HRIS Glossary of Terms

Transcription

1 HRIS Glossary of Terms

2 Contents A... 2 B... 4 C... 5 D... 6 E... 6 F... 7 H... 7 I... 8 J... 8 K... 8 L... 8 M... 9 N... 9 O... 9 P R S T U V W GLOSSARY - 1

3 A Term Abbrev. Academic Teachers within the academic portfolio are: Professors Assoc. Professor Assist. Professors Assist. Professors Cond Lecturer/Sr. Lecturer Instructor/Sr. Instructor Actions (0000) Business processes within Human Resources, for example, hiring a new employee, can be simplified by using what is known as Actions. Actions combine related infotypes into groups. Action Date Action Reason Addresses (0006) Effective date of a personnel action for an employee. Why a personnel action is performed. For example, New Hire The Addresses screen stores information on the employee s address and telephone number. An Address Subtype specifies which address this information relates to. The Addresses screen stores different types of addresses such as: Permanent Residence (employee s home residence) Emergency Address Physical Location ( this is used when the employee is physically located in another building or campus) Hospital Address (this is used when an employee is in a hospital location) Payroll Statement Address (The payroll statement address is updated automatically after each pay run and displays where the GLOSSARY - 2

4 statement will be delivered. Business Officers do not have access to update this address subtype). Official Tax Address (this address type is updated automatically once a year before the tax slips are run. Business Officers do not have access to update this address subtype). The mailing address for both the pay statement and tax slips is determined by the employee information in HRIS. For example, if the employee is Appointed, the default address will be the Campus Address or Hospital Address. If the employee is non-appointed then the default address will be the home address. Adjunct Individuals who are employed elsewhere in a position that is not primarily academic in nature, who have special skills or learning of value to a division and who may provide services for which recognition is desirable may be appointed as an Adjunct faculty member. For example: Faculty of Law describes them as: Leading members of the bar and bench that bring their expertise in particular areas, as well as their experience as advocates, negotiators, drafters, policy-makers and adjudicators, to the courses they teach. They make a significant contribution to the teaching program and to social life at the Faculty as teachers, moot court advisors, workshop participants, and mentors. Administrative Stipend Appointed Position Appointment Detail (9009) Additional payment given to an Academic to perform administrative duties. Academics are the only ones that can receive Administrative Stipends Appointed Positions are used when hiring an employee into an appointed staff category within the University. Employees in Appointed positions are eligible for U of T Benefits. The Appointment Detail screen is used to record the following: Validity dates and contract types per funding GLOSSARY - 3

5 source (CC/CFC/Int.Order/Fund) Position Appointment Date (Multiple Positions) Salary [change] data by funding source Wage Type T4 Appt Staff-Sal pd IncReason for Salary Changes. For example, USW Grid Progression The end date on this screen is used to determine the date to which the Salary Reserves are calculated for appointed salary. Although the payroll program does not look to this infotype for payment purposes, this infotype must be completed and saved for Human Resources reporting requirements. B Bank Details (0009) Basic Pay (0008) The Bank Details (0009) screen is where the employee s bank account data is stored. If the payment method used is F Electronic Funds Transfer the employee s net pay will be electronically deposited to their bank. If the payment method used is C a U of T Canadian Dollar cheque will be issued The Basic Pay (0008) screen stores the following information for appointed monthly paid employees employee s annual salary data employee s monthly salary data working hours per payroll period. The hours on this screen must match the hours of the on the Planned Working Time screen (0007) Cap.Util.lvl is the percentage of time the employee works. The percentage on this screen must match the employment percentage on the Planned Working Time Screen (0007). For Casual employees the basic pay screen displays the default working hours and the default Cap Util lvl and the standard hourly rate. Batch Data Communication BDC A report that shows data that has been updated into the system. The report gives information on entries that have been processed and entries that have errors. An example of a BDC session would be when you are GLOSSARY - 4

6 updating HRIS using the Fast Entry Processing utilities. C Casual (nonappointed) employee Change Function Clinical Stipend Company Code Confidentials Contract Elements (0016) Copy Function Cost Centre Employees who are hired within the casual staff category Used for changing original information only. If new information is being recorded use Create or Copy Function. Payment for work for an employee in a Clinical position This should be used for Academics in the Faculty of Medicine/Dentistry only. The smallest organizational unit for which a complete selfcontained set of accounts can be drawn up for purposes of external reporting. A staff group in HRIS This screen displays the type of contract an employee has, for example Term or Continuing. Takes an existing record and duplicates all information, allowing for changes. Creates a history for the new action. Organizational unit within a controlling area that represents a defined location of cost incurrence. The definition can be based on: Functional requirements Allocation criteria Physical location Responsibility for costs Cost Distribution (0027) Create Function Cross Appointment Displays the account(s) to which the employee s wages are charged to. Used to begin a document record for an employee. Creating new Action maintains a history. (see Actions) Cross appointment is to attach an employee into two positions. Cross appointment can be used for appointed and nonappointed employees GLOSSARY - 5

7 D Data Verification Report This is a report that will show any errors against an employee s record. This report should be run any time there has been a change to an employee s record Date Specifications (0041) Delete Function Delimit Stores key dates in an employee s employment history. i.e. Hire Date, Vacation start date, USWASeniorityCalDate May be used to delete a mistake on an employee master record ONLY IF a payroll has not been run for that employee. Prior to deleting any payment screen for example: 0014 & 0015 (infotypes) contact the Central Payroll Department. Replaces the existing end date of an HR Master Data record or infotype with a new end date for that record. E Education (9002) Emeritus/Emerita Status Stores an employee s Accredited Degree/s Information This is a status given to retired academics male or female. This status is not automatically given it must be applied for by the retiring academic Employee Group EE Group Organizational unit for which personnel provisions can be specified. Example: Employee groups Employee Subgroup EE Subgroup 1 Active Employee 2 - Withdrawn A more defined unit for personnel provisions which falls under an EE group. GLOSSARY - 6

8 Example: Employee subgroups within the 1 Active employee Extended Relocation Period * 01 Hourly * 03 - Salaried This is an unpaid absence given to a released employee. This was is used for employees that were released but not terminated so that they may be considered as internal candidates for job posting within the University F Fast Entry Templates Federal Tax (0463) Excel spreadsheet use to enter hours worked for an employee. Screen where the employee s tax credit information is stored. i.e. Information from the employees TD1 form Fellow Full-Time Appointed Full Time Equivalent FTE A student staff category in HRIS An employee hired into a full time appointed position works 100% The percentage the employee works. Funds Centre CFC Account number the employee s wages are charged to. Each department have their own set of Fund Centre s H Hiring Human Resource Information Systems HRIS Action in HRIS used to begin a record for an employee. System where information is stored. i.e. personal data, payroll data, benefits data GLOSSARY - 7

9 I Infotype Infotype Group Data that is grouped according to content. (See also SUBTYPE.) Sequence of related infotypes that are displayed one after the other for maintenance purposes when a personnel action is performed. J Job Organizational object that is used to create positions when you are creating an organizational plan. Jobs are a general classification of functions in an organization, that are defined by the tasks and characteristics assigned to them. Job descriptions apply to several different positions with similar tasks and characteristics. K Kronos The company responsible for collecting automated time and attendance data. (This is not used throughout U of T. There are different time and attendance applications such as Timelink also being used) L Long Term Disability LTD An unpaid sick absence. Must be approved before an employee can be on LTD GLOSSARY - 8

10 M Membership Fees (0057) Monitoring of Tasks (0019) This screen enrolls unionized staff for union dues. On this screen you can enter important dates on which actions needs to be taken at a future date. i.e. End of Probation or End of Contract N Non-Budgetary Appointment Nonpaying appointment given to an Academic. Non-Budgetary appointment cannot be give within the same department employees holds their main appointment in. O Organizational Assignment Organizational Unit Organizational Unit Transfer Original Hire Date Overload Stipend Organizational Assignment shows the 'Main or Primary' position for the employee. A user defined unit which carries out certain functions within a company. Departments are examples of Organizational Units. When an employee is transferred from one Organizational Unit (department) to another Organizational Unit within the University The beginning date of employment. Payment for Academics who have assumed additional teaching duties, not related to their main position. i.e. SGS courses This only for Academics GLOSSARY - 9

11 P Part-Time Appointment An employee who does not have a 100 % appointment. Personal Data (0002) Personnel Action Personnel Area Personnel Sub-area Personnel Structure This infotype stores data to identify an employee such as Name, Birthdate and SIN number Personnel procedures such as hiring or terminating an employee. Each Personnel Action contains the infotypes that must be maintained to record the personnel action. The infotypes are reviewed in succession so they can be maintained (see Actions) Organizational unit representing an area within an organization according personnel administration For example, Appointed, 0002 Non-Appointed Organizational unit that represents part of a personnel area according to personnel administration, time management, and payroll accounting criteria. For example, 0100 Academic, USW Describes an employee s position in a company from the individual employee s view. The administrative personnel structure consists of the following elements: Employee Group Employee Subgroup Payroll accounting area Organizational key The organizational personnel structure consists of the following elements: Phased Retirement Planned Working Time (0007) Position Job Organizational Unit When an employee works less than 100% for a period of time until they completely retire. This infotype contains the work schedule, percentage of employment, daily, weekly, monthly and annual hours for and employee. GLOSSARY - 10

12 Position (Organizational object (object type key S), which is used to distribute tasks to different posts in an organizational plan as well as to model the reporting structure between posts. Positions are concrete and are occupied by holders (employees), purchasing administrator, golf course manager or secretary in the marketing department, for example. Positions are different from jobs. A job is not concrete, but rather a resource used to create various positions with similar tasks and features. Probationary Increase Professional/Managerial Employee Promotion Provincial Tax PM Wage Increase for employees who have completed their probationary employment period. Staff group within HRIS When an employee is promoted into a higher position or status Screen where the employee s tax credit information is stored. i.e. Information from the employees Ontario TD1 form R Rank A level given to Academics. i.e. Assistance Prof, Associate Prof. Reclassification Recurring Payments Redeployment To change a previous classification. i.e. Position, Job To pay someone the same amount for a continuing period of time for a series of pay dates Redeployment Pool is an unpaid absence in HRIS. It is GLOSSARY - 11

13 Pool Reduced Time Compensation Rehire Rehire Date only applicable to USW employees. It defines USW employees who have been released but are still considered as internal candidates for job placement When an employee works less than 100% To bring back a previous employee Date an employee is hired back into the system. Reporting Tree Retirement Retirement Eligibility Date A list of reports with in HRIS A reason why an employee ceases employment Date on which employee is eligible for retirement plan. Will default to hire date and must be manually maintained based on company policies. S Semi-Retirement When an employee works less than 100% Status-Only Stipend Subtype An nonpaying appointment give to Academics Payment for extra work performed by an appointed employee. Further subdivision of an infotype. An infotype can be subdivided into a subtype, for example: * Infotype 'Family' Subtypes 'Spouse', 'Child' * Infotype 'Addresses' Subtypes 'Home address', Mailing address' Subtypes 'Permanent residence', 'Secondary residence'. Systems, Applications, Products SAP Systems, Applications, Products. The actual Windowsbased software which controls the data in the Retail, Accounting and Human Resources modules. GLOSSARY - 12

14 T Tax Assignment (0461) This screen holds the jurisdiction from which province the tax will be deducted from. This screen will always default to Ontario as we only deduction taxes for the province of Ontario. Tenure Termination An Academic status given to Academics only To leave the University, no longer employed U United Steel Workers UTORAUTH Letter USW Staff Group in HRIS New employees at the University require a UTORid account as well as complete instructions for creating the UTOR account and obtaining a library card. This process has been incorporated into the Personnel Actions screen where Business Officers can conveniently generate this information for employees in the form of the UTORid account letter. GLOSSARY - 13

15 V Vacation Payout Valuation Basis When an employee is paid out in dollars for vacation earned instead of taking vacation time off. This indicates whether the annual salary is derived from a table or not. For example: USW grid W Wage Type A description of a type of income to be paid. GLOSSARY - 14