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AAP (Additional Adjustments Page):
This page is part of the Compensation Administration Tool that supports UW Institutions and divisions in the planning and budgeting of Group, Lump, Vacant, and Negative positions throughout the compensation administration process.
ABE (Annual Benefit Enrollment; See Also: IYC; It's Your Choice Enrollment Period; OE; Open Enrollment):
Refers to the Annual Benefit Enrollment period when UW employees can add or update selected benefit plans, add or remove dependents from coverage, and change State Group Health plans.
ACA (Affordable Care Act; See Also Obamacare):
The 2010 comprehensive health care reform bill also referred to as Obamacare.
ACH (Automated Clearing House):
Also known as "Direct Deposit;" refers to the automatic electronic transfer of funds from HRS payroll to an employee's bank account
ACSD (Adjusted Continuous Service Date):
The total years in the employment of the UW or the State, in employment that is eligible to earn sick leave
AD&D (Accidental Death & Dismemberment):
Benefit plan that provides benefits to the beneficiary if a covered employee dies or provides benefits if dismemberment of an employee occurs by accidental means.
ALRA (Annual Leave Reserve Account; See Also: Banked Leave):
Allows eligible Faculty, Academic Staff, and Limited Appointee employees to reserve a portion of their annual vacation entitlement each fiscal year. This term was replaced with Banked Leave.
AM (Absence Management):
A functional area within HRS and operational UWSS Service Operations employees focusing on paid time off.
APO (Academic Personnel Office):
Provides human resource services for Faculty, Academic Staff, Limited Appointees, Graduate Assistants, and Student Hourly employees.
APO (Academic-year Paycheck Option):
A set of online resources to assist nine-month employees in managing their paychecks and personal finances
AS (Academic Staff):
Job classification that includes professional and administrative personnel (other than faculty, university staff, limited appointees, student appointees, or employees-in-training) with duties and appointments primarily associated with higher education institutions or their administration; typically paid on the monthly payroll
Absence Adjustment:
A manual entry made to increase or decrease an Absence Balance in the Absence Management Module
Absence Balance:
See Leave Balance
Absence Calendar:
Defines the period of time for which absences are to be processed; controls whose absences will be processed; defined by pay period; viewed on Results by Calendar page
Absence Calendar Segment:
A particular portion of an Absence Calendar; most Absence Calendars have only one Segment that runs for the duration of pay period; additional Segments are created to display leave absences when a position ends or changes in the middle of a pay period
Absence Calendar Version:
A calendar that reflects revised balances from those originally published for a given pay period; most Absence Calendars have only one version; additional Versions are created when a retroactive change is entered that affects balances in preceding Absence Calendars
Absence Entitlement:
See Leave Entitlement
Absence Event:
Referred to in two ways: 1) a page within Absence Management for editing and viewing details about all leaves entered for an employee during a specified time period; and 2) an individual Leave Take, Payout, Payback or Conversion
Absence Management Module(AM):
HRS module that allocates and maintains leave (a.k.a. paid time off) balances for employees; leave types include sick, vacation, holiday (personal, legal, floating) and banked leave
Absence Management (AM) Process:
An automated program that runs at scheduled times to update changes to Leave Balances
Absence Management Retro Processing:
An HRS recalculation of prior time periods due to changes to past employee job data, Time Entry or Absence Events
Absence Take:
See Leave Take
Academic Personnel Office (APO):
Provides human resource services for Faculty, Academic Staff, Limited Appointees, Graduate Assistants, and Student Hourly employees.
Academic Staff (AS):
Job classification that includes professional and administrative personnel (other than faculty, university staff, limited appointees, student appointees, or employees-in-training) with duties and appointments primarily associated with higher education institutions or their administration; typically paid on the monthly payroll
Academic Staff Fixed Renewable:
An Academic Staff ongoing appointment with generally a one- to five-year contract, with a contract renewal expected
Academic Staff Fixed Terminal:
An Academic Staff appointment that has a specific end date and is not generally expected to be renewed; these contracts are typically one-year in duration and can be extended in certain circumstances
Academic-year Paycheck Option (APO):
A set of online resources to assist nine-month employees in managing their paychecks and personal finances
Accidental Death & Dismemberment (AD&D):
A program that pays a dollar amount to beneficiaries if a covered employee dies or to the employee if they are dismembered by accidental means
Account Code:
A number used to distinguish between different types of transactions, e.g., expenses and revenues
Accounting Period:
A time interval for the monthly reporting and analysis of financial activities
Accounts Receivable:
Money that is owed to the institution
Action:
A change to a Job Data record in HRS; for example, a change to a pay rate or job title
Action Reason:
A Reason associated with an Action that is entered into Job Data and selected from a predefined list; (e.g. Action = Termination; Reason= Retirement) Job rows in Job Data cannot be saved without an Action and a corresponding Reason
Activity and Attachments (TAM):
A page within the TAM module within a specific Job Opening that keeps track of that opening's notes, attachments, and expenses
Actuals Distribution:
Process that applies funding rules from HRS Commitment Accounting to payroll earnings, deduction and tax transactions after each successful Pay Confirm; process will apply the correct account code, (e.g., salary, health, life, Medicare) according to the configuration set up (employee class, pay group and earnings code)
Add Employment Instance:
A term for creating a new active job directly into HRS for an employee who has at least one other active job. (Some campuses import this information via other programs or modules such as TAM or JEMS)
Add Salary Funding:
An HR personnel Action of Hire, Transfer, Change Department, Return from Leave (in different fiscal year) or Rehire (into different department in same Fiscal Year) triggering the need to add funding for the employee's job in HRS
Additional Adjustments Page (AAP):
This page is part of the Compensation Administration Tool that supports UW Institutions and divisions in the planning and budgeting of Group, Lump, Vacant, and Negative positions throughout the compensation administration process.
Additional Pay:
An addition to gross income recorded on the related HRS job record (Empl Rec); examples: lump sum and housing allowances that will be added to their payroll check; can be one time or scheduled
Adjusted Continuous Service Date (ACSD):
The total years in the employment of the UW or the State, in employment that is eligible to earn sick leave
Administrative Event (ADM Event):
An Event Type created manually by a Benefit Administrator to process benefit enrollments or changes using On Demand Event Maintenance
Affinity Group (AG):
A group of UW System campuses that are supported by one dedicated Service Center team AG1: Madison, Milwaukee AG2: Eau Claire, LaCrosse, Oshkosh, Platteville, Stevens Point, Whitewater AG3: Colleges, Extension, Green Bay, Parkside, River Falls, Stout, Superior, System Administration
Affordable Care Act (ACA; See Also: Obamacare):
A comprehensive health care reform bill that passed in 2010
Allocated Balance:
At the beginning of each calendar or fiscal year, a projection of expected entitlements) will be calculated for certain leave types (sick leave, vacation, etc.), based on the employee's data. Each pay period, the Allocation will be recalculated, to account for actual year to date Earned balance (see glossary entry for Earned Balance) plus the forecasted hours from that point to the end of the year. An employee may use all of his/her Allocated Balance at any time during the year
Annual Benefit Enrollment (ABE; See Also It's Your Choice; Open Enrollment):
The UW System term for the period of time when employees can make specific changes to their benefit elections which become effective the following January 1st
Annual Leave Reserve Account (ALRA):
A term used to refer to Banked Leave for Faculty, Academic Staff, and Limited Employees; see Banked Leave for more details
Applicant (TAM):
An individual applying for an open position within the UW System
Applicant Disposition (TAM):
An Applicant's workflow status in TAM that changes throughout the application process; such as Applied, Considered for Interview, Under Review, Does Not Meet Minimum Qualifications, etc.
Appointing Department:
The department responsible for hiring an employee into a position; this is located in HRS on the Job Data page, Work Location tab. The first character of the code is the alpha campus identifier
Appointment:
Refers to placing an employee in an approved position; sometimes used synonymously with Job or Position
Appointment Funding:
Specifies from which financial accounts (which unit's budget) an employee's earnings, deductions and taxes are being paid from
Assign TAM Roles:
A custom page within TAM that expedites the provisioning for Hiring Manager and TA Coordinator roles; allows manual provisioning for these security roles; can be done by individuals with the Recruiter security role; manual provisioning process is scheduled to run automatically several times each day and once in the evening
Assignments (TAM):
A section of a Job Opening that controls which campus personnel (Hiring Managers, Recruiters, Persons of Interest) have access to the Job Opening for viewing and modifying
Attributes:
Information on Job Data that defines an employee's job such as Business Unit, Department, Job Code, etc.
Automated Clearing House (ACH):
Also known as "Direct Deposit;" refers to the automatic electronic transfer of funds from HRS payroll to an employee's bank account
Available Openings (TAM):
A field within TAM that displays the number of openings yet to be filled when "Openings to Fill" is set to Limited. The default number of openings is the value entered in the "Target Openings field." When you hire an applicant in this job opening, the system decreases this number by one
Award:
A funding mechanism between the Board of Regents of the University of Wisconsin System and a sponsor whereby the sponsor commits funding to the University for a specific scope of work and for a specific period of time
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BAS (Benefit Administration System):
Computer system used by Employee Trust Funds (ETF) for the purpose of managing and processing employee benefit programs for the Wisconsin Retirement System and State Group Health.
BN (Benefits Module):
HRS module that determines employee eligibility for insurance programs, facilitates enrollments of employees in benefit plans, and tracks/maintains those enrollments
BU (Business Unit):
The unique identifier in HRS for each UW institution; for example, UWMSN is used for UW-Madison; UWEAU is used for UW-Eau Claire, etc.
Balance Adjustments:
Manual HRS adjustments made to an employee's tax, deductions, or earnings balances; also refers to changes made to paid leave balances
Banked Leave (See Also: Annual Leave Reserve Account; ALRA; Sabbatical):
Eligible employees may elect to convert a portion of their vacation balance that is remaining at the end of the calendar or fiscal year (depends on employee's Pay Group) to this leave account; hours do not expire and can be used at any time or paid out upon termination; formerly known as Sabbatical for University Staff; also referred to as ALRA for Faculty, Academic Staff and Limited Appointees
BAS Activity Table:
A table of pending benefit Events that will be processed by Benefits Administration. Events are created automatically by adding rows to Job Data, entered as a by-product of annual processes (such as the Annual ICI Process) or created manually by Benefit Administrators.
Batch Processes:
Executing a series of non-interactive jobs in a given sequence. Batch jobs are often maintenance processes or reports that are run during the evening or outside normal business hours when the system is less busy.
Benefit Administration System (BAS):
Computer system used by Employee Trust Funds (ETF) for the purpose of managing and processing employee benefit programs for the Wisconsin Retirement System and State Group Health.
Benefit Deduction Begin Date:
First day that premiums will be deducted from an employee's payroll check where an employee contribution is required. The Payroll module will calculate deductions for any Benefit Plans where the Deduction Begin Date falls within the payroll period.
Benefit Eligibility Field #1:
One of five Eligibility Configuration Fields used by the University of Wisconsin. It's located on Job Data under the Benefits Program Participation page. This field is used to denote an employee's eligibility for the Wisconsin Retirement System (WRS). Values are Y for yes or N for no.
Benefit Eligibility Field #2:
One of five Eligibility Configuration Fields used by the University of Wisconsin. It's located on Job Data under the Benefits Program Participation page. It is used to denote an employee's eligibility for the State Group Health Insurance Plan (SGH). The first character is a 'G' for Grad, 'R' for Regular, or 'N' for not eligible. The second character denotes if an employee is required to work out of state for their employment and the values are either Y for yes or N for no. The third character will indicate if an employee is "full" or "part time" meaning eligible for the full employer share of the premium or the less than half time rates. The values are either 'F' or 'P'.
Benefit Eligibility Field #3:
One of five Eligibility Configuration Fields used by the University of Wisconsin. It's located on Job Data under the Benefits Program Participation page. It is used to denote an employee's eligibility for the Income Continuation Insurance Plan (ICI). The first character denotes category: '1-6' to indicate the University Staff ICI category; 'X' for Grad or FA/AS/LI; and 'D' for deferred enrollment for FA/AS/LI. The second character denotes if an employee is eligible for Supplmental insurance and the values are 'Y' for yes, 'N' for no, or 'X' for Grad employees. The third character indicates if this is the first time an employee is eligible for a category. The values are 'Y' for yes, 'N' for no, or 'X' for not applicable. The fourth character indicates if an employee is enrolled in the Standard plan. The values are 'Y' for yes, 'N' for no, or 'X' for not applicable or deferred. The fifth character indicates if an employee is enrolled in the Supplemental plan. The values are 'Y' for yes, 'N' for no, or 'X' for not applicable or deferred.
Benefit Eligibility Field #4:
One of five Eligibility Configuration Fields used by the University of Wisconsin. It's located on Job Data under the Benefits Program Participation page. The first character is used to indicate if an employee is voluntarily choosing to have pre-tax waiver for benefit premiums deducted from their payroll checks. The values include 'Y' for yes or 'N' for no. The second character indicates if the employee is grandfathered into the .50 State Group Life Insurance option. The values include 'Y' for yes or 'N' for no.
Benefit Eligibility Field #5:
One of five Eligibility Configuration Fields used by the University of Wisconsin. It's located on Job Data under the Benefits Program Participation page. This field is used to indicate if an employee is eligible for the University Insurance Association plan. The values include 'Y' for yes and 'N' for no. It can also be left blank.
Benefit Event:
Refers to life changes such as birth, marriage, divorce, etc and/or employment changes such as hire, promotion, pay change, leaves of absence, etc. that occur to an employee that may have an impact on an employee's eligibility for current benefits or their ability to enroll in new plans.
Benefit Option:
Refers to the level of coverage an employee is enrolling for under a Benefit Plan. (e.g. single, family, employee + one, etc.)
Benefit Plan:
Refers to the specific insurance plans employees can enroll in under the umbrella of a Plan Type (e.g. Dean Health Plan, State Group Life, EPIC w/ Vision, etc. are under the Plan Type 10 which includes all State Group Health Plans.)
Benefit Program:
A collection of benefit plans offered to a group of employees. Employees are grouped based on benefit eligibility criteria such as Employee Class, FTE, Continuity, etc.
Benefit Record Number:
Used to group several jobs together for Benefit Administration to determine an employee's eligibility for a Benefit Program; while each Employee Record Number (job or position) is unique, a Benefit Record Number is generally assigned to multiple Empl Rcds; jobs that share the same Benefit Record Number share the same Benefit Programs
Benefits Administration:
An automated process that analyzes employee Job Data for benefit eligibility and assigns the employee to a Benefit Program, prepares enrollment options if applicable, and validates/finalizes employee benefit elections. This process uses triggers called Events to complete these actions
Benefits Billing:
A system that creates invoices for employees who are not in an active pay status and must pay insurance premiums via personal payment; the system calculates charges, tracks insurance premium payments; interfaces payment data to the related vendor reporting system, and interfaces with the UW financial systems to charge the appropriate funding sources
Benefits Confirmation Statements:
A printed employee confirmation statement that lists the benefit plans an employee has chosen as part of his or her new hire or annual beneift enrollment period
Benefits Module (BN):
HRS module that determines employee eligibility for insurance programs, facilitates enrollments of employees in benefit plans, and tracks/maintains those enrollments
Benefits Program Participation:
A section within the Job Data page that includes the Eligibility Configurationi fields used in conjunction with other Job Data by Benefits Administration to assign an employee to a Benefit Program
Benefits Service Date:
Sometimes confused with the Adjusted Continuous Service Date (which indicates the total number years in the employment of the UW or the State, in employment that is eligible to earn sick leave); the Benefits Service Date is used to determine when a University Staff employee is eligible for the employer share paid towards health insurance premiums, and when a Faculty, Academic Staff, or Limited employee is eligible for the employer share towards Income Continuation Insurance. It is found on the UW Benefits Tab on Job Data.
Blackboard Collaborate:
Webcast/conferencing software used by UW System for professional development, remote conferencing, and distance learning
Blocker:
A critical HRS system issue that must be resolved as quickly as possible to avoid significant downstream impacts, such as not being able to process an upcoming payroll
Bottom Frequency:
Refers to the Frequency field found on the bottom of the Compensation tab in Job Data; indicates whether the Comp Rate is entered as an annual or hourly amount
Brio Query:
A report created using Interactive Reporting software to extract data from multiple sources, e.g., EPM, WISDM, InfoAccess; file extension is ".bqy;" Interactive Reporting, Hyperion and Brio terms are often used interchangeably due to past ownership changes
Browser Cache:
A temporary storage area that holds the most recently downloaded Web pages. Used to improve web browsing speed and reduce data usage.
Budget:
A plan for expenditures related to staffing that includes headcount (full time equivalents, or FTEs), salary, benefits, and employer paid taxes
Budget Year:
A four-digit number that represents the State Fiscal Year from July 1-July 30 (i.e., FY2013 = July 1, 2012 to June 30, 2013)
Business Process:
A set of related or sequential activities that occur to produce a specific outcome for an organization. Example: Creating time sheets, loading hours and earnings, calculating benefit deductions, applying taxes, etc are all activities related to confirming a payroll.
Business Unit:
The unique identifier in HRS for each UW institution; for example, UWMSN is used for UW-Madison; UWEAU is used for UW-Eau Claire, etc.
CAT (Compensation Administration Tool):
A page used to support the administration of rate and funding changes at the employee level for the upcoming Fiscal Year. This page allows the user to view and edit compensation and funding data on the employee basis. This system interfaces with the current budgeting system and will transfer data to HRS Human Resources and Commitment Accounting.
CBO (Chief Business Officer):
The leader, or leaders, within a UW System institution that manages budgeting; at some institutions this includes leadership of other areas such as accounting and human resources
CHR (Classified Human Resources, See Also: University Staff):
Human resource services for civil service employees of the State of Wisconsin. UW System Administration employees are no longer part of the civil service system and are referred to as University Staff employees.
CHRIS (Classified Human Resources Information System):
One of the data systems that comprise the larger Job and Employee Management System (JEMS) in place at UW-Madison; used to track human resources transactions for University Staff, such as vacancies, reclassification requests and position descriptions; "HR" suffix identifies a modification of the CHRIS system used by larger departments that need an approval hierarchy within the department
CJ (University Staff Project; See Also: University Staff):
A category of University Staff employee who is employed for a specified period of time and is not considered a permanent employee. UW System Administration employees are no longer part of the civil service system and are referred to as University Staff employees.
COBRA (Consolidated Omnibus Budget Reconciliation Act):
1985 Federal legislation that allows employees and/or dependents to continue health insurance plans (Health, Dental, Vision, or Flexible Spending Accounts) when coverage is lost due to a Qualifying Event.
COL (See Also UWCOL; UW Colleges):
Refers to the two-year colleges within the University of Wisconsin System
CP (University Staff; See Also: University Staff):
A category of University Staff employee who is employed for an indefinite period of time and is considered to be a permanent employee.
CSRG (Common System Review Group):
Provides leadership and oversight for large information technology systems used across the University of Wisconsin System.
CTN:
Refers to the number of hours of Compensatory Time earned by University Staff in a pay period; appears on UW Paid Hours page
CTU:
Refers to the number of hours of Compensatory Time used by a University Staff employee in a pay period; appears on UW Paid Hours page
CYE (Calendar Year End):
Refers to the period of time when specific HRS processes are run to close out the calendar year as opposed to closing out the fiscal year.
Calculate Payroll:
The Payroll module pulls information from HR (rate of pay, pay basis, pay group, and frequency), from Benefits (insurance deduction calculations), Time and Labor (number of approved hours), Absence Management (Paid time off), and Finance (departments charged per budget) to determine the final gross and net pay to pay an employee for the current pay period. This process is run multiple times during a payroll week before the final calculation (Final Calc)
Calendar Year-End (CYE):
Refers to the period of time when specific HRS processes are run to close out the calendar year as opposed to closing out the fiscal year.
Canceled Hires:
Refers to Hire actions that were entered into HRS before the department learned that the individual either will no longer be taking the position, or the start date has been changed to a later date; associated with the Action/Reason combination of "Termination - Canceled;" a termination reason of "Canceled" cannot be used once the employee has started working in a position
CAT Event:
Benefit Administration Event used for University Staff (Classified) Employees who are enrolled in ICI but have a category change or are enrolled but no longer eligible for Supplemental
Catastrophic Leave:
A program that allows eligible employees to donate earned paid leave, with the exception of sick leave or compensatory time, to eligible employees who have a catastrophic need
CERT/CERT Number:
A unique number assigned to HR transactions that are tracked in the UW-Madison JEMS-CHRIS database
Chartfields (See Also: Funding Strings):
Indicates which department money will be drawn from to pay an expense and/or which account money received by the UW should be deposited; includes Fund Code, Department ID, Program Code, Project Code, Budget Year, Account Code, Class/Building
Change Management:
A series of activities intended to accelerate acceptance of new process or application while minimizing disruption of normal business processes.
Chief Business Officer (CBO):
The leader, or leaders, within a UW System institution that manages budgeting; at some institutions this includes leadership of other areas such as accounting and human resources
Classified Human Resources Information System (CHRIS):
One of the data systems that comprise the larger Job and Employee Management System (JEMS) in place at UW-Madison; used to track human resources transactions for University Staff, such as vacancies, reclassification requests and position descriptions; "HR" suffix identifies a modification of the CHRIS system used by larger departments that need an approval hierarchy within the department
Classified Permanent (See Also: CP; University Staff)
Retired term for individuals covered under the State of Wisconsin civil service program. UW System Administration is no longer part of this system and employees are now referred to as University Staff.
Classified Project (CJ; See Also: University Staff):
Retired term for individuals employed for a specified period of time and are not considered permanent employees. UW System Administration employees are no longer part of the civil service system and are referred to as University Staff employees.
Combination Code:
A specialized HRS accounting code; a string of Chartfield values (codes), including department ID, project ID, program code, account and fund
Common System Review Group (CSRG):
Provides leadership and oversight for large information technology systems used across the University of Wisconsin System.
Commitment Accounting:
Module in HRS which allows the organization to set aside funds, encumber and liquidate balances as actual salary and fringe payments are posted
Common Systems Review Group (CSRG):
Provides oversight and leadership for large information technology systems used by all or most of the UW System institutions
Compensation Administration Tool (CAT):
A page used to support the administration of rate and funding changes at the employee level for the upcoming Fiscal Year. This page allows the user to view and edit compensation and funding data on the employee basis. This system interfaces with the current budgeting system and will transfer data to HRS Human Resources and Commitment Accounting.
Compensation Rate (Comp Rate):
The rate of pay assigned to an employee.
Concurrent Job:
A UW System job that an employee holds in addition to their primary or original UW System job; example: Student Hourly employees may work for both an academic department and also for housing, or a faculty member may have both a professor and a department chair position
Confirm Payroll:
Process of committing the final results of a payroll calculation to HRS financials, printing checks, and creating direct deposits.
Consolidated Omnibus Budget Reconciliation Act (COBRA):
1985 Federal legislation that allows employees and/or dependents to continue health insurance plans (Health, Dental, Vision, or Flexible Spending Accounts) when coverage is lost due to a Qualifying Event.
Continuity:
A code in HRS that signifies the duration of an employee's position or job, e.g., 02A indicates a position expected to last less than one semester (C-basis employees) or less than six months (A- or H-basis employees); one of the criteria used to determine an employee's eligibility for the Wisconsin Retirement System.
Continuous Requisition (TAM):
This type of Job Opening within TAM will be used for ongoing recruitments, such as pool hires or areas with constant vacancies; may remain open for an indefinite period of time
Contracts:
A written employment agreement required by some academic staff and faculty positions; for example, a three-year initial contract is required for an assistant professor on the tenure track
Core HRS Users:
Employees who can access sensitive or restrictive information in the Human Resources System in order to perform their job duties
CPR Event:
Benefits Administration Event automatically created to correct a pay rate that was previously entered. Benefits Administration will finalize the Event automatically - no action is required by Benefit Administrators.
Craftworkers:
A category of employment used primarily for occupations with a defined set of special skills related to manual or mechanical work; craft: the trade of a carpenter; printer's trade
Cypress:
A data repository used for distribution and storage of reports produced by the Human Resource System (HRS) on a daily basis for use by UW institutions, UWSS Service Operations, and Management.
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DOA (Department of Administration):
A State of Wisconsin agency that develops and implements the state budget and supports other state agencies through centralized purchasing and financial management; the Wisconsin Office of State Employment Relations (OSER) is part of this agency.
DoIT (Division of Information Technology):
Provides full computer technology service to UW-Madison and limited services to UW System.
DR (Direct Retro; See Also: Salary Cost Transfer):
Funding corrections that are retroactive to previous payroll periods; formerly known as Salary Cost Transfer
DWD (Department of Workforce Development):
A State of Wisconsin agency that provides job services, training, reporting, and employment assistance to workers and employers across Wisconsin
Database:
A term used to describe a stored collection of information. HRS is a relational database where information is stored on a series of tables that relate to each other through commonly used key fields (such as Employee ID or "Empl_ID").
Data Change:
A literal term used for changes to information on employee records in HRS. New information is entered by adding rows to the employee's record and is organized within a hierarchy of historical, current, and future data
Data Dictionary:
Organizes key information about data used within Enterprice Performance Management (EPM) system for IT professionals. Information includes the type of data each field contains, the purpose of each field, fields required to be populated, previous names fields were known as, and how each is field populated
Data Warehouse:
A generic term for a repository of electronic data; typically contains historical data and is usually constructed to facilitate reporting and data analysis; the HRS data warehouse is referred to as "EPM"
DEA Event:
Benefit Administration Event automatically created by adding a job row with an action of termination and a reason of death
Deduction Prepays:
A process used to take additional months of insurance premiums in advance of an unpaid leave of absence using before-tax payroll deductions. This process is used primarily to pre-pay insurance premiums for 9 month (C Basis) employees who do not work over the summer months but can be used in advance of any type of unpaid leave. The money is paid out to the insurance company to offset premiums due for each month of absence. (See also LOA Event; RFL Event; SBK Event; RBK Event)
Default Funding:
Funding codes automatically assigned by the system when invalid funding codes or missing codes are not corrected prior to information being upload to the SFS Financials
Department:
Specialized functional area within an organization or a division, such as accounting, marketing, or planning. The organizational units within the UW System institutions are organized as a Business Unit (UW Madison), then Divisions, then Departments. Departments may also be further divided into Sub-Departments
Department Funding:
A set of rules created as a method of intentionally funding multiple people or Positions in a department that all share the same financial string. It can also be used when no Position or Appointment Funding is specified - see "Default Funding"
Department of Administration (DOA):
A State of Wisconsin agency that develops and implements the state budget and supports other state agencies through centralized purchasing and financial management; the Wisconsin Office of State Employment Relations (OSER) is part of this agency
Department of Workforce Development (DWD):
A State of Wisconsin agency that provides job services, training, reporting, and employment assistance to workers and employers across Wisconsin
Digital ID: (See Also: OTP; One Time Password)
A code that works in concert with a username and password to authorize an HRS user for a single HRS session; a smartphone app or a key fob is used to generate the single-use code
Direct Deposit:
Method of transferring money straight from a source (Such as an employer) into a recipient's bank (employee) account, by means of electronic funds transfer versus paper transactions to pay for goods or services
Direct Retro Funding Distribution:
Funding corrections that are retroactive to previous payroll periods; formerly known as Salary Cost Transfer
Division of Information Technology (DoIT):
Provides full computer technology service to UW-Madison and limited services to UW System.
DTA Event:
Benefits Administration Event used to denote a change in job data that does not affect eligibility or enrollments; it will be automatically created and processed
Dynamic Groups:
A unique identifier that contains active and inactive employees for viewing, approving and processing Payable Time. It controls access to Time and Labor pages based on user security (See also Payable Time)
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EAU (See Also: UWEAU; Eau Claire):
Refers to the University of Wisconsin located in Eau Claire, Wisconsin.
EID (Employee ID Number; See Also: Empl ID):
A unique 8-digit number assigned to each individual in HRS; used for tracking all records related to an individual and for reporting individual data between systems. These numbers are assigned to both employees as well as Persons of Interest. (See also known as Empl ID and EID)
Eff Seq (Effective Sequence):
This data element tracks the sequence in which data entries should be performed in HRS for the same Effective Date; the record with the lowest number for that Effective Date is processed first with the highest number denoting the most current information for that Effective Date.
EJED (Expected Job End Date):
A field on Job Data that indicates the last day the employee is expected to work in the position or job while in active pay status. It is differentiated by a Termination Effective Date, which is the first day an employee is in an inactive and unpaid status
Empl Class (Employee Classification):
A classification system used to group employees with common attributes; examples: FA = Faculty, SH = Student Hourly, CP = University Staff, etc.
Empl Rcd Nbr (Employee Record Number; See Also Empl Rec):
A field that is used to differentiate multiple jobs held by the same employee at the same time; default value is '0'; an employee's second concurrent job typically has a value of '1'; for example, it is common for Student Hourly workers to have multiple Empl Rcds; Empl Rcds can be "reused" by any other hiring unit once the original position has terminated
Empl ID (Employee ID Number; See Also: EID):
A unique 8-digit number assigned to each individual in HRS; used for tracking all records related to an individual and for reporting individual data between systems. These numbers are assigned to both employees as well as Persons of Interest. (See also known as Empl ID and EID)
Empl Rec (Employee Record Number; See Also Empl Rcd Nbr):
A field that is used to differentiate multiple jobs held by the same employee at the same time; default value is '0'; an employee's second concurrent job typically has a value of '1'; for example, it is common for Student Hourly workers to have multiple Empl Rcds; Empl Rcds can be "reused" by any other hiring unit once the original position has terminated
EPM (Enterprise Performance Management):
The HRS Data Warehouse primarily used for reporting purposes. Data is copied from the University's production database and loaded to the warehouse on a nightly basis. Data is typically a day old
ESS (Employee Self-Service):
A component of HRS that allows employees to access or update information on line directly through the system. Accessible information includes timecards, making absence requests, updating personal information, and making changes to certain benefits like Tax Sheltered Annuity deduction amounts. Amount of access to self-service varies from institution to institutionand employee to employee. Self Service is used by all campuses for the Annual Benefit Enrollment Period (ABE) that occurs in October. Many institutions also utilize self service to allow their newly hired employees to enroll for all benefits at the point of hire
ET (Employee in Training):
An employee that is acquiring additional training or experience in their field of specialization, typically after receiving an advanced degree; e.g., Postdoctoral Fellow, Postgraduate Trainee
ETF (Employee Trust Funds):
A state government agency that administers the Wisconsin Retirement System (WRS), State Group Health Insurance, State Group Life Insurance, and Income Continuation Insurance for Wisconsin State, Local, and UW System employees and retirees. This agency is responsible for determining benefit levels, interpreting and establishing policy, and setting insurance premium rates
EXT (See Also: UWEXT; Extension):
The Division of Continuing Education, Outreach & E-Learning offers credit, noncredit, professional development, continuing education and life-long learning opportunities.
Earned Balance:
In the Absence Management module of HRS, the Earned Balance is calculated based on the year to date earned or accrued leave (generally based on paid hours) less the year to date used leave. The Earned Balance may go negative for those leave types that have associated Allocated Balances (see Allocated Balance)
Earned Leave:
The number of sick and vacation hours an employee has accumulated or is entitled to as of a certain date.
Earning Statement:
Electronic or paper statement that illustrates an employee's gross and net earnings, deductions, and leave balances for each pay period
Earnings Codes:
Codes used in payroll to record payroll payments and paid time off. Codes often reflect different tax statuses and non-pay related accumulators
eBenefits:
A module used by employees to self-enroll for benefits on line either during the Annual Benefit Enrollment Period or when initially hired. (See also Annual Benefit Enrollment Period.)
Edit Table:
A database table used for the purpose of tracking entries and validating information against other tables to ensure data integrity of a system.
Effective Date:
A "time stamp" for an action or a data change row in HRS. This is used to maintain an accurate, chronological history of data and allow the user to review past transactions, current information, and future actions
Effective Sequence (Eff Seq):
This data element tracks the sequence in which data entries should be performed in HRS for the same Effective Date; the record with the lowest number for that Effective Date is processed first with the highest number denoting the most current information for that Effective Date.
Elapsed Exception Timesheet:
A timesheet typically used by FLSA exempt employees that is pre-populated with a Work Schedule and total hours worked per day; requires changes only when an employee works a different number of hours in a day or requests paid absences
Elapsed Positive Timesheet:
A blank timesheet used by FLSA exempt employees that requires employees to submit the total number of hours worked each day
Elapsed Time Reporters:
FLSA exempt employees reporting total number of hours worked each day and not specific 'In' and 'Out' punch times
Eligibility Configuration Fields:
A set of fields on the Benefit Program Participation page in HRS that are automatically populated based on benefits eligibility criteria from Job Data. (See also Populate Eligibility Config Process)
Eligibility Rules:
A set of criteria in the HRS system that Benefits Administration uses to determine what Benefit Program to automatically assign an employee to; the criteria take into consideration all the attributes of an employee's job or position to determine their eligibility for specific benefits
Employee Classification (Empl Class):
A classification system used to group employees with common attributes; examples: FA = Faculty, SH = Student Hourly, CP = University Staff, etc.
Employee Benefits:
A collection of fringe benefits or non-cash compensation that an employee is eligible for based on Eligibility Rules. These Benefit Plans include, but are not limited to: disability income protection, health care coverage, retirement savings, vacation, and life insurance. These plans offered by the UW are funded in whole or in part by employee payroll payments
Employee Contributions:
Financial payments made typically through payroll deduction by an employee to pay for all or part of the cost of fringe benefits (such as health insurance) offered by an employer
Employee ID (Empl ID):
A unique 8-digit number assigned to each individual in HRS; used for tracking all records related to an individual and for reporting individual data between systems. These numbers are assigned to both employees as well as Persons of Interest. (See also known as Empl ID and EID)
Employee in Training (ET):
An employee that is acquiring additional training or experience in their field of specialization, typically after receiving an advanced degree; e.g., Postdoctoral Fellow, Postgraduate Trainee
Employee Record Number (Empl Rec; See Also: Empl Rcd):
A field that is used to differentiate multiple jobs held by the same employee at the same time; default value is '0'; an employee's second concurrent job typically has a value of '1'; for example, it is common for Student Hourly workers to have multiple Empl Rcds; Empl Rcds can be "reused" by any other hiring unit once the original position has terminated
Employee Self Service (ESS):
A component of HRS that allows employees to access or update information on line directly through the system. Accessible information includes timecards, making absence requests, updating personal information, and making changes to certain benefits like Tax Sheltered Annuity deduction amounts. Amount of access to self-service varies from institution to institution and employee to employee. Self Service is used by all campuses for the Annual Benefit Enrollment Period (ABE) that occurs in October. Many institutions also utilize self service to allow their newly hired employees to enroll for all benefits at the point of hire
Employee Trust Funds (ETF):
A state government agency that administers the Wisconsin Retirement System (WRS), State Group Health Insurance, State Group Life Insurance, and Income Continuation Insurance for Wisconsin State, Local, and UW System employees and retirees. This agency is responsible for determining benefit levels, interpreting and establishing policy, and setting insurance premium rates
Encumbrance:
A claim against funds; a projection of future expenses for the fiscal year based on the current conditions. Actual expenses can and often vary from projected expenses.
Enterprise Performance Management (EPM):
The HRS Data Warehouse primarily used for reporting purposes. Data is copied from the University's production database and loaded to the warehouse on a nightly basis. Data is typically a day old
Equity:
In a financial context, refers to ownership in any asset after all debts associated with that asset are satisfied
Events:
"Triggers" used by Benefits Administration to automatically perform a series of tasks including: Assigning an employee to the appropriate Benefit Program based on eligibility rules, prepare any enrollment options if applicable for that point in time and type of Event, and upload any enrollments entered by a Benefit Administrator or employee using Self Service to the Base Benefit Pages. Events are triggered from adding rows to Job Data for actions like hires, terminations, transfers, and changes, by annual processes such as the Annual Benefit Enrollment Period, or manually by institution Benefit Specialists. (See also Benefits Administration or Ben Admin)
Exception Time Reporter:
Employees whose work hours are populated in their timesheets automatically based on an assigned Work Schedule; requires changes only when an employee works a different schedule
Expected Job End Date (EJED):
A field on Job Data that indicates the last day the employee is expected to work in the position or job while in active pay status. It is differentiated by a Termination Effective Date, which is the first day an employee is in an inactive and unpaid status
Expenditure:
An outflow of money to pay for an item or service
Extension (See Also EXT; UWEXT):
The Division of Continuing Education, Outreach & E-Learning offers credit, noncredit, professional development, continuing education and life-long learning opportunities.