TeamWorks to Workday Glossary
Glossary updated as of Tuesday, Feb. 13, 2024.
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Financial Terms
TeamWorks/PeopleSoft Workday Definition Account Ledger Account (Related) Natural accounts are where debits and credits are recorded in the general ledger. Ledger accounts are summarized into hierarchies for financial reporting and are managed by the Controller’s Office for financial reporting. A ledger account is associated with each revenue and spend category selected in a transaction. Account 47209 Gift (Driver) External source of funds whose usage may be restricted or designated for a specific purpose or time period but does not require the donor to receive anything in exchange for the funds Capital Projects Project (Driver) Project is used to accumulate funding for an identifiable deliverable over a specific period of time. Projects will be sub-divided into phases. As with grants, they have their own multi-year budgets. Projects are the detailed worktag for Plant Funds and are usually associated with capital budgets. Chart of Accounts Foundation Data Model (FDM) Data structure used for accounting and financial reporting; contains elements known as worktags Chart field values Worktags An FDM dimension that is used to facilitate Workday transactions and create financial reports No Legacy Term Driver Worktag One of six FDM worktags (Grant, Gift, Project, Cost Center, Revenue and Spend Category) that are mutually exclusive and derive certain related worktag values (i.e. Division,Fund, Account) within Workday. Department Cost Center (Driver) An identifier for financial responsibility and oversight of a managed and budgeted entity (e.g. CC00167 English) Detail Codes Revenue Category (Driver) Each revenue transaction entered in Workday requires assigning a category. This category helps in classifying and tracking income based on its nature or originating source. Plays a key role in revenue recognition and reporting. Division Division (Related) Identifies the Division of the agency. Examples include geographic regions and departments. These hierarchies are maintained by the Controller’s Office and will default based on the cost center, grant or project. Fund Fund (Related) Represents a method of accounting based on the agenies’ designation of funding categorization. Funding categories include: Unrestricted (Operating), Restricted and Plant. A fund is required on all financial transactions and will default based on the cost center, grant or project. Grant Projects Grant (Driver) Tracks a specific funding source provided by an outside sponsor (e.g. federal, state, foundation, local) with detailed reporting requirements and requires the sponsor to receive something of value in return for the funds No Legacy Term Program (Related) A specific type of Driver worktag used to categorize and track transactions related to a particular program within an organization. It serves as the primary identifier for funding sources associated with these transactions. No Legacy Term Inherited/ Related Worktags Related Worktags will help complete a business transaction. These are the worktags associated with the driver worktag within the Workday System (Division, Fund, and Program). These worktags do not need to be provided, they will populate automatically (default) upon input of the Driver Worktag. Optional Chartfields Custom Worktags To capture additional data for reporting, control or reconciliation Procurement Spend Categories Spend Category (Driver) Provides a granular view of expenses incurred at the agency. Grouped into hierarchies and mapped to ledger accounts for financial reporting. Required on all expense transactions. These codes drive accounting behavior. No Legacy Term Transaction Detail (Custom Worktags) Used with grants to drive accounting for certain transactions (participant costs & equipment on grants). Also used in General Accounting to indicate a specific Bond Issue. Account Transfer Journals Accounting Adjustment A Workday business process used to perform accounting adjustments for paid expenses. Accounting adjustments may be used to move funds from one cost center to another in order to correct transactions posted to the wrong cost center, or for other reasons such as correcting a spend category, revenue category, grant, gift or project. AR Direct Journals Ad Hoc Bank Transactions A business process to record after the fact cash deposits or withdrawals, including wire transfers, that appear on the Daily Bank Report sent by the Office of the Treasury Manual Accounting Journals Accounting Journals Manual journals that may be used to move funds from one account to another in order to correct transactions posted to the wrong account, or for other reasons such as correcting a spend category, revenue category or to record a transaction. Note: Accounting journals are not to be confused with Manual Cash Journals which are covered under a separate business process known as Ad Hoc Bank Transaction.Today’s CRMs are also considered “Manual Accounting Journals”, however if goods and/or services are exchanged, it will be recorded with the help of the Create Internal Service Delivery business process. Journal Entry Form Create Manual Journal A Workday business process used to perform accounting journals Note: The Journal Entry Form will not exist in the Workday system. The Create Journals business process will be used for non-cash journal entries that were previously FRS transaction code 060 and do not involve any exchange of goods or services. Speedchart Create or View Worktag Split Template Allows users to pick a code that defaults worktags including split distributions. No Legacy Term Account Posting Rules Tells the system which ledger account to post the journal to. They result from an operational transaction. Each posting rule is specific to an operational transaction. Edit these rules to specify the conditions and the ledger accounts to instruct Workday where to post debits and credits. Paycycle Settle Payment Payment of supplier invoices (vouchers) and procurement card transactions in a settlement run. EXPENSES Employee Non-Travel Reimbursement/Travel Reimbursement/Non- Employee Travel Reimbursement Expense Report A business process used to facilitate expense reimbursements. Can be used to create new expense reports, copy previous expense reports or create expense reports from Spend Authorizations. Quick Invoice Create Supplier Invoice Request Request for payment for goods and services that do not require a purchase order (e.g., subscriptions, honorariums, memberships, etc.) No Legacy Term Expense Items Provides operational detail of travel and expense activity that maps (usually in summary) to a spend category. Expense items are used in spend authorizations and expense reports. TR-1 Spend Authorization Workday allows a formal request for permission to incur expenses before they are actually spent. It serves as a control mechanism within an organization to ensure proper budgeting and compliance with spending policies. Voucher Supplier Invoice Created in Workday as the result of a purchase order or supplier invoice request, and generates approvals through workflow. Transactions Operational Journal The journals that Workday creates automatically for operational transactions (requisitions, purchase orders, Pcard transactions, supplier invoices, etc.) that you enter through the various Workday transaction tasks. Asset Profile Workday Asset Profile Serves as a central repository for information related to a specific physical asset owned by an organization. It acts as a digital record capturing important details, facilitating tracking, and supporting various asset management activities. PROCUREMENT No Legacy Term Spend Category When you set up expense items and purchase items, you assign a spend category. It is a classification in procurement that provides a logical grouping to search and report on acquired items and services. It can also be used to drive different accounting behavior as it is a dimension in account posting rule types used in procurement and spend management. Dispatch Issue Step on a purchase order to send the PO to the supplier. The status will be "Issued" in Workday compared to "Dispatched" in TeamWorks. Receiving Create Receipt Confirmation of receipt of goods and services in the system Special Request Requisition Request Non-Catalog Items Request for goods and services not in State of Georgia/Jaggaer catalog as a punchout or hosted catalog Requisition Create Requisition Request for a purchase of goods and services Web: Browser Supplier websites (punch-out catalogs) Connect to Supplier Website Link to access all statewide contracts in the State of Georgia's/Jaggaer catalog including punchouts, hosted catalogs and information only catalogs Procurement Contract Supplier Contract Contract between state/agency and supplier for goods and/or services. Ad hoc Document Request or Questionnaire Online form used to gather additional information. In TeamWorks, the ad hoc document created was attached to the requisition and routed for approval. In Workday, the request may be routed for approval and a questionnaire may be included in the business process and included in the approval process. Reconcile/Approve Pcard Transaction Verify Procurement Card Transaction The process for coding, accounting and approving procurement card transactions Vendor Location - ordering Supplier Connections - Order From Connections Supplier Connections determine the PO ordering address or email address of the supplier where the purchase order will be sent Category Code Commodity Code Commodity codes will be NIGP (National Institute of Governmental Purchasing) codes to designate what goods and services are being procured. The State of Georgia will continue to categorize procurement documents at the 5 digit NIGP code.
Contract Style Contract Type Determines how a contract is classified and used. Examples include Statewide Contract, Agency Goods Contract, and Agency Services Contract. No Legacy Term Requisition Type Used to identify requisitions for approval routing. Examples include Contract, IT, Vehicle, and Sole Source. PO Type PO Type Used to classify and report on purchase orders. PO types of contracts must reference a contract id in the supplier contracts functional area. Examples include Open market purchases, Statewide Mandatory contracts, and Agency Contracts. Amount only flag Service line Requisition and Purchase Order lines are separated in Workday by goods lines that are ordered by quantity and service lines that are ordered by amount. There is not a need to select an amount only flag. Supplier Contracts and Strategic Sourcing WSS (Workday Strategic Sourcing) The functional area where sourcing events and contracts are initiated, posted, awarded and maintained No Legacy Term Custom Validations Allow defining validation logic to control data quality on financial or procurement transactions. For example, a custom validation might ensure that a supplier invoice transaction includes both a cost center and region Worktag but only if a specific company is selected.
Custom validation examples include:
• Warn users when entering invalid transactions
• Prevent users from submitting invalid transactions
• Alert transaction approvers to conditions that need more careful reviewRequisition Selection Requisition Sourcing Console The area where buyers will search and select requisitions that need to be sourced to a Purchase Order or a contract
Various defaults at BU, Item Category etc levels Requisition Sourcing Rules Rules that can be setup based on various parameters on requisitions such as company, cost center, spend category, commodity codes etc, so that during sourcing the appropriate buyer is populated into the PO. DOAS IT
DOAS SPD StaffWSS
Company AdminA licensed user that has as full control over all information and data contained within a company PeopleSoft - Sourcing Buyer
Jaggaer - Sourcing BuyerWSS
Sourcing ManagerA licensed user that has full control over all information and data contained within events, projects, and contracts that they've created Peoplesoft - Not Used
Jaggaer - PanelistWSS
StakeholderNot a licensed user, but was invited to a specific event, project, or contract with set permissions BUDGETS Actual Expense Transfer Internal Service Delivery (ISD) Records critical information related to the item(s) that an ISP provides to a requester. When approved and passed budget checking, it generates revenue for the ISP and expense for the requester. Ad Hoc Approver Division Budget Manager A security role with multiple functions including the ability to approve budget amendments or enter them for any cost center in their division. The amendment will then route to the Budget Office for final approval. Are also “ad hoc” approvers on amendments that need division-level approval. Available Budget Available Budget The remaining amount of money authorized for spending within a specific budget or budget item. It represents the difference between the original budget amount allocated and the total amount already spent or committed. Budget Budget A forecast of revenues and expenses for a specified time period such as a fiscal year, or the duration of a grant or project. Also represents the approved dollar amount for spending, or an approved revenue target. Budget vs. Actual (Variance) Report Budget vs. Actuals (Variance) Report Report that displays the budget (plan), actuals, encumbrances and available budget remaining when actuals and encumbrances are subtracted Budget Approver Cost Center Manager A security role with multiple functions including the ability to approve budget amendments or enter them themselves, for their own cost center(s). The amendment will then route to the Budget Office for final approval. Budget Check Budget Check A business process embedded within other business processes, such as requisitioning, for the purpose of checking whether there is sufficient budget for the purchase Budget Entry Cost Center Budget Specialist A security role for cost center employees who will initiate budget amendments and submit them for approval Budget Entry Type Budget Amendment Type Every budget amendment will be assigned a Budget Amendment Type which indicates whether the amendment is the Original Budget, a Temporary Amendment, or a Permanent Amendment. Budget Exceptions/ Budget Errors Budget Exceptions Warnings or errors issued by Budget Check when a transaction amount exceeds the available budget or when there is no budget Budget Journal or Budget Transfer Budget Amendment A formal request to modify an existing budget within an organization. This process allows you to adjust the previously allocated funding based on changing circumstances or needs. Commitment Control Financial Budgets For Operating funds and Gifts, the Financial Budget will house non-personnel and temporary employee budgets. For Grants, the Financial Budget will include both personnel and non-personnel budgets. Commitment Control Ledger Budget Structure Organizes the budget control rules. There are separate structures for operating budgets, grants, and projects. Commitment Control Tree Budget Ledger Summary/Budget Control A hierarchical report summarizing the planned (budgeted) and actual (spent) amounts for specific accounts within your organization. Position Budgets Position Budgets Managed for each “permanent” position within the Position Budgeting function in Workday HCM. Reports will bring Financial Budgets and Position budgets together to display the full budget. Temporary positions are budgeted in Financial Budgets. Pre-Encumbrances and Encumbrances Commitments and Obligations These amounts represent requisitions and purchases orders, which encumber the budget and reduce the available budget for future purchases. Requisitions create commitments and purchase orders liquidate commitments and create obligations. Financial Chart of Accounts Account Summary (Ledger Account Summary) A grouping of ledger accounts. For example, all assets that are considered current assets can be grouped to easily reference them. Individual accounts can appear in multiple account summaries. No Legacy Term Account Translation Rule Set A set of rules that dictate how monetary amounts in individual accounts are translated into a different currency. Translation rule sets are defined at an account-set level and apply to each account in that account set. Base Currency Base Currency The primary currency in which a company does business and reporting. For financial accounting, a company must have a base currency defined. Budget Structure Budget Structure Criteria for building budget or forecast budgets. Types of budget structures include financial, staffing and position. Budget structures can be configured to require approval, organized by dimension type (such as cost center or region), and updated with amendments. Business Unit Company Usually represents a legal entity, and is the primary entity for recorded business transactions and financial reports. A Company equates to a single tax ID within an enterprise. A company is a type of Workday organization. Currency Rate Type Currency Rate Type Enables more than one conversion rate for the same currency pair during the same time frame. For example, one rate type can apply to the daily rate used in operational transactions, and then average and historical rate types can be used for financial reporting. The default rate type is used in all operational activity. Names for currency rate types can be defined; typical names are Period Average, Daily, End of Day Daily, and Historical. Current Asset Current Asset An asset on the balance sheet that is expected to be sold or otherwise used up in the near future; usually within one year or one business cycle (whichever is longer). Typical current assets include cash, cash equivalents, accounts receivable, inventory, the portion of prepaid accounts that will be used within a year, and short-term investments. On the balance sheet, assets are typically classified into current assets and long-term assets. Customer Invoice Adjustment Customer Invoice Adjustment A change to the amount a customer owes, and can be an increase or a decrease in the amount due Credit Memo Credit Memo A customer invoice adjustment that decreases the amount due. A credit memo for suppliers is a supplier invoice adjustment that decreases the amount owed. Debit Memo Debit Memo A customer invoice adjustment that increases the amount due. A debit memo for suppliers is a supplier invoice adjustment that increases the amount owed. Depreciation Profile Depreciation Profile Determines how a resource will be depreciated, and specifies the depreciation method and depreciation start date. Each resource category is assigned one depreciation profile, and each resource depreciation profile is defaulted by its resource category. Contingent Worker Independent Contingent Worker Includes multiple types of workers with the commonality being they are not paid out of Workday Payroll. Multicurrency Multicurrency Companies use a base currency for transactions and reporting. Each company in a tenant can have its own base currency. When a transaction currency is different than the company base currency, the transaction is recorded in the transaction currency and automatically converted to the base currency. Default currencies for customers and suppliers can be defined. Open Item Open Item Supplier and customer invoices that have an amount owing or due. For expense reports, a line item to be paid or reconciled. Pay Group Pay Group An organization type that groups workers and the rules controlling pay calculations. Each worker receiving pay through Workday payroll must be a member of one, and only one, pay group. Payment Category Payment Category The classification of a payment; for example, supplier payments, expense payments, and payroll payments Payment Election Payment Election Allows workers to designate how they want to receive payroll and expense payments. For electronic payments, the worker can set up one or more bank accounts. The payment election specifies the currency, pay types (such as check or direct deposit), and payment allocation amounts for each worker bank account. Workers can set up payment elections for payroll (or payroll interface) and expense payments. Payment Group Payment Group Created as the result of a settlement run. Payments are grouped by payment category. Examples include supplier, expense, payroll, ad hoc supplier, bank, bank account, payment type (check, EFT), maximum payments in file, and integration system. Payments are also grouped by company, currency, and country. Payment Type Payment Type A valid form of payment to pay invoices, payment elections, and other payments. Payment types are user configured, and each payment type is mapped to a payment method, whose values are delivered by Workday. For example, a credit card payment method could be mapped to the payment types such as Visa, Mastercard, and American Express. Pay Run Group Pay Run Group A group of one or more pay group/run category combinations that share the same period schedule. In the Run Pay Calculation task, you can start a payroll processing run for multiple pay groups as a single action when they are part of the same pay run group. Position Budget Position Budget An annual budget for planned compensation for a position. Spend and projected spend for the position can be tracked against the budget. Prenotifications (Prenotes) Prenotifications (Prenotes) Optional live or zero-dollar entries that are sent through the Automated Clearing House (ACH) to a financial institution to verify account and related information before sending or receiving actual direct deposits. If the prenote amount is not zero, cash is transferred to the account. No Legacy Term Public Requisition Template Specific to a company and can be used by all authorized workers. Only buyers and service coordinators can create or edit public templates. To provision new workers automatically, a template must be public. No Legacy Term Requisition Template A collection of goods and services that makes the requisition process simpler, faster, and more manageable Resource Resource Any item that needs to be tracked, including company vehicles, software licenses, access cards and resource custodianship. For capital resources, capture the acquisition cost and record depreciation based on the depletion schedule attributes. No Legacy Term Resource Category As a way to group financial resources like projects, grants, cost centers, or funds based on their nature or purpose. No Legacy Term Revenue Category When sales items are set up, you assign a revenue category. It is a classification in customer contracts and billing that provides a logical grouping to search and report on items and services you sell. It can also be used to drive different accounting behavior as it is a dimension in account posting rule types used in customer contracts, billing, and accounts receivable. Settlement Run Settlement Run A group of items to be paid (such as supplier invoices and expense reports), and payments (paychecks and ad hoc supplier payments) that is treated as one unit when selecting and settling payments No Legacy Term Spend Category When you set up expense items and purchase items, you assign a spend category. It is a classification in procurement and resource management that provides a logical grouping to search and report on acquired items and services. It can also be used to drive different accounting behavior as it is a dimension in account posting rule types used in procurement and spend management. Supplier Invoice Adjustment Supplier Invoice Adjustment A change to the amount a supplier owes, and can be an increase or a decrease in the amount due No Legacy Term Translation Method Identifies the translation type (average, current, custom, or historic) to translate currencies using fiscal year criteria No Legacy Term Translation Type Preconfigured translation methods used to fill in the rate type. They do not provide default or allow rate types, because rate types are tenanted. The custom translation type provides full control over setting up the translation method. No Legacy Term Award The receipt and acceptance of funding from a grant-making organization within an agency. It serves as a central record within Workday for managing the awarded funds, ensuring compliance with grant terms. No Legacy Term Sponsor The entity providing financial support for a specific research project, program, or activity. This sponsor could be a government agency, foundation, non-profit organization, corporation, or any other entity offering funding. No Legacy Term Cost Share A functionality within Workday that helps manage cost sharing agreements associated with grant funding awarded to an organization. These agreements often require the organization to contribute additional funds, resources, or in-kind contributions alongside the awarded grant amount to support the project or research being funded. No Legacy Term Effort The process of tracking and reporting the time and effort dedicated to specific grant-funded projects or activities within an organization. It plays a crucial role in ensuring compliance with grant terms and conditions, accurately allocating resources, and demonstrating responsible use of grant funds. No Legacy Term Award Milestone A specific point in time or a specific achievement tied to a grant award received by an organization. It serves as a marker for measuring progress and triggering subsequent actions related to the grant funding. No Legacy Term Signer/Signatorie An individual authorized to approve and sign grant-related documents within an organization No Legacy Term Budget Hierarchy Provides a structured framework for managing the budgets associated with sponsored funding within an organization. Enables tracking and analyzing funding allocation and spending across different levels of granularity, ensuring compliance with grant terms and optimizing resource utilization. No Legacy Term Catalog Requisition A specific type of purchase requisition used to order items directly from approved suppliers listed in the Workday Procurement Catalog. This type of requisition streamlines the procurement process by simplifying item selection, pricing, and approval workflows. No Legacy Term Condition Part of a business process step that consists of one or more rules. If the condition consists of more than one 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. No Legacy Term Funding Split Enables allocating different portions of the total cost to different Funds, Projects, Cost Centers, or other financial elements within Workday Allocation Allocation The process of assigning the cost of a resource (e.g., employee, asset, project) to different cost centers, funds, or other financial accounts. This helps to accurately track where expenses are incurred and ensure accurate financial reporting. No Legacy Term Overhead/F&A/Indirect Costs The indirect expenses incurred by your organization to support its overall operations, but which cannot be directly attributed to specific projects, products, or services. No Legacy Term XML Invoice An electronically created and interfaced supplier invoice No Legacy Term Project Asset A container that captures separate or ongoing costs which will be summarized and capitalized as an asset. Project assets are a tool used to track costs over the life of the associated project. Quick Invoice Supplier Invoice Request Request for payment for goods and services that do not require a purchase order. Examples include subscriptions, honorariums, and memberships. -
HCM Terms
TeamWorks/PeopleSoft Workday Definition Academic Institution Academic Unit A Workday organization type that represents a school, college, university, or other unit of your 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. Academic Unit Hierarchy Academic Unit Hierarchy Hierarchical grouping of academic units primarily used for roll-up reporting Applicant Active Candidate A person who submitted an application for a specific job requisition. Candidates must be linked to a job requisition for Workday to initiate a job application event. Auto - Fill Auto - Fill A time entry option that copies time blocks from a worker's schedule or from a previous week when entering time. Benefit Defaulting Rule 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. Qualifying Event Benefit Event An event in the employee's life that gives the employee the opportunity to change benefit elections. These include staffing changes such as getting hired or promoted, but also life events such as getting married or having a new child. Qualifying Event or Special Enrollment Event Benefit Event Type 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. Calculated Time Calculated Time Result of applying time calculations to a worker's reported time. Automates application of company or regulatory rules Calendar Based Time Entry Calendar Based Time Entry A time entry method that uses the time entry calendar as the focal point for entering, editing, and submitting time Candidate Candidate Candidates include both prospective and active candidates Candidate Pipeline Candidate Pipeline All active candidates Candidate Pool Candidate Pool Candidates grouped together based on specific criteria Cascading Leave Cascading Leave A sequence of related leave types that are linked together. When an employee meets the conditions defined for ending a period of leave, Workday generates a return from leave request and a separate request for the next period of leave Comp Rate Code Compensation Basis A user-defined grouping of compensation components such as the sum of salary, allowance, commission, bonus, future payment, stock and retirement savings plans. Workday enables users to specify which compensation plans should be included in the compensation basis calculation. This calculation can be used to view employee compensation in Workday and in the bonus process to provide target pools and individual target amounts. Compensation Component Compensation Component The umbrella term for compensation packages, grades, grade profiles, and plans Compensation Defaulting Rule Compensation Defaulting Rule Establishes the criteria for how compensation components default to worker compensation during staffing transactions (hire, promote, demote, transfer). Compensation defaulting rules ease data entry by automatically defaulting compensation components (packages, grades, grade profiles, and plans) to worker compensation for employees who meet the rule's eligibility requirements. Earnings Code 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. Payroll earning codes linked to a compensation element allow Workday Payroll and Payroll Interface to include the applicable compensation in payroll. A Compensation Element Group is a collection of compensation elements. For example, the group Standard Base Pay can comprise multiple compensation elements. Compensation elements do not need to be grouped, and groups are optional. No Legacy Term Compensation Package 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. Salary Administration Plans Compensation Plan A component of pay that you use to assign monetary amounts to a worker's pay. For example, a salary, an allowance, or a bonus.
Some compensation plans such as a commission, are discretionary. Employees are not paid from these compensation plans in every paycheck. By contrast, other plans such as salary plans, are included in every paycheck.Earnings Program Compensation Rule Guidelines for determining which workers are eligible for which components of compensation. Compensation Compensation Step A specific monetary amount within a grade or grade profile. Steps defined on a grade profile override any steps defined on the grade. Day Breaker Day Breaker The time of day at 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 12 a.m. (midnight). Disposition Disposition Status of candidates who have been rejected for hire or declined a job during the job application event Eligibility Rule Eligibility Rule Specify one or more criteria that categorizes workers into a group that is used to qualify them for participation in an HR-related task. For example:
Benefit plan
Compensation plan
Employee reviewNo Legacy Term Enrollment Event Rule Defines coverage start and end dates, waiting periods, coverage increase limits, Evidence of Insurability requirements, and other coverage rules and conditions. This ensures that the benefits process presents only the options for which each employee is eligible based on the event type.
Defined at the benefit group, enrollment event, and benefit type levels.No Legacy Term Grade Profile A breakdown of a compensation grade by functional task, geographical region, or other required categorization. A profile allows users to assign more granular compensation ranges to workers. Headcount Headcount Plan A Headcount Plan forecasts the number of workers necessary to achieve business goals in a specified period of time. This is a foundational component of workforce planning. Headcount Plans can be created with different statistic types, dimensions, and time frames; link to financial budgets; and pre-populate Headcount Plan data. Headcount Plan reports provide details on whether organizations are hiring to plan, if headcount is allocated correctly, and if the right workforce is in place to support business goals. No Legacy Term Individual Target Either an Individual Target assigned to a worker in worker compensation (different from the plan target) or the target for each employee calculated by Workday during the bonus or merit process, based on configuration options Job Code Catalog Job Catalog The collection of user-defined job family groups, which each contain job families. Available for use in hiring and other staffing transactions. Job Category (EEO) Job Classification (Group) Job classifications are required for many kinds of job-related regulatory reporting and can be used to categorize job profiles. A job classification group is the means by which individual job classifications are grouped and maintained. Job Family Job Family (Group) A grouping of job profiles, which in turn may be assigned to a job family group, so job profiles can be organized to an organization's specifications. Manager Level Job Level (Hierarchy) Categorizes job profiles and their associated jobs and positions based on compensable factors such as level of education, experience, or training required to perform a job. Job profiles are assigned job levels, and those job levels are organized into a hierarchy. No Position Management (from Position Management Option) Job Management Staffing Model One of the three staffing models available. It provides the least control over the definition of individual positions: the hiring restrictions defined apply to all jobs in the supervisory organization, and only one set of hiring restrictions can be defined per organization. In addition, with job management, specific limits are not set on the number of jobs that can be filled.
This model is particularly useful for organizations that prefer to define broad job requirements and rely on staffing workflows and approvals to control the number of workers in a supervisory organization.Job Code / Job Profile Job Profile Defines generic features and characteristics—such as company insider type, pay rate type, and competencies and proficiencies—of a job and of a position that uses that profile. The more specifically defined a job profile is, the more specifically defined those jobs and positions will be, by default. Job profiles are the most specific element in the job catalog. Job profiles make up job families, which make up job family groups. Leave Plan Leave Family A set of similar leave of absence types. For example, a company-specific family might include disability leave and bereavement leave, while a separate regulatory family might include jury duty, family medical leave act (FMLA), and similar leaves. Workday displays the leave family name as a category of leave types for requesters to select from when entering leave requests. Leave Plan Enrollment Leave of Absence Rule Can be used to define worker eligibility for leaves of absence and to define validations that prevent users from submitting invalid leave requests. Leave Type Leave Type Defines rules that apply to a specific type of leave of absence, such as jury duty or FMLA. Identifies the leave of absence family and unit of time for leave requests. It can also identify employee eligibility rules for requesting a leave, validation rules for preventing invalid requests, whether to track entitlement balances, and other options. Qualifying Life Event Life Event A kind of benefit event that occurs in the employee's personal life, for example, getting married or having a child Employee Life Coverage Multiplier-Based Coverage Insurance coverage based on multiples of salary, for example, 1x, 2x, 3x, 4x, 5x, or 6x salary Agency Organization An organization refers to a grouping used to organize people, resources, workers, and other organizations. Organizations provide management, visibility into, and reporting (roll-up) structures for resource allocation. Organizations can be defined for application uses like defining departmental hierarchies, project teams, etc. They can also be used to define cost centers and geographic or regional reporting structures. No Legacy Term Passive Event
Events that result from the passage of time rather than from a specific change to employee data.
For example, a passive event can be established to track and manage benefit eligibility for employees who reach the age of 65 (retirement age). Based on the event rules, Workday automatically searches for employees turning 65 and generates an enrollment event to record any benefit gains or losses.Full Position Management (from Position Management Option) Position Management Staffing Model One of the three staffing models available. It provides the tightest control over hiring, as it specifies different staffing rules and restrictions for each position. Candidate Pre-Hire Used in Staffing to identify individuals being tracked prior to employment. Used in Recruiting to identify candidates who are in the Offer or Background Check stage. Person of Interest (POI) Prospect Someone you are interested in tracking who isn't associated with a specific job. Tags, prospect types, and prospect statuses can be used to help track these individuals. No Legacy Term Quick Add A time entry option that enables creation of a time block to copy to multiple days in a week. Salary Range Reference Pay Range A range of pay deemed appropriate for a compensation grade or grade profile. During compensation transactions, if proposed compensation for an employee extends beyond the limits of the range for the employee's grade or grade profile, Workday issues a warning yet still permits submission of the proposed compensation. Position Management Option Staffing Model Defines how jobs and positions are created and filled in a supervisory organization. Workday supports two kinds of staffing models:
1. Job Management
2. Position ManagementNo Legacy Term Staffing Organization An organization category that includes supervisory organizations, matrix organizations, or retiree organizations. No Legacy Term Termination Adjustment A time off adjustment that automatically sets the remaining balance of a worker's time off plan to zero upon the worker's termination Leave Type Time Off Type Names a type of time off users can request, such as Sick Time or Vacation. This is the name users see when entering a time off request. A time off type can be associated with more than one time off. Proration Rule Time Proration Rule 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 Payable Time Reported Time A worker's time that has been entered onto the time entry calendar, but has not had any time calculations applied Elapsed Time 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. Calculation Time Calculation A set of rules to apply time calculation tags to calculated time blocks for Payroll or other purposes. For example, a time calculation could be created to automatically convert regular hours into overtime hours if a worker works more than 40 hours in a week. No Legacy Term 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. They can be used to display time and time off totals on the time entry calendar. Clock Integration 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 collection system. Workday matches time clock events to form time blocks, which workers can edit and submit using the time entry calendar. Time Code Time Code Group The primary use of time code groups is to determine which time entry codes a worker is eligible for. Time code groups are assigned to a worker or to a position via eligibility rules. Time Sheet Time Entry Calendar A set of self-service pages that workers use to enter, edit, and view time Time Reporting Code Time Entry Code A time entry code describes the type of time a worker enters, such as worked time or meal allowance. In order to use time entry codes, they must be attached to time code groups, with the exception of the default time entry code assigned to a time entry template. Time Entry Validation Time Entry Validation Errors or warnings that prevent users from entering invalid time. Critical validations prevent a user from submitting time. Warnings appear on the time entry calendar but don't prevent the user from submitting time. Absence Time Time Off Reported time that is not worked. Common types of Time Off include sick leave, jury duty, and vacation. Time Period Time Period Schedule A time period schedule defines which dates are available for entry at a given time and defines which dates will be paid in which pay periods. They can line up with pay periods, or, in more complex scenarios, they can be paid on a lag. Shift Time Shift A grouping of consecutive time blocks that can be used in standard overtime calculations, time block conditional calculations, and validations Time Reporting Code Time Type Describes the time a worker enters onto his or her time entry calendar. Workers can include time entry codes, projects, and time off. Special Off Cycle Pay Calendar Related Calculation An unscheduled payroll run, such as manual, on demand, or reversal. Enables issuance of additional or replacement payments. Pay Run Run Category A scheduled payroll run Off Cycle Check On Demand Payment An off cycle payment that replaces, or is issued in addition to, a worker's on-cycle pay Pay Component 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 can be modified. Tenanted pay component groups, such as 401(k) Eligible Wages can be created. No Legacy Term 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.Pay Calendar Pay Run Group A set of pay groups that share a period schedule. Used to process multiple pay groups at the same time No Legacy Equivalent Payroll Effect An option available in Workday Absence Management to stop paying workers while on leave. Can be configured as a run category to pay workers on certain leave types when the Payroll Effect option is enabled for the leave type. No Legacy Term 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.Payrun ID 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. -
Cross Application Terms
TeamWorks/PeopleSoft Workday Definition No Legacy Term Advanced Report Users may create three types of custom reports: simple, advanced, and matrix. An advanced report provides all the features of a simple report, plus more advanced features 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. No Legacy Term Aggregation Security Group A group whose members are other security groups. Workers associated with any included security group are granted access through an aggregation security group. No Legacy Term 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.) Assignable Roles Assignable Roles Users may assign positions to organization roles. Depending on the staffing model, a position may or may not necessarily have a worker specified. Business Object Business Object A digital container that stores and organizes specific data relevant to your business. They can hold various data types, from basic text and numbers to more complex information like addresses, relationships, and financial details.
Examples include workers, positions, organizations, jobs, benefits, assets, and financials.Business Process 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. Users can edit the default definitions for the organization and create different versions of the same business process for different organizations. No Legacy Term 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. Security Set up 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. No Legacy Term Cancel (business process) Canceling a business process will stop the workflow in progress and reverses any changes made to Workday data. It is also a securable action in a business process security policy. Conditions Conditions One or more logical steps that are resolved to" True" or "False" statements, and are used to determine if an action is necessary. For example, users may add conditions to a business process step to determine if the step should performed. No Legacy Term 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. No Legacy Term Correct (business process) Correcting a business process changes a step or data in the business process or workflow while in progress. It is also a securable action in the business process security policy. Custom Report Custom Report Reports that may be created using Workday Report writer. Users may use existing reports to copy or create new custom reports. Dashboard (landing pages) 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, users may copy and modify the field for unique reporting requirements. Users may add additional custom worklets to these dashboards using the report writer. Data Source 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. No Legacy Term 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. Security Roles 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. Users may have different roles in relationship to different organizations. For example, a user may be a compensation partner for one organization and an HR business partner for another organization. No Legacy Term Dimension Some aspect of or perspective on data that users want to use as the basis for analysis. For example, for financial accounting, users can analyze revenue by customer, by channel, or by marketing campaign. For expenses, users may analyze costs by cost center or by project. Dimensions are usually created with worktags. No Legacy Term Domain 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. Security Roles Domain Security Policy A collection of related securable elements of different types and user-specified security groups that have access to elements of each type. Security Roles Drilldown Matrix reports enable users to drill down to see underlying data. When users 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 the user 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, the user may also select Details associated with the selected report element. Security Roles Event A transaction that occurs within an organization, such as hiring or terminating an employee Security Roles Field (reporting) In a Report Writer report, a field contains data related to a particular primary or related business object. Security Roles Filter Sorts out undesired data, used when creating reports with Report Writer Security Roles Functional Area A collection of domain or business process security policies that are related to the same set of product features. Examples include for example Benefits or Compensation. Security Roles Get (permission) An integration action that retrieves Workday data. It is a permission that can be granted in a domain security policy. Security Roles Home (landing page) The default landing page for the user if enabled Security Roles Intersection Security Group A group whose members are other security groups. Workers associated with all included security groups are granted access through an intersection security group. Security Roles Initiation Step The first step of a business process Security Roles Instance One unique occurrence of a business object. Examples include Executive Management organization, or John Doe, the worker. Security Roles 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 Security Roles Landing Page Displays a collection of different worklets to enable users 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. Security Roles Location Membership Security Group A location membership security group is one whose members are any workers assigned to that location. Security Roles Matrix Report Users may create 4 types of custom reports: simple, advanced and matrix. A matrix report forms the founds for custom analytics. Matrix reports summarize data by one or two fields which contain repeating values. The resulting matrix is displayed on either a table or chart which users may drill through to see the associated details. Users control the specific detail data, and which may be accessed through drill down capabilities when defining a report. Matrix reports contain filtering, run time prompts, worklets, report sharing and other features. Security Roles Modify (permission) An action through the Workday user interface that can be permitted on securable items in a domain security policy. It includes view permission. Security Roles Organization Security Group A group whose members are any workers assigned to that organization Business Object Primary Business Object When defining a report, the primary business object is the business object returned by the data source Security Group 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. Prompt (reporting) 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. No Legacy Term Put (permission) An integration action that adds or changes Workday data. It is a permission that can be granted in a domain security policy. Related Business Object 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. Data Sources 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. No Legacy Term 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. Role-Based Security Group Role-Based Security Group A role-based security group specifies one organization role and includes workers in job positions defined for that organization role. Security Roles Roles 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. No Legacy Term Securable Item Any specific piece of data, action, or report within the system that can be controlled through security policies. These policies determine who can access, view, or modify the securable item. Security Group Security Group A collection of users, 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. Security Roles Segment A grouping of related securable items, such as pay components, that can be secured together using a segment-based security group for that segment. Report Simple Report Users may create three 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. Standard Report Standard Report There are two types of standard reports in WD Report Writer which can be modified by the Report Admin and XpressO which can’t be modified. No Legacy Term Subfield Additional details about a field, which are used when creating reports using Report Writer. An example is a master/detail relationship. No Legacy Term Target The object on which a business process operates. 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. Task Task A business process step that users must complete. For example, task alert notifications are triggered by steps in a business process. No Legacy Term Temporary Report Created ad-hoc for specific, one-time informational needs. These reports address unique questions or data requirements arising on a temporary basis. They are not intended for repeated use. The temporary report will be automatically deleted by Workday after a predefined period (usually 7 days for simple reports and configurable on the advanced tab for advanced and matrix reports). This helps declutter the Workday tenant and avoids accumulating unused reports. No Legacy Term To-Dos 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. User-Based Security Group User-Based Security Group A group that has workers as members. When used in a security policy, it grants access to the securable items to all members of the group. No Legacy Term View (business process) Enables seeing seeing and reporting on the status of a business process. This is a securable item in a business process security policy. View only access View (permission) The ability to see objects or data through the Workday user interface, when permitted in a domain security policy No Legacy Term Worklet A compact report displayed as a "tile" on the My Workday page, providing easy access to tasks and information users may use on a regular basis. Examples include My Leadership Roles, Open Positions, and Anniversaries. No Legacy Term Connector A set of one 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. Examples include Salesforce.com or Okta. Dashboard Dashboard A customizable workspace designed to bring together various data points and reports visually, providing a snapshot of an organization's performance and key metrics. Interface Enterprise Interface Builder An integration tool that enables users to create simple, secure, and customizable integrations into Workday. This includes an integration system, an integration data source, and integration transformation and integration transport protocol. Module Functional Business Area A collection of domain or business process security policies that are related to the same set of product features. Examples include AP, Compensation, AR and Benefits. Integration Integration Triggers a Workday system operation that transfers data to or from an external application. Notification Notification An alert or reminder sent in Workday or via email to a specific participant to perform a task within a business process. Speed Type Organization Assignment Default assignments of a company, cost center, fund or balancing unit on a worker's job/position. The associated organizations will default to costing allocations. Drilldown Links Related Links Links to external web pages which are displayed to staff within a business process, and may be used for reference. Database Tenant A Workday environment or instance. Each tenant serves a different purpose like production, test, and conversion.