PAYROLL/HRMS

Glossary

A B C D E F I J L M N P R S T W

Action

Changes to position or employee job data resulting from such activities as position changes, promotions, transfers, terminations, pay rate changes, and leaves of absence are entered in the Position Data or Job Data panels. The codes classifying the types of actions are called Action Codes.

Action/Reason

Actions are used to specify why a position and/or an employee status has changed (e.g. termination). A reason supplements the action (e.g. resignation).

Additional Pay

The Additional Pay panels are used to pay employees money that they may receive in addition to their regular pay. There are various types of additional pay, which may include:

Supplemental Compensation
Staff Award

Annual Benefit Base Rate

The amount on which an employee's benefits are calculated. Usually, an employee's benefits are based on their compensation rate. However, the Annual Benefit Base Rate can be different than an employee's Compensation Rate because of other calculation factors (i.e. birth date).

Annual Rate

Annual Rate is the amount of earnings a regular employee will receive if the employee works for the entire duration of the fiscal year. For budgeting purposes, this amount of money is typically reserved at the beginning of each fiscal year to be used towards paying the employee throughout the course of the year. The calculation of Annual Rate is as follows:

Monthly Employees
- Monthly Compensation Rate x 12 months
Biweekly Employees
- Hourly Compensation Rate x Standard Hours x 52 weeks

Base Rate of Pay

The actual salary or wage an employee receives for services rendered within the pay range of the classification.

Base Wage Rate

The hourly rate paid for a job excluding differentials, overtime, or premiums.

Benefits Class

The Benefits Class defines the benefit plan(s) an employee is eligible to select.

Biweekly Employees

Employees who get paid biweekly, or all non-exempt employees.

Change Amount

The Change Amount indicates the change in compensation rate, by amount. It compares the current row's compensation rate against the previous row's compensation rate to calculate the change amount.

Change Percent

The percent an employee's salary changes.

Check Boxes

Certain fields are accompanied by a checkbox. If the box is checked with an "x" than it means "yes" for that function.

Compensation Rate

The amount the employee is paid for their position expressed as either an hourly or a monthly rate.

Concurrent Positions

When an employee holds two or more separate positions. The data specific to each of these positions (Department, Title, Compensation Rate, Funding Source, etc.) is maintained on separate employment records for the employee.

Date of Last Increase

The date of an employee's last salary increase.

Default

Data that is automatically displayed by the system based on data taken from another part of the system or a set of rules.

Department ID

5-digit field that holds the Department-level Organization values.

Dialog Box

The box that requests information to generate a search of existing items when using the action of Update/Display or establishes a new item when using the action of Add.

Drop Down List Box

These boxes have an arrow on the right side. You must click on the down arrow to get a list of appropriate values for this field.

Drop-Down Menu

The words across the top of the screen that allow panel navigation and data storage.

Earnings Codes

These codes are abbreviations used to describe the earning types that are valid for one or more Pay Groups. Earnings Codes describe the type of hour, its associated pay and taxing, and its effect on leave balances

EEO Class

Indicates how the employee is counted in Affirmative Action Reports.

Effective Date

The Effective Date allows you to keep historical, current and future information in tables. It reflects the date when the action you are entering is to become valid. You can enter Effective Dates with the current date indicating that the action is effective immediately. You can also enter Effective Dates with a future date, meaning that the action will become effective on that date in the future. Transactions, which occurred prior to the current date, can also be entered. Any action entered with an Effective Date prior to the current date will be routed to Office of Human Resources for their review, and if necessary retroactive processing.

Effective Sequence Number

This field allows for multiple actions effective on the same date. When multiple actions are necessary, the first action for the Effective Date being used is Effective Sequence #0, with each succeeding action after that, for the same effective date using Effective Sequence #1, #2 on up. You need to manually enter the sequence number after entering the Effective Date if you are entering multiple actions on the same date.

Effective Dated Rows

The additional rows used to store more information. For example, when information changes for a particular field, you store additional information in a new row. You can predate information to add historical data to your system or postdate information to enter it before it actually goes into effect.

Employee ID (EmplID)

Employee identification number. This number will be assigned after an employee is entered into the human resources system.

Employment Record Number (EmplRcd#)

The employment record number is usually "0." However, if an employee holds multiple positions, he/she will have more than one employment record.

Employee Type

The Employee Type identifies how compensation is determined; hourly or salaried. All employees who receive their pay on a biweekly basis are hourly. All monthly employees are salaried.

End Date

The end date of an activity such as the date an additional pay.

Exempt

A position in the organization that is not subject to minimum wage and overtime provisions of the Fair Labor Standards Act (FLSA).

Exempt employees do not receive overtime pay, receive monthly pay, have flexibility to determine hours required to perform a job, and are paid a salary regardless of hours worked.

Expected Return Date

The date an employee is expected to return from a leave of absence.

Fair Labor Standards Act (FLSA)

An Act passed by Congress in 1938 that mandates a national minimum wage and overtime to be paid to hourly workers who work more than 40 hours in a work week.

Field

A searchable structure into which types of information may be stored.

FLSA Status

FLSA Status identifies whether a position is exempt (not eligible for overtime/compensatory time) or non-exempt (eligible for overtime/compensatory time).

FTE

Full time equivalency-expressed in a percentage, the number of regularly scheduled hours of work for one week, divided by 40. Used primarily for determining benefit eligibility.

Future Date

An effective date that is greater than or equal to the current date.

Incumbent

An employee assigned to a position.

Job Code or Job Code Number

This field is the numerical ID for the job title (classification) associated with the position. The entry date is the date the employee entered the job title. This date defaults into the field from the Effective Date of the transaction.

Job Requisition

A job requisition is created when a department has a new or vacant position to post. The job requisition contains the information about the position's requirements and duties as well as recruitment information needed to post the position.

Leave Plan

There are three leave plans for which leave balances are maintained:

Sick Leave
Vacation Leave
Military Leave

List Box

List boxes display those items generated by the search record. The search record is initiated by the input into the dialog box.

Marital Status Date

The date the change to the employee's marital status occurs.

Max Head Count

This field identifies the maximum number of employees that will fill one position number.

Monthly Employees

Employees who get paid monthly, or all exempt employees.

Navigation

Movement between the panels of the system.

Non-Exempt

A position that is subject to the minimum wage and overtime pay provisions of the Fair Labor Standards Act (FLSA). Non-exempt employees are eligible for overtime, substitute overtime pay with compensatory time if employee agrees, have managers authorize overtime, receive biweekly pay, and have an hourly pay frequency.

Panels

The screens on which you enter data or view previously entered data.

Pay

Money received for work performed.

Pay Group

Pay Group is used to identify different pay types and frequencies. There are biweekly (non-exempt) and monthly (exempt) pay groups.

Pay Range

A division of a salary schedule to which classifications are assigned.

Phone

The employee's office phone number.

Position

A position is a description of the work that an individual does or will do for the organization.

Position Change

A Position Change occurs when data attached to a specific position number is updated

Position Management

Position Management is a method of maintaining as a separate entity, all information specific to a position that remains constant as employees enter or vacate positions. The position data is then carried forward (or defaulted) into the panels used to hire to make that process less time-consuming and more efficient.

Position Number

This number is used to track specific information (title, department, location, etc.) that remains constant to a position as employees enter or vacate positions (when an existing position number is entered). The position data information is then carried forward or defaulted, (e.g. Regular/Temp status, Full/Part Time, Standard Hours, etc.) into the panels used to hire.

Procedure

A particular way of accomplishing something. It is a step in a process or a series of steps followed in a definite order; an established way of doing things.

Process Monitor

The process monitor is the panel that follows the status of the three edit programs involved in the validate and lock process. The Process Monitor icon is located in the Windows task bar. When you double click on the icon, the Process Monitor panel will appear. You will be able to see if the edit programs have successfully completed. The status will read one of the following:

Queued-still in line to run
Initiated-the program has started running
Processing-the program is running
Success-the program is complete
Error-there has been an error in the program

Reason

This code identifies a specific reason for an Action.

Reclassification

The act of changing the classification of an existing occupied position.

Row

The entries for each field table.

Scroll Bar

Horizontal or vertical bars that allow you to scroll the contents of a window either left to right or up and down, using the mouse. Use the scroll bars by clicking on the up or down arrows or by clicking any spot on the bar.

Search Dialog Box

This box allows you to narrow your search for a specific record. To get to the Search Dialog Box hit Control F4.

Termination and Rehire

If there is a break in service between the end of one position and the start of a new position, follow the steps for a Termination and Rehire.

Total Compensation

An individual's complete pay package that includes cash, benefits, services and other perquisites.

Transfer

An employee is transferred anytime an employee leaves one position and takes another position without a break in service and the transfer does not involve a classification increase or decrease. The new position can be either within the employee's current department or involve a move to another department.

Wage Rate

An individual's hourly rate of pay.