Glossary

Absence

Known today as “Leave.” An absence is any time away from work.

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.

Self service page where workers are able to navigate to their absence calendar, absence balances, or request a return from leave.

An individual whose only relationship with the institution is to serve as a Special Member or Full Intercampus Member of the Graduate Faculty.

An academic appointment is a record of the faculty relationship to an academic unit, over a period of time, on a particular academic track. Academic appointments document the faculty relationship to the institution including rank, title, tenure, and permanent status details, etc. The information for each appointment is associated with an academic unit.

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.

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.

An organization type that represents a school, college, university, department, or other unit of an institution. These units can recruit prospective students, admit students, offer programs of study or courses, or administer financial aid. Academic units are also used with academic appointments in Workday.

A Workday organization type that represents a school, college, university, or other unit of your institution. These units are primarily used to assign appointments and assign roles to configure on business processes. If Academic Levels are implemented, you can also use units to recruit prospective students, admit students, offer programs of study or courses, or administer financial aid.

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.

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 Examples include but are not limited to bank fees withdrawn and replenishment of working fund monies from the state.

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.

An individual or entity who is neither a supplier nor an employee, but who still needs to be paid by the company.

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 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 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.

A security group whose members are other security groups. Grants access to workers associated with any included security group

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.

The Worker's work period (i.e. 9 month, 12 month).

The term for when an AP Processor reviews invoices submitted by another AP processor within their unit for accuracy prior to payment.

The icons on the Workday homepage are called applications, or apps. Application group together related tasks and reports. An example of an application is Personal Information.

A defined set of values used to populate the official faculty title in the academic appointment title field.

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.

An action in a business process that designated participants select to progress the event to the next step. In an approval step, you cannot modify Workday fields, only Approve or Send Back.

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.

Action on the Enter Time page that allows you to auto-fill a timesheet in weekly increments based on the worker's regular work schedule.

A time entry option that copies time blocks from a worker's schedule or from a previous week when entering time.

Workday business object that represents the agreement or contract received by UMD from a 3rd party sponsor. The award captures the issuing sponsor, funding amount, dates, operational parameters, billing detail and other demographics specific to the sponsored activity.

Bank Account Signatories

Designated employees that are signers for each bank account, and whose names will be on the check as either digitalized or wet.

Base Pay Element

The compensation components that are included in the calculation of base pay for the purposes of determining the compa-ratio and target penetration. Example: Include both base pay and bonuses in the base pay calculation for compa-ratio.

A rule that identifies the benefit plans, coverage targets, and coverage amounts that employees receive by default when they do not complete an enrollment event.

An event that gives you the opportunity to change your benefit elections. These include staffing changes (such as getting hired or promoted) and life events (such as getting married or having a child).

Identifies the events that trigger benefit enrollment, such as open enrollment, new hires, or the birth of a child. It also identifies the coverage types to make available to employees for when an event of this type occurs.

Identifies the events that trigger benefit enrollment, such as open enrollment, new hires, or the birth of a child. It also identifies the coverage types to make available to employees for when an event of this type occurs.

Billing Schedule

A schedule that defines the invoicing and billing details for a customer contract. A billing schedule can be used to set up recurring billing.

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.

Budget hierarchies enable you to link budgets in a hierarchical structure, making it easier to control and report on multiple plans and budgets simultaneously.

Budgets structures are the foundation for plans and budgets in Workday. It determines: the plan type, fiscal schedule, dimensions available for defining budgets, etc.

Budget templates are configured to specify the budget with options including companies, budget name, and time periods.

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.

"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."

The set of ordered tasks and the security groups that will complete these tasks, which make up an overall business process.

A singular occurrence of a business process transaction, an event.

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.

A time entry method that uses the time entry calendar as the focal point for entering, editing, and submitting time.

A functionality that pushes content (such as a learning course or survey) to a group or identified audience. Campaigns may be required or not required and may include a due date for the content. Initial launches of a campaign can be followed by subsequent launches depending on triggers and timing set up when creating a campaign, and automatically sends reminders and notifications when content is due.

Candidates include both prospects and active candidates.

A Workday job account portal where applicants can search for jobs, check application status, and view offer/hire tasks.

All active candidates.

Candidates grouped together based on specific criteria.

Canceling a business process stops the workflow in progress and reverses changes made to data. One can only cancel a business process that is still in progress; completed business processes need to be rescinded. Cancel is a securable action in a business process security policy.

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.

The process of a Manager or Unit Initiator (Talent Analyst) cascading goals from their supervisory organizations down to employees. Cascading goals helps align goals across the organization and ensure all users are working towards a similar objective

A sequence of related leave types that are linked together. When an employee meets the conditions defined for ending a leave, Workday generates a return from leave request and a separate request for the next leave.

Requisitions associated with Shell Shop punchouts.

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 data changes. E.g., changes to location and FTE

A type of step in a business process that is a collection of To Do steps.

Citizenship Status

Citizenship status is a field that captures if a Worker is a citizen, permanent resident, or non-citizen.

The Close Position business process is used to permanently close a vacant position. Once a position has been closed, it cannot be reopened.

Commitments are the setting aside or reservation 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 a supplier yet.

"Companies are organizations within Workday that represent the internal business entities within the enterprise and are the primary organization for all business processes. Transactions are always balanced by Company. Companies can be rolled up into Company Hierarchies and roles are assigned at either the company or the hierarchy. Examples of companies include: UMCP, USMO, UMES and UMCES."

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.

The umbrella term for compensation packages, grades, grade profiles, and plans that can be associated with compensation eligibility rules.

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 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 grades are assigned to job profiles based on the level of responsibilities performed by an incumbent of the job profile.

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.

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 plans 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 paid out a single time.

Guidelines for determining which workers are eligible for which components of compensation.

A specific amount within a compensation grade or grade profile salary range that are assigned to a worker's salary or hourly plan. This amount can increase based on time in a step. It is possible to add other conditions outside of "time in the step" to be met before the employee is able to move to the next step.

Allows you to assign different target amounts for an advanced compensation plan (i.e. bonus plan) to different employee populations based on specific criteria like management level or location.

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 process.

Time calculation that tags time blocks that meet certain conditions.

A condition is part of a business process step and consists of one or more rules. If the condition consists of more than 1 rule and any of them is false, the entire condition is false. Condition rules are used to define logic around which steps should fire for which populations and under which circumstances.

A set of 1 or more integration templates that provide a framework for building integrations in a particular functional area. The integration can support a specific type of data, or can support a specific endpoint (example: Salesforce.com or Okta).

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.

Temporary holding account used to house Capital Project spend until the project is ready to be capitalized.

A Contingent Worker is a non-paid worker or non-paid non-worker who may be granted system access or services as appropriate, but they are not paid by the University through Workday.

Additional cost center added to the asset record for tracking purposes. This will be the department owning the asset, while the true Cost Center for all assets will be "Invested in Plant" to ensure central depreciation.

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.

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.

Set-up that instructs Workday what costing worktags to apply to payroll-related operational journals corresponding to employee earnings, employer-paid expenses, employee deductions, composite fringe benefit expenses, fringe benefit recovery and payroll obligations. (e.g., What departments, grants, etc. are getting charged for a worker/position when payrolls and payroll obligations are processed).

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.

Defines whether a specific health care plan or insurance plan applies only to the employee or also to the dependents, spouse, family, and so on.

Limits the coverage options available to workers during an enrollment event based on their choice of other benefit plans and coverage amounts. Example: You can limit coverage in a specific plan to a percentage of the total coverage in 1 or more other benefit plans.

Non-Workday delivered set of fields created to capture data tied to an object in Workday (e.g. collecting sponsoring Employee on an Affiliate).

An invoice generated from Shell Shop based on the PO data from the Suppliers website.

Dashboard

A Dashboard is a specialized landing page containing a set of pre-configured worklets for a functional area that you can copy or modify.

The time of day a worker's work day begins (12 am) and the day of the week the work week begins (Sunday).

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.

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.

The period over which a Worker's pay is distributed (i.e. 22 pays, 12 months).

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”

A grouping of related data used for the purpose of securing access to it.

A Driver Worktag is the primary funding source for the transaction. The types of worktags that can be a driver are Grant, Project, Gift, or USource.

Edit Passports and Visas

The Edit Passports and Visa business process is used by departments to enter the visa type and expiration date for those Workers that have visas.

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.

Any worker type that is paid by the institution.

Workday process that encompasses the contract and contract creation.

The Employee Type is the highest level category used to group paid Workers, or Employees. Ex: Faulty Regular, Faculty Non-Regular, Staff Regular, Staff Contractual (C2), Staff Contractual (C1), Trainee/Intern, Student Hourly, Graduate Assistant.

Contingent 1 workers have an employee type of Staff Contractual (C1), while Contingent 2 workers will be called Staff Contractual (C2).

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 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.

Enrollment Event Rule

A rule that defines coverage start and end dates, waiting periods, coverage increase limits, Evidence of Insurability requirements, and other coverage rules and conditions. Rules ensure that the benefits process presents only the options that each employee is eligible for based on the event type.

Recording actual time worked (in/out time or hours worked) on a timesheet.

Enterprise Interface Builder (EIB)

An integration tool that enables you to create simple, secure, and customizable integrations with Workday. Alternately, an EIB is a simple integration created by the integration tool. An EIB consists of an integration system, an integration data source, an integration transformation, and an integration transport protocol.

An Event is a business process transaction that occurs within an organization, such as hiring or terminating an employee.

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.

Field Overrides

A tool that lets you customize integration systems that are based on a connector template. Field overrides are managed through an integration service. They use calculated fields or report fields to supply values to an integration system. Example: member IDs in benefit provider integrations.

The Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States. All U.S. employers must ensure proper completion of Form I-9 for each individual they hire for employment in the United States.

The Foundation Data Model is a multi-dimensional data framework that supports financial, managerial, and statutory reporting in Workday. It defines the organizations and worktags UMD uses in transactions. It supports both Finance and HCM and drives security and workflows.

FDM is the framework to support accounting and financial reporting in Workday. The FDM combines Ledger Accounts + Organizations + Worktags, and allows HR/HCM and Finance units to share relevant configurations.

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.

A collection of domain or business process security policies that are related to the same set of product features (e.g. Benefits or Compensation).

Money set aside for a specific purpose to use within limitations, or if certain criteria is met.

Establishes the pecking order in which funds should be used. Condition rules/spend restrictions can be utilized if needed.

Account

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

TBD

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.

A field on all financial transactions in Workday that allows end users to request specific handling of a payment. This field includes the payment distribution types from KFS, as well as values to route a request through a working fund.

HCM is the abbreviation for Human Capital Management. The term for HR data and associated transactions.

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.

N/A

Individual Target

An individual target overrides the target defined on the compensation plan. For example, if a cell phone allowance had a default of $0 a month, but an individual employee was assigned $20 a month, then the $20 would be an individual target.

Initiation Only

The Initiation Only step in a business process means that approvals are not required once the action has been taken. Freezing, unfreezing, and closing a position are examples of initiation only actions.

Initiation Step

The Initiation Step is the first step of a business process.

The Initiator is the user who starts the business process event. Only users with the proper security can initiate a business process.

Triggers a Workday system operation that transfers data to or from an external application. An Integration step also initiates a separate processing thread.

An integration component that specifies the tenanted value of a data element in Workday. Example: Master Policy Number is a type of attribute in benefit provider integrations.

Indicates the type of data that Workday receives from or exports to an external system and its location.

The record of an integration process. Every integration—current or past, involving the import or export of data, successful or not—gets recorded as an integration event. The integration event contains all the information about the integration process, including its status.

An integration component that specifies how values in Workday map to values in an external system. Example: Pay Rate Frequency is a type of map in third-party payroll integrations.

A group of related integration attributes, maps, and XSLT that provides a framework to transform Workday data into the format required by an external system.

A tenanted definition of an integration between Workday and an external system based on a template that provides the methodology for communicating data.

N/A

A collection of integration services that enables communication between Workday and an external system. Workday provides integration templates in categories such as Benefits, Financials, HCM, Payroll, Payroll Interface, Procurement, Recruiting, Security, and Settlement. Many of the delivered templates contain default values for attributes, as well as prompt values for attributes and maps, to define the integration further.

Converts data into a format that Workday or a receiving external system can understand. Workday provides some delivered transformations, and you can also create custom transformations.

Controls how Workday exports data to an external endpoint or service or imports the data from an external endpoint or service. Workday supports several types of transport protocols, including email, FTP and SFTP, HTTP/SSL, Workday attachments, and Workday Web Services.

Central location for active employees in Workday to find and apply to an organization's positions.

An internal catalog is a list of goods and services and their descriptions, unit costs, spend categories, and lead times that can be used by an internal service provider to generate internal service billing.

"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"

A security group whose members are other security groups. Members associated with all included security groups are granted access through an intersection security group.

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.

The individual the asset is assigned to. This will be an individual in the system, and the person to locate during fiscal inventory.

The job catalog is the consolidated library of all the jobs/positions available within an organization.

Job classifications are values that default to a position when they are assigned to a job profile. Example: EEO Codes

This section explains the purpose of the position, minimum qualifications, essential duties/ responsibilities, physical demands with rich-text formatting options.

"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."

The Job Management (JM) staffing model is a structure that defines one set of hiring restrictions for all jobs in a supervisory organization, with no specific limits on the number of jobs that can be filled. Supervisory organizations follow job management if they do not require any positions.

A Job Profile contains generic features and characteristics of a job or position, such as management level, pay rate type, compensation, skills, and other qualifications. Job profiles group positions with common elements, and these job profile details default into positions, where more specific details can be entered.

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.

Job-Based Security Group

A security group that includes one or more job-related attributes or objects including job profile, job family, job category, management level, or exempt/non-exempt status.

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

Landing pages display worklet icons for easy access to the data and tasks available in dashboards and worklets. The Home landing page is intended for common worklets, such as self-service worklets. Optional worklets can be added and removed from an individual's landing page through employee self-service.

The employee training module name in Workday is Learning, but for the purpose of clarity from the Student eLMS (Canvas), the Employee Learning Management System in Workday will be referred to as the "TMS", or Training Management System.

The Learner's transcript contains a record of a learning history and content in progress within Workday Learning. The transcript will include all learning activity assigned, started and completed through Workday Learning as well as LinkedIn Learning. The transcript is visible to the Learner's Manager and HR Partners, as well as the Learning Coordinators and Instructors responsible for the content.

Learning paths are a personal “playlist” of courses that users wish to take that support their professional development goals. Users can also share their learning paths with other employees, and Managers can use them to share content with their team members.

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.

A set of similar leave of absence types. Example: A company-specific family includes disability leave and bereavement leave, while a separate regulatory family includes jury duty and family medical leave.

An extended time away from work with a clear start date and an expected end date.

A rule that defines worker eligibility for leaves of absence.

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.

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.

A leave type that shares an entitlement with other leave types or time offs. Eligibility rules, validation rules, and supporting data reference the combined balance of the associated leave types and time offs. Also known as coordinated leaves and time off.

A security group whose members are any workers assigned to that location.

A record of a payment made outside of Workday Payroll used to maintain accurate payroll information. Example: Payments for the exercise of stock options.

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 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.

Micro-edit

The ability to edit existing time blocks or add time blocks directly to a day by double-clicking the time entry calendar.

Decentralized one-time payment request by employees without direct authority to issue payments. Payments are accounted for on an accrual basis and can be made to Miscellaneous Payees only.

Insurance coverage based on multiples of salary, such as 1x, 2x, or 3x salary.

Requisitions not associated with Shell Shop. A non-catalog item is an item not included in the standard catalog of items, in this case, Shell Shop.

Standalone invoice that is not procurement related. This is the equivalent of a Disbursement Voucher in KFS.

Disbursement vouchers will become several different transactions in Workday. Payments to suppliers (see above) will be supplier invoices. Others will be one time payments, ad hoc payments or miscellaneous payments.

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.

Notifications

Alerts or reminders sent in Workday/via email to specified participants upon entry or exit of a step in a business process.

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."

Off-Cycle Payment

A payment made outside the regularly scheduled payroll run. Manual, on-demand, reversals and history payments are classified as off cycle.

Offering

Scheduled instances of a course that include an instructor, date/time, and location or meeting room URL that require an enrollment.

Onboarding is a sub-process of Hire that happens once the hire is in a status of completion. This sub-process includes all the onboarding steps (I-9, contact info, benefits, etc.).

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.

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.

A payment made in a scheduled payroll run.

An off-cycle payment that replaces, or is issued in addition to, a worker's on-cycle pay.

Customer Invoices that have an amount owing or due.

Journals that Workday creates automatically for operational transactions that you enter through the various Workday transaction tasks

Default assignments of Company, Cost Center, Fund, and Balancing Unit on a Worker’s Job/Position. These organizations will default into Costing Allocations.

A security group whose members are any workers assigned to that organization.

The way by which Workday secures access to rows of data within a domain to only allow a user to see that for which they have access.

Events that result from the passage of time rather than from a specific change to employee data.

The Passports and Visa Change business process is used by departments to enter the visa type and expiration date for those Workers that have visas.

Pay Component Group

A collection or combination of related earnings, deductions, or pay component related calculations combined to simplify payroll calculations.

Pay Component Group

"A collection or combination of related earnings, deductions, or pay component-related calculations that are combined to simplify payroll calculations.
Example: Employer-Paid Benefits, Pre-Tax Deductions, and Federal Taxable Wages."

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.
Example: Employer-Paid Benefits, Pre-Tax Deductions, and Federal Taxable Wages."

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.

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.

Type of worker pay, such as a paid salary or a certain amount per unit of time. Example: Hourly or weekly.

A set of pay groups that share a period schedule. Used to process multiple pay groups at the same time.

The payments that result from a settlement run.

Shared with Supplier Accounts. Determines due dates for customer and supplier payments.

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.

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 Activity Pay (PAP) is used to pay employees for fixed-term activities and payment arrangements, such as for overloads and summer pay types.

A group of transaction types that enables you to close a set of transactions, rather than an entire ledger period

Delivered types are Period, Quarter, and Year; different tasks can be assigned to each close type

A position management staffing model defines different staffing rules and restrictions for each position in a sup org. Employees must be hired into defined positions. A position remains if the employee leaves the position, ready to be filled.

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).

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.

Security groups whose members are assigned through a business process. These groups cannot be changed except by reversing the business process or executing a new business process, such as applying for a position, or being hired. Examples include: Employee, Contingent Worker, and Pre-Hire.

In Staffing, an individual you're tracking before employment. In Recruiting, a candidate who is in the Offer, Employment Agreement, Background Check, or Ready for Hire stage.

Primary: Standard company application questions
Example: The University System of Maryland requires that all students, faculty, and staff on campus be vaccinated against Covid 19. Are you willing to comply with this vaccine requirement?

Secondary: Job-specific application questions
Example: What is your proficiency with utilizing Microsoft Excel?

Invoice against a procurement document, either a Purchase Order or Supplier Contract.

A learning element that combines lessons and courses into a curriculum that learners can located, enroll in, and complete.

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

A container that captures separate, ongoing costs of a capital project in progress. You can associate multiple projects assets with a project to track costs over the life of a project.

Optional grouping mechanism to facilitate reporting.

Required grouping mechanism to group related projects.

Configurable field indicating the state of a Project.

Someone you are interested in tracking for recruitment who isn't associated with a specific job. You can use tags, prospect types, and prospect statuses to help track these individuals.

Self-registration request made by a Supplier that wants to do business with the university.

A punchout is a mechanism that allows a requisitioner to access a supplier's web-based catalog from within Workday. 

A purchase requisition is a request to purchase goods or services from a supplier.

Quick Add

A time entry option that enables you to create a time block and copy it to multiple days in a week.

The rank (or academic rank) associated with a faculty member's official faculty title.

A calculation that returns a value, such as hours, rate, or percent.

Links to external web pages displayed to workers at some point in the business process, for reference.

Report (step)

A step in a business process that includes a Workday report, to inform the assignee and help them make business decisions.

A worker's time that has been entered, but has not had any time calculations applied.

Request to purchase goods or services from a supplier. Typically generates financial commitment. May originate ad hoc or from punchout or hosted catalogs.

On completed business processes, reverses all changes made to Workday data, undoing the transaction. The ability to rescind a business process will be limited to a small group of central security roles.

A revenue category is a worktag that classifies income. It is a required field when creating a customer invoice in Workday. Revenue category is equivalent to "revenue object code" in KFS.

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.

Reviewers and Approvers have all the same approval authorities except that a Reviewer can also edit values prior to approving an action. If an Approver would like to make changes, they will need to send the action back to the initiator.

A security group that specifies one organization role and includes workers in positions defined for that organization role.

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.

Workday populates the roster percent with the FTE from the position when an academic appointment is linked to a position. This field is not being used in UMD's tenant but is displayed on the current appointments tab in the academics area and on the view academic appointment screen.

Specifies which employees to process, and which pay components to calculate for each type of payroll run.

Safety Incident

Report of Injury, which is entered into Workday by the Safety Partner role.

The Salary plan is used to associate eligible salaried employees with the appropriate base salary compensation elements. Salary 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 automatically feeds the compensation to payroll for the regular pay period payment.

Provides searchable values to differentiate what it is that a company is selling. Sales Item can default invoice values such as unit price, tax applicability. Defaulted values can be overridden on the transaction.

The number of hours, out of a maximum total of 40, that a Worker is scheduled to normally work. This number, divided by 40, derives a Worker’s FTE %.

An action, report, or data that is part of a security policy. You secure access by defining the security policy to restrict access to an item to specified security groups. Related securable items are grouped into domains.

Security roles are data security assignments. They provide access permissions for what you can see and do in the system. Security roles determine who can initiate certain business processes, access information, or approve requests.

A grouping of related securable items, such as pay components, that can be secured together using a segment-based security group for that segment.

The ability for an Employee as Self or Contingent Worker as Self to initiate a transaction on their own.

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.

Categorizes costs on a spend transaction. Similar to legacy expense object codes or commodity codes, but mapping may not be 1:1. Spend Categories can be grouped into hierarchies.

A spend category typically provides more detail than the associated ledger account(s). For example a spend category worktag of “meals” or “airfare” provides more detail to a “travel” ledger account worktag. For reporting purposes, “travel” might be sufficient. A cost center may find “meals” and “airfare” useful.

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 and Position Management

An organization category that includes supervisory organizations, matrix organizations, or retiree organizations.

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.

Available dimensions (worktags) on plan lines when you create or amend budgets.

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.

A business process that can be triggered within another, overarching parent business process. Subprocesses can also stand alone as their own business processes.

Supervisory organizations group workers into a management hierarchy. Jobs, positions, and compensation structures are associated with sup orgs and workers are hired into jobs or positions associated with a supervisory organization.

A business entity who provides goods or services. Supplier object has many delivered fields that can be leveraged for reporting. Examples: tax form; DUNS number, supplier categories, groups, classifications

Value used to organize Suppliers for reporting and system logic. Each Supplier is required to have only 1 category.

Transaction that establishes the scope of goods and services that may be purchased from a supplier and the terms. May generate financial obligation/encumbrance.

Valued to organize Suppliers for reporting and system logic. A supplier can belong to 1 or more groups.

Payment voucher for a supplier. The processing of this transaction is prompted by receipt of a paper/PDF/xml invoice from a supplier.

The process in Workday for departments to submit non-procurement-related invoices for payment to central Accounts Payable. These are for payments that are related to goods and/or services provided to the campus/institution. Other payments like refunds and reimbursements will be processed through an ad hoc payment.

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.

Decentralized process where identified department end users can request the creation of a new Supplier, to be reviewed by Procurement.

Documentation supporting a workers ability to return from leave or supplemental documentation that must be submitted once the worker returns to work.

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.

An account associated with and required to launch a Connector or Studio integration. Workday delivered integrations and custom integrations require a system user account for authentication and web service calls. A system user account is not associated with a person in Workday.

Talent Review

A process used to collect pre-set talent information from employees in a formalized process. It serves as an alternative to reminding employees to update their talent information on a case-by-case basis, and allows Managers to review information all at once in a single form.

The date the department intends for a new hire to start. This is a target date and non-binding.

A step, either standalone or in business process, that you must complete. Tasks that are part of business processes will route to be completed in a Worker's inbox.

Tenant is a Workday environment or instance. The program will have several tenants during the implementation that will be used for different purposes, based on a combination of the phase of the project and the workstream (HCM, Finance, Technical, etc.). A couple examples of tenants during the Architect phase would be for functional testing (Foundation tenant - umd5) and data conversion testing (Conversion playground - umd3).

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.

The process of ending a Worker’s employment and no longer working at any of the entities within the ERP (UMES, UMCES, USMO or UMCP).

A time off adjustment that automatically sets the remaining balance of a worker's time off plan to zero upon the worker's termination.

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.

Reason selection from a list of voluntary and involuntary termination categories, to be used for reporting and for routing in the Termination business process.

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.

A set of rules to apply time calculation tags to calculated time blocks for Payroll or other purposes. Example: You could create a time calculation to convert regular hours into overtime hours automatically if a worker works more than 40 hours in a week.

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.

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.

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.

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.

A time entry code describes the type of time a worker enters, such as worked time or meal allowance. To use time entry codes, you must attach them to time code groups, except for the default time entry code assigned to a time entry template.

A template defines how a worker's time entry calendar is configured. Workers are matched to time entry templates through eligibility rules. Workers can only be eligible for one time entry template at a time.

A short-term time away from work with a clear start date, end date, and quantity of hours.

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.

A time period schedule defines which dates are available for entry at a given time and defines which dates are paid in which pay periods. They can line up with pay periods, or, in more complex scenarios, they can be paid on a lag.

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.

A grouping of consecutive time blocks that you can use in standard overtime calculations, time block conditional calculations, and validations.

A To Do is a type of Inbox task to the assigned worker with instructions for completing a task inside or outside the Workday system.This must be marked complete before the workflow will advance to the next step.

Unfreeze Position

Unfreeze Position is used when you are ready to recruit for a position that has been previously frozen.

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 USource is 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.

Placeholders for project resources that you can use to assign tasks and perform resource forecasting without specific resource assignments.

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.

Validation Rule

Mechanism to check transactions for accuracy. Results in a warning or critical error.

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.

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The ability to see objects or data through the Workday user interface, when permitted in a domain security policy.

Work Schedule Calendar

A calendar that defines the days and hours that a worker is scheduled to work. In Time Tracking, work schedule calendars affect time entry options, calendar displays, and time calculations.

A specific and individual location e.g., an office or desk location.

Workday credentials that are granted upon an Employee or Contingent Worker being hired, so they have access to Workday data.

Workday Learning will be your go-to resource for employee development and compliance training and tracking. Employees (including faculty, staff and student workers) will use Workday Learning to explore and enroll in content. Course owners will use Workday Learning to upload and manage courses, track completion and engage with employees through learning campaigns.

An Eclipse-based development environment that enables you to build more complex integrations with Workday.

Workday’s public API. Based on open standards, Workday Web Services (WWS) provide the core method for integration with Workday.

A Worker is an employee or a contingent worker.

The Worker Profile is a quick view of each individual Worker's demographic, job, and organization information. Worker data is viewable in the different tabs of the Worker profile, and view/edit access to this data depends on one's security role access.

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.

Worktag

Worktags are keywords that you can assign to transactions and supporting data to make their business purposes clear and establish common relationships through classification. Example: When workers fill out purchase orders or expense reports they can assign worktags, such as the department and the project it's for.