |
| Time Calculation | Refers to the calculations that will be used to ensure time is categorized and calculated correctly. Ex: Overtime, Call Back |
| Time Calculation Tag | Workday applies calculation tags to time blocks during time calculations. The tags map to payroll earnings to drive how time blocks are paid and can be included in time off and accrual calculations. You can also use them to display time and time off totals on the time entry calendar. |
| Time Calendar | A weekly view in Workday where employees can see and enter their worked time. |
| Time Clock Event | A time clock event describes a worker's actions, such as a check-in or check-out, on the web time clock or an external time clock. Workday matches time clock events to form time blocks, which workers can edit and submit. |
| Time Code Group | The primary use of a time code group is to determine which time entry codes a worker is eligible for. Time code groups are assigned to a worker or to a position through eligibility rules. |
| Time Entry Calendar | A set of self-service pages that workers use to enter, edit, and submit time, when using calendar-based time entry. When using high volume time entry, workers can view and submit time from the time entry calendar. |
| Time Entry Code | Refers to the time codes employees use to enter time. Ex: Hours Worked, On Call. |
| Time Entry Validation | Errors or warnings that prevent users from entering invalid time. Critical validations prevent a user from submitting time. Warnings display when entering time but don't prevent the worker from submitting time. The warning will stay attached to the time even when it goes through approvals so the approver will also see the warning. |
| Time Off | Generally short-term absences away from work. Ex: Annual, Holiday. |
| Time Off Plan | The rules for entering and tracking 1 or more related time offs. Identifies the unit of time, eligibility requirements, whether to track balances, and if time offs are position-based or worker-based. |
| Time Proration Rule | A rule that prorates employees' target compensation in a bonus or merit increase compensation event according to time-based criteria, such as leave of absence or time since hire. |
| Time Shift | A grouping of consecutive time blocks that you can use in standard overtime calculations, time block conditional calculations, and validations. |
| To-Dos | To-Dos are reminders to do something outside of the Workday system. They can be part of business processes and have to be marked complete before the workflow will go to the next step. To-Dos can be found in My Tasks. |
| Track Type | Each academic appointment will be associated with a Track Type to distinguish appointments for Tenure/Tenure-Track, Permanent Status/Permanent Status-Track, Non-Tenure Track, Emeriti, Academic Leadership/Administration and others. |
| Unfreeze Position | Unfreeze Position is used when you are ready to recruit for a position that has been previously frozen. |
| Update Academic Appointment | Update Academic Appointment is the business process used to adjust information on an academic worker's appointment, separate from their position. If you enter a date that's different than the existing start date, you create a new academic appointment. If you enter a date that's the same as the existing start date, you update the existing academic appointment with the following selections. A new start date is only used when updating the title or rank on the existing appointment. |
| User-Based Security Group | A security group whose members are individual workers. Users in this group are provisioned enterprise-wide permissions needed to maintain and administer the system. |
| USource | A worktag that represents former KFS Accounts that are not Grants, Projects, or Gifts. This includes, but are not limited to, State, DRIF, Agencies, and Auxiliaries accounts, USource will be a "Driver" worktag and will have related worktags of Fund, Cost Center, Balancing Unit, Higher Ed Function Code. |
| Validation Rule | Mechanism to check transactions for accuracy. Results in a warning or critical error. |
| View (business process) | View access in a business process allows Workers with certain role assignments to view the status of a business process and report on it. This access also allows the role to see what details were selected in the process, who initiated the process, and the steps that have occurred in the process. |
| Workday Account | Workday credentials that are granted upon an Employee or Contingent Worker being hired, so they have access to Workday data. |
| Worker | An employee or a contingent worker (see Contingent Worker definition). |
| Worker Profile | This is the hub of any individual's employment-related information in Workday. It can include information, job history, compensation, academic appointments, and more. |
| Pay Components | An earning (such as base salary or bonus) or deduction (such as federal withholding taxes or medical) that applies to a worker’s gross-to-net pay calculation or tax liability. |
| Worklet | A compact report displayed as an icon (a tile or a bubble) on any landing page, providing easy access to tasks and information that are used regularly. Examples: My Leadership Roles, Open Positions, and Anniversaries. |
| Work tags | Values that you assign to transactions to make their accounting business purpose clear. Used to classify transactions. |