hris glossary of terms -...

HRIS Glossary of Terms

Glossary of Terms

University of Toronto– HRIS Glossary 08-2013 (FINAL) 8/28/2013

GLOSSARY - 1

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 .................................................................................................................................... 10

R ................................................................................................................................... 11

S .................................................................................................................................... 12

T .................................................................................................................................... 13

U ................................................................................................................................... 13

V .................................................................................................................................... 14

W ................................................................................................................................... 14

Glossary of Terms


GLOSSARY - 2

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 Effective date of a personnel action for an employee.

Action Reason Why a personnel action is performed. For example, New Hire

Addresses (0006) 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

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GLOSSARY - 3

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

Additional payment given to an Academic to perform administrative duties.

Academics are the only ones that can receive “Administrative Stipends”

Appointed

Position

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.

Appointment

Detail (9009)

The Appointment Detail screen is used to record the

following:

Validity dates and contract types per funding

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GLOSSARY - 4

source (CC/CFC/Int.Order/Fund)

Position Appointment Date (Multiple Positions)

Salary [change] data by funding source

Wage Type 0100 - 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

Term Abbrev. Definition

Bank Details (0009) 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

Basic Pay (0008) 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

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GLOSSARY - 5

updating HRIS using the Fast Entry Processing utilities.

C


Casual (non-appointed) employee

Employees who are hired within the casual staff category

Change Function Used for changing original information only. If new information is being recorded use Create or Copy Function.

Clinical Stipend Payment for work for an employee in a Clinical position

This should be used for Academics in the Faculty of Medicine/Dentistry only.

Company Code The smallest organizational unit for which a complete self-contained set of accounts can be drawn up for purposes of external reporting.

Confidentials A staff group in HRIS

Contract Elements (0016)

This screen displays the type of contract an employee has, for example Term or Continuing.

Copy Function Takes an existing record and duplicates all information, allowing for changes. Creates a history for the new action.

Cost Centre 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)

Displays the account(s) to which the employee‟s wages

are charged to.

Create Function Used to begin a document record for an employee. Creating new Action maintains a history. (see Actions)

Cross Appointment Cross appointment is to attach an employee into two positions.

Cross appointment can be used for appointed and non-appointed employees

Glossary of Terms


GLOSSARY - 6

D Term Abbrev. Definition

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)

Stores key dates in an employee‟s employment history.

i.e. Hire Date, Vacation start date, USWASeniorityCalDate

Delete Function 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.

Delimit Replaces the existing end date of an HR Master Data

record or infotype with a new end date for that record.

E Term Abbrev. Definition

Education (9002) Stores an employee‟s Accredited Degree/s Information

Emeritus/Emerita

Status

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

1 – Active Employee 2 - Withdrawn

Employee

Subgroup EE Subgroup

A more defined unit for personnel provisions which falls

under an EE group.

Glossary of Terms


GLOSSARY - 7

Example:

Employee subgroups within the 1 – Active employee

* 01 – Hourly * 03 - Salaried

Extended

Relocation Period 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 Term Abbrev. Definition

Fast Entry

Templates Excel spreadsheet use to enter hours worked for an

employee.

Federal Tax

(0463) Screen where the employee‟s tax credit information is

stored.

i.e. Information from the employees TD1 form

Fellow A student staff category in HRIS

Full-Time

Appointed An employee hired into a full –time appointed position

works 100%

Full Time

Equivalent FTE 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 Action in HRIS used to begin a record for an employee.

Human Resource

Information

Systems

HRIS System where information is stored.

i.e. personal data, payroll data, benefits data

Glossary of Terms


GLOSSARY - 8

I


Infotype Data that is grouped according to content. (See also SUBTYPE.)

Infotype Group Sequence of related infotypes that are displayed one after

the other for maintenance purposes when a personnel

action is performed.

J Term Abbrev. Definition

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 Term Abbrev. Definition

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 Term Abbrev. Definition

Long Term Disability LTD An unpaid sick absence.

Must be approved before an employee can be on LTD

Glossary of Terms


GLOSSARY - 9

M Term Abbrev. Definition

Membership Fees (0057)

This screen enrolls unionized staff for union dues.

Monitoring of Tasks (0019)

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 Term Abbrev. Definition

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 Term Abbrev. Definition

Organizational Assignment

Organizational Assignment shows the 'Main or Primary' position for the employee.

Organizational Unit A user defined unit which carries out certain functions within a company. Departments are examples of Organizational Units.

Organizational Unit Transfer

When an employee is transferred from one Organizational Unit (department) to another Organizational Unit within the University

Original Hire Date The beginning date of employment.

Overload Stipend Payment for Academics who have assumed additional teaching duties, not related to their main position.

i.e. SGS courses

This only for Academics

Glossary of Terms


GLOSSARY - 10

P Term Abbrev. Definition

Part-Time Appointment An employee who does not have a 100 % appointment.

Personal Data (0002) This infotype stores data to identify an employee such as Name, Birthdate and SIN number

Personnel Action 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)

Personnel Area Organizational unit representing an area within an organization according personnel administration For example, 0001- Appointed, 0002 – Non-Appointed

Personnel Sub-area Organizational unit that represents part of a personnel area according to personnel administration, time management, and payroll accounting criteria. For example, 0100 – Academic, 2000 - USW

Personnel Structure 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:

Position

Job

Organizational Unit

Phased Retirement When an employee works less than 100% for a

period of time until they completely retire.

Planned Working Time

(0007)

This infotype contains the work schedule, percentage

of employment, daily, weekly, monthly and annual

hours for and employee.

Glossary of Terms


GLOSSARY - 11

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 Wage Increase for employees who have completed

their probationary employment period.

Professional/Managerial

Employee

PM Staff group within HRIS

Promotion When an employee is promoted into a higher

position or status

Provincial Tax Screen where the employee‟s tax credit information

is stored.

i.e. Information from the employees Ontario TD1

form

R Term Abbrev. Definition

Rank A level given to Academics.

i.e. Assistance Prof, Associate Prof.

Reclassification To change a previous classification.

i.e. Position, Job

Recurring

Payments

To pay someone the same amount for a continuing period

of time for a series of pay dates

Redeployment Redeployment Pool is an unpaid absence in HRIS. It is

Glossary of Terms


GLOSSARY - 12

Pool only applicable to USW employees. It defines USW

employees who have been released but are still

considered as internal candidates‟ for job placement

Reduced Time

Compensation

When an employee works less than 100%

Rehire To bring back a previous employee

Rehire Date Date an employee is hired back into the system.

Reporting Tree A list of reports with in HRIS

Retirement A reason why an employee ceases employment

Retirement

Eligibility Date

Date on which employee is eligible for retirement plan.

Will default to hire date and must be manually maintained

based on company policies.

S Term Abbrev. Definition

Semi-Retirement When an employee works less than 100%

Status-Only An nonpaying appointment give to Academics

Stipend Payment for extra work performed by an appointed

employee.

Subtype 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 Windows-based software which controls the data in the Retail, Accounting and Human Resources modules.

Glossary of Terms


GLOSSARY - 13

T Term Abbrev. Definition

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 An Academic status given to Academics only

Termination To leave the University, no longer employed

U Term Abbrev. Definition

United Steel

Workers

USW Staff Group in HRIS

UTORAUTH

Letter

New employees at the University require a UTORid account as well as complete instructions for creating the UTOR email 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 of Terms


GLOSSARY - 14

V Term Abbrev. Definition

Vacation Payout When an employee is paid out in dollars for vacation earned instead of taking vacation time off.

Valuation Basis This indicates whether the annual salary is derived from a table or not. For example: USW grid

W Term Abbrev. Definition

Wage Type A description of a type of income to be paid.

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