Related Terms & Glossary: Time Tracking

Related Terms & Glossary: Time Tracking

Time Off

The rules that apply to a specific type of time off, including eligibility rules, whether adjustments are allowed, and limits that differ from the time off plan.

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 Period Schedule

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.

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.

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.

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

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.

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.

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.

Calculated Time

Result of applying time calculations to a worker's reported time. Automates application of company or regulatory rules.

Calculation Priority

Calculation priorities specify the order in which time calculations execute.

Time Type

Describes the time a worker enters onto his or her time entry calendar. They can include time entry codes, projects, and time off.

Conditional Calculation

Time calculation that tags time blocks that meet certain conditions.

Day Breaker

The time of day on which a worker's work day and work week begins. Defines the 24 hour period over which daily time calculations execute and the 168 hour period over which weekly time calculations execute. Unless otherwise specified, the default day breaker is 12am.

Eligibility Rules

Eligibility rules define rules and criteria workers must meet in order to use specific time entry templates, time entry codes, time calculations, and period schedules.

Micro-edit

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

Quick Add

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

Reported Time

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

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

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

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.

Auto-fill

A time entry method that copies time blocks from a worker's schedule or from a previous week onto the current week on the time entry calendar.

Work Week

A seven day period defined by a worker's start day of week and day breaker. By default, begins on Sunday at midnight and ends on the following Saturday at 11:59 PM; however this can be configured for a group of workers through the use of work schedule calendars. Used for time entry and time calculations.

Related Terms and Glossary - Benefits

Benefit Plan

Defines the following:
The coverage levels or amounts available to employees enrolling in an insurance, health care, defined contribution, or spending account plan.
The target populations for a plan (for example, employee, employee + spouse, or employee + children).
Eligibility for benefits, including which benefit groups are eligible for the plan.
Restrictions on the age of covered dependents.
Plan rates and costs.

Benefit Coverage Type

A type of benefits coverage. For example, you can define Medical, Dental, Vision, Group Term Life, Long Term Disability, and Short Term Disability benefit coverage types. Each type can contain one or more specific benefit plans.

You can set rules for benefit elections at the benefit coverage type level. For example, you can restrict an employee to selecting only one plan of a specific coverage type. You can also specify which coverage types are available for employee election during which benefit events.

Benefit Event

An event in the employee's life that gives the employee the opportunity to change benefit elections. These include staffing changes (for example, getting hired or promoted) but also "life events," for example, getting married or having a new child.

Benefit Event Rules

These rules specify coverage increase limits, EOI requirements, waiting periods, and other rules and conditions of enrollment for benefits enrollment events.

Benefit Event Type

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

Benefit Group

Identifies workers who qualify for similar benefit plans and elections. Workday builds benefit groups dynamically based on eligibility rules that control group membership; all workers who meet the criteria specified in a group's eligibility rules are automatically assigned to that group. For example, you can create benefit groups by defining eligibility rules that assign executive management staff to one group, salaried employees to a second group, and hourly employees to a third group.

Benefit Validation

Restricts the coverage options available to workers under a specific benefit plan.

For example, you can restrict the maximum age of dependents covered under a plan or the maximum and minimum coverage amounts.

Benefit Defaulting Rule

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

Related Terms and Glossary - Cross Applications

Related Terms and Glossary - Cross Applications

Business Object

Workday stores your data as business objects—organizations, workers, positions, and so on—which can be thought of as database tables or worksheets in Excel. Just as a database table or worksheet has columns and rows, a Workday business object has fields and instances. A business object is composed of a set of related fields, similar to how a table or spreadsheet is composed of a set of related columns. Instances of a business object in Workday are like rows in a table or spreadsheet, with each instance representing a unique occurrence of that type of object such as an organization or worker. A business object can have no instances, one instance, or many instances. Workday automatically links related business objects together. For example, purchase order lines are linked to a purchase order header, the purchase order header is linked to a supplier, the supplier is linked to a company, and so on.

Business Process Definition

The set of tasks that need to be completed for an event to occur, the order in which they must be done, and who must do them. Workday includes a number of predefined business processes for different purposes. You can edit the default definitions for your organization. You can also create different versions of the same business process for different organizations.

Business Process Instance

A business process that the initiator has started. For example, the Hire Employee for Organization X business process definition becomes an instance when the initiator uses it to hire a particular applicant.

Business Process Security Policy

A business process security policy secures the initiation step, step actions and process-wide actions including view, rescind, cancel and correct. It specifies which security groups that have access to each action.

Cancel (Business Process)

Canceling a business process stops the workflow in progress and reverses any changes made to Workday data. It is also a securable action in a business process security policy.

Correct (Business Process)

Correcting a business process changes a specification or data in the workflow while in progress. It is also a securable action in a business process security policy

View (Business Process)

Viewing a business process means seeing its status and reporting on it. This is a securable item in a business process security policy.

Rescind (Business Process)

Rescinding a business process operates on completed business processes. It completely reverses all changes made to Workday data. It is also a securable action in a business process security policy.

Approve

Designated participants in a business process, with a defined responsibility in this type of event, indicate they approve the proposed action. (The business process can proceed to the next step.)

Deny
Designated participants in business processes, with a defined responsibility in this type of event, indicate that they deny the proposed action The business process is not authorized to proceed to the next step. In some cases the entire business process may be terminated and all Workday data is restored to its state before the business process started.

Task

A business process step that you must complete. For example, task alert notifications are triggered by steps in a business process.

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.

Conditions
Conditions are one or more logical matches that are resolved to True or False and used to decide if some action should be taken. For example, you can add conditions to steps in a business process to determine if the step should run.

Derived Roles
Roles can be assigned to a user when he is given a responsibility within a functional area, such as HR partner or compensation partner for a particular organization.
You can have different roles in relationship to different organizations. For example, you could be a compensation partner for one organization and an HR business partner for another organization.

Dimension Some aspect of or perspective on data that you want to use as the basis for analysis. For example, for financial accounting, you can analyze revenue by customer, by channel, or by marketing campaign. For expenses, you can analyze costs by cost center or by project. All of these are dimensions. Dimensions are usually created with worktags.

Domain

A domain is a collection of related securable items such as actions, reports, report data, report data sources, or custom report fields. Each domain is secured by a domain security policy.

Domain Security Policy

A domain security policy is a collection of related securable elements of different types and user-specified security groups that have access to elements of each type.

Event

A transaction that occurs within your organization, such as hiring or terminating an employee.

Get (permission)

Get is an integration action that retrieves Workday data. It is a permission that can be granted in a domain security policy.

Home (landing page)

If enabled, Home becomes the default landing page for the user.

Intersection Security Group

An intersection security group is one whose members are other security groups. Workers associated with all included security groups are granted access through an intersection security group.

Initiation Step

An initiation step is the first step of a business process.

Instance

An instance refers to one unique occurrence of a business object, for example, your Executive Management organization, or John Doe, the worker.

Job-Based Security Group

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

Landing Page

Landing pages display a collection of different worklets to enable you to quickly view data and perform tasks. There are different landing pages and display formats (grid or wheel) to support different functions. Some common landing pages are My Workday, My Workday 2.0, All About Me, and My Team. There are other specialized landing pages, such as dashboard landing pages.

Location Membership Security Group

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

Modify (permission)

Modify is an action through the Workday user interface that can be permitted on securable items in a domain security policy. It includes view permission.

Organization Security Group

An organization security group is one whose members are any workers assigned to that organization.

Predefined security Group

Workers are assigned to the predefined security groups 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 Applicant.

Put (permission)

Put is an integration action that adds or changes Workday data. It is a permission that can be granted in a domain security policy.

View (permission)

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

Role-Based Security Group

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

Roles

Roles define a group of people with specific responsibilities and permissions. When a business process runs, the role for each step includes all of the workers in that role in the business process target organization.

Securable Item

A securable item is an action, report, or data that is part of a security policy. You can secure access by defining the security policy to restrict access to the item to specified security groups. Related securable items are grouped into domains. Also, business-process-related actions are securable items.

Security Group

A security group is a collection of users, or a collection of objects that are related to users. Allowing a security group access to a securable item in a security policy grants access to the users associated with the security group.

Segment

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

Subfield

Subfields are additional details about a field, like a master/detail relationship. Subfields are used when creating reports using Report Writer.

Target

The object that a business process operates on. For example, for business processes that deal with an employee record, the target is the employee. For business processes that deal with a financial object, such as an accounting journal, the accounting journal is the target. Since the target determines the organization, it controls which business process custom definition Workday uses.

User-Based Security Group

A user-based security group has workers as members. When used in a security policy, it grants access to the securable items to all members of the group.

Worklet

A compact report displayed as a "tile" on the My Workday page, providing easy access to tasks and information you use on a regular basis. Examples are My Leadership Roles, Open Positions, Anniversaries, and so on.

Worktag

A named attribute that you can assign to events and objects to indicate their business purpose. For example, you can create a Customer worktag, whose values are the names of your customers. You can use the worktag to assign a customer to an expense in an expense report or a product sales event.

Assignable Roles

You can assign positions to organization roles. Depending on your staffing model, a position may or may not necessarily have a worker specified

Standard Report

Standard reports are reports that come delivered with Workday. They are developed by Workday and are delivered to all Workday customers. Depending on the reporting requirements, standard reports may be defined using the Workday Report Writer or in XpressO (Workday's internal development tool). Standard reports that were designed using the Report Writer can be copied to create a custom report and then modified according to your requirements.

Custom Report

Custom reports are designed and built by customers using the Workday Report Writer. They can be created new or as a copy of another standard or custom report.

Advanced Report

One of the 8 Types of custom reports. An advanced report provides all the features of a simple report, plus more advanced ones such as accessing related business objects and producing multiple levels of headings and subtotals. Advanced reports also enable the use of sub-filters, run time prompts, charts, worklets, and report sharing, and provide the ability to expose the report as a web service.

Temporary Report

You have the option to make any custom report temporary. When creating or copying simple report types, you can select the Temporary option when creating the report, resulting in automatic deletion of the report after 7 days. Similarly, for advanced and matrix report types, you can set the Temporary option when creating the report, and by default the report will be deleted automatically after 7 days. You change the default deletion date on the Advanced tab of the report definition.

Matrix Report

You can create 3 types of custom reports: simple, advanced, and matrix. A matrix report forms the foundation for custom analytics. It summarizes data by one or two fields that contain repeating values. The resulting matrix is displayed as either a table or chart that users can drill through to see the associated details. You control the specific detail data users should see when they drill down by selecting the desired fields when defining the report. Matrix reports also provide features such as filtering, run time prompts, worklets and report sharing.

Drill down

Matrix reports enable you to drill down to see underlying data. When you click on a drillable element (such as a drillable field in the table view or a column, line, or pie segment in the chart view), a context menu appears that enables you to select a new View By field. If the Enable Drilldown to Detail Data check box is selected on the Advanced tab of the report definition, you can also select Details associated with the selected report element.

Simple Report

You can create 3 types of custom reports: simple, advanced, and matrix. A simple report provides straightforward design options for the beginning or occasional user to create reports quickly and easily.

Contextual Custom Report

A contextual custom report is a custom report created by selecting Reporting > Create Custom Report from Here from the related actions menu of a Workday object . It simplifies the selection of data and fields by limiting choices to those related to the context of the object.

Dashboard (landing pages)

Several dashboards are delivered with a number of worklets pre-configured that are specific to a functional area, like Talent Management or Workforce Planning. Since these worklets are built with the report writer and report-specific calculated fields, you can copy and modify them if you have unique requirements. You can add additional custom worklets to these dashboards using the report writer.

Data Source

A data source defines a particular set of business object instances for reporting purposes. A data source is similar to a database view, except it is more flexible in two key areas. First, a database view always returns a flattened out tabular data structure, whereas a data source can return hierarchical data structures. Second, a database view requires that technical staff manually join related tables together, while a data source automatically allows reportable access to all business objects related to those in the data source.

Primary Business Object

When defining a report, the primary business object is the business object returned by the data source.

Related Business Object

When defining a report, fields that return objects related to the primary business object are said to contain related business objects. These related objects may have their own set of fields that can be included in the report as well.

Report Data Sources

Predefined groups of logically related fields, used when creating reports with Report Writer, which define the data in the report row. For example, the report data source “Employees” contains contact information, personal data, and identification information. Report data sources also include which roles have access to see the report data.

Prompt (Reporting)

A Report Writer report can be defined so that it prompts the user for filtering criteria when they run the report. Report prompts can also be "built in" to a data source.

Field (Reporting)

In a Report Writer report, a field contains data related to a particular primary or related business object.

Filter

Sorts out undesired data, used when creating reports with Report Writer.

Functional Area

A functional area is a collection of domain or business process security policies that are related to the same set of product features, for example, Benefits or Compensation.

Related Terms and Glossary - Payroll

Related Terms and Glossary - Payroll

Compensation Element
The smallest unit of compensation for a worker in a specific position. Workday uses compensation elements to determine the amount, currency, frequency, and other attributes of a worker’s compensation.
Compensation elements are linked to compensation plans. For example, Base Pay, Car Allowance, and Commission can be mapped to any compensation plan, but not to merit plans.

A Compensation Element Group is a collection of compensation elements. For example, the group Standard Base Pay can be composed of multiple compensation elements. Compensation elements do not need to be grouped, and groups are optional.
Payroll earning codes linked to a compensation element allow Workday Payroll and Payroll Interface to include the applicable compensation in payroll. See the Compensation Element tab on Create Earning.

Worker Eligibility
Used to identify whether, for whom, and what conditions to resolve an earning or deduction. On the Criteria tab of Create Earning and Create Deduction.

Off Cycle
An unscheduled payroll run, such as manual, on demand, or reversal. Enables you to issue additional or replacement payments.

On Cycle
A scheduled payroll run.

Additional Payment
An off cycle payment made in addition to a worker's scheduled on cycle payment. You can process additional payments as part of a manual payment or on demand payment.

Balance Period
The period of time, such as current period, month-to-date, quarter-to-date, or year-to-date, over which Workday calculates a pay component value.

Worker Tax Elections
A worker's marital status, number of elections, exemption status, and other information, as specified through the Add Worker Tax Elections task.

Forward Accrual
Estimates payroll payments to be made in a future payroll period that spans two financial reporting periods.

Pay Group
A group of workers defined to have their pay calculated and processed together. Workers in a pay group must share the same period schedule.

Pay Group Detail
The combination of a run category and period schedule defined for a pay group, such as a regular run category and weekly period schedule. A pay group can have more than one set of pay group details.

Payment Elections
Control how to pay workers for each type of pay that they receive, such as regular payments and bonus payments. They also control how to handle expense reimbursements for workers. Payment elections designate the payment type (check or direct deposit), account information for direct deposits, payment order, and the distribution of balance for split 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.

Payroll History
Payments made to employees before using Workday Payroll, that are loaded into Workday to establish starting balances for workers.

Payroll Input
Rates, units, amounts, or other values that you enter manually or load into Workday Payroll for a worker's on cycle or off cycle run. Sometimes referred to as worker input.

Pay Rate Type
Defines whether the worker is paid a salary or a certain amount per unit of time, for example, hourly or weekly. Defined by country and associated with job profiles and, by extension, with employees in that job profile.

Pay Run Group
A convenience feature used to process multiple pay groups with the same period schedule at the same time. When adding a pay group to a pay run group, you select which of the pay group’s run categories to include. The selected run categories must share the same schedule.

Gross-to-Net Proration
Proration of a worker's gross-to-net pay as a result of certain mid-period changes, such as a change in tax authorities, that creates sub-periods. Gross-to-net proration results in a separate payment for each gross-to-net sub-period.

Manual Payment
An off cycle calculation that records check or cash payments made outside Workday Payroll.

Nonactive Worker
A worker with a status of Terminated or On Leave for payroll processing purposes. A run category can define rules for processing nonactive workers.

No Retro Processing Prior To Date
The earliest date that Workday can process supported retroactive changes for a worker.

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

Pay Accumulation
Returns values used in gross to net pay calculations. Sums (can add and subtract) the value of a group of earnings, deductions, pay component-related calculations (PCRCs), pay component groups, and other pay accumulations. Workday delivers several predefined pay accumulations, such as Federal Taxable Wages by Company and Local Withholding Subject Wages by Company.

Pay Component
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 Group
A collection or combination of related earnings, deductions, or pay component related calculations that are combined to simplify payroll calculations. Workday provides several pay component groups, such as Employer-Paid Benefits, Pre-Tax Deductions, and Federal Taxable Wages which you can modify, and you can create your own tenanted pay component groups, such as 401(k) Eligible Wages.

Pay Component Proration
The proration of an earning, deduction, or pay component related caculation in response to a mid-period change to a worker's compensation. Workday can proportionately calculate the pay component for each sub-period.

Pay Component Related Calculation
A related calculation that is used in the definition of an earning or deduction.
For example, the earning, Hourly Pay, uses a calculation of Hours (unprorated) x Rate. Assigning the related calculations of Hours (unprorated) and Rate to the earning, forms two new pay component related calculations.

Payroll Reporting Code
Codes assigned to workers to capture information for quarterly state tax filing or new hire reporting. For example, unit codes for Minnesota or branch codes for California.

Payslip
Online or printed summary of an employee's gross-to-net earnings. Also referred to as a pay stub.

Period Schedule
Defines when and how often to process payroll. Defines payment dates and forward accruals, using a Period Start Date, Period End Date and Payroll Payment Date. You can associate period schedules with any run category or pay group with the same payment frequency.

Proration
Used to create sub-periods when there is a change in the workers compensation mid-period. Proration is set up on the Calculation Details tab of Create Earning or Create Deduction and the Compensation Element tab of Create Earning. Can be based on calendar days on days worked (work shift).

Related Calculation
A calculation that returns a value, such as hours, rate, or percent, that can be used to resolve earnings and deductions, to display on pay results, or for other calculation purposes.
See also: pay component related calculation.

Replacement Payment
An off cycle payment that replaces a worker's on cycle payment in a period that is in progress or not yet started. You can process replacement payments as part of a manual payment or on demand payment.

Reversal
An off cycle calculation that reverses the results of a completed pay calculation for a worker.

Run Category
Defines a type of payroll run, such as regular or bonus. Specifies criteria for processing employees by status (Active, Terminated, On Leave), components to calculate automatically for on cycle and off cycle runs, whether a supplemental tax rate applies and other details. Run categories are assigned to pay groups.

Taxable Wages
All of a worker's wages subject to a particular tax, excluding those for exempt positions and those that exceed a wage cap. For example, in the U.S., OASDI has a wage limit of 110,100 for 2012. An employee with 2 positions and total wages of 200,000 (60,000 of which is for a position that is exempt from FICA) has subject wages of 200,000 and taxable wages of 110,100.

Subject Wages
All of a worker's wages subject to a particular tax, including those for exempt positions and those that exceed a wage cap. See Taxable Wages.

Sub-Period
Created when there is a change in a worker's compensation mid-period. Payments are prorated over each sub-period according to the change in compensation and the settings on the Compensation Element tab of Create Earning.

Supplemental Earning
Any compensation paid in addition to an employee's regular wages that includes, but is not limited to, severance or dismissal pay, vacation pay, back pay, bonuses, moving expenses, overtime, taxable fringe benefits, and commissions. In Workday, only supplemental earnings can be grossed-up.

Supported Retro Transaction
A type of transaction entered for a prior period, such as a retroactive compensation change, for which the Retro Pay Calculation process can automatically recalculate employee earnings and deductions.

Unsupported Retro Transaction
A type of transaction entered for a prior period, for which Workday cannot automatically recalculate employee earnings and deductions. Workday identifies these transactions for you, so that you can manually enter the necessary adjustments.