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HRIS Glossary of Terms
Glossary of Terms
University of Toronto– HRIS Glossary 08-2013 (FINAL) 8/28/2013
GLOSSARY - 1
Contents
A ...................................................................................................................................... 2
B ...................................................................................................................................... 4
C ..................................................................................................................................... 5
D ..................................................................................................................................... 6
E ...................................................................................................................................... 6
F ...................................................................................................................................... 7
H ..................................................................................................................................... 7
I ....................................................................................................................................... 8
J ...................................................................................................................................... 8
K ...................................................................................................................................... 8
L ...................................................................................................................................... 8
M ..................................................................................................................................... 9
N ..................................................................................................................................... 9
O ..................................................................................................................................... 9
P .................................................................................................................................... 10
R ................................................................................................................................... 11
S .................................................................................................................................... 12
T .................................................................................................................................... 13
U ................................................................................................................................... 13
V .................................................................................................................................... 14
W ................................................................................................................................... 14
Glossary of Terms
University of Toronto– HRIS Glossary 08-2013 (FINAL) 8/28/2013
GLOSSARY - 2
A
Term Abbrev.
Academic Teachers within the academic portfolio are:
Professors
Assoc. Professor
Assist. Professors
Assist. Professors Cond
Lecturer/Sr. Lecturer
Instructor/Sr. Instructor
Actions (0000) Business processes within Human Resources, for example, hiring a new employee, can be simplified by using what is known as ‘Actions’. Actions combine related infotypes into groups.
Action Date Effective date of a personnel action for an employee.
Action Reason Why a personnel action is performed. For example, New Hire
Addresses (0006) The Addresses screen stores information on the employee‟s address and telephone number. An Address Subtype specifies which address this information relates to.
The Addresses screen stores different types of
addresses such as:
Permanent Residence (employee‟s home
residence)
Emergency Address
Physical Location ( this is used when the
employee is physically located in another
building or campus)
Hospital Address (this is used when an
employee is in a hospital location)
Payroll Statement Address (The payroll
statement address is updated automatically
after each pay run and displays where the
Glossary of Terms
University of Toronto– HRIS Glossary 08-2013 (FINAL) 8/28/2013
GLOSSARY - 3
statement will be delivered. Business Officers
do not have access to update this address
subtype).
Official Tax Address (this address type is
updated automatically once a year before the
tax slips are run. Business Officers do not have
access to update this address subtype).
The mailing address for both the pay statement
and tax slips is determined by the employee
information in HRIS. For example, if the
employee is Appointed, the default address will
be the Campus Address or Hospital Address. If
the employee is non-appointed then the default
address will be the home address.
Adjunct Individuals who are employed elsewhere in a position that is not primarily academic in nature, who have special skills or learning of value to a division and who may provide services for which recognition is desirable may be appointed as an Adjunct faculty member.
For example:
Faculty of Law describes them as: Leading members of the bar and bench that bring their expertise in particular areas, as well as their experience as advocates, negotiators, drafters, policy-makers and adjudicators, to the courses they teach. They make a significant contribution to the teaching program and to social life at the Faculty as teachers, moot court advisors, workshop participants, and mentors.
Administrative
Stipend
Additional payment given to an Academic to perform administrative duties.
Academics are the only ones that can receive “Administrative Stipends”
Appointed
Position
Appointed Positions are used when hiring an employee
into an appointed staff category within the University.
Employees in Appointed positions are eligible for U of
T Benefits.
Appointment
Detail (9009)
The Appointment Detail screen is used to record the
following:
Validity dates and contract types per funding
Glossary of Terms
University of Toronto– HRIS Glossary 08-2013 (FINAL) 8/28/2013
GLOSSARY - 4
source (CC/CFC/Int.Order/Fund)
Position Appointment Date (Multiple Positions)
Salary [change] data by funding source
Wage Type 0100 - T4 Appt Staff-Sal pd IncReason for Salary Changes. For example, USW Grid Progression
The end date on this screen is used to determine the date to which the Salary Reserves are calculated for appointed salary.
Although the payroll program does not look to this
infotype for payment purposes, this infotype must be
completed and saved for Human Resources reporting
requirements.
B
Term Abbrev. Definition
Bank Details (0009) The Bank Details (0009) screen is where the employee‟s bank account data is stored.
If the payment method used is „F‟ Electronic Funds Transfer the employee‟s net pay will be electronically deposited to their bank.
If the payment method used is “C” a U of T Canadian Dollar cheque will be issued
Basic Pay (0008) The Basic Pay (0008) screen stores the following information for appointed monthly paid employees
employee‟s annual salary data
employee‟s monthly salary data
working hours per payroll period. The hours on this screen must match the hours of the on the Planned Working Time screen (0007)
Cap.Util.lvl is the percentage of time the employee works. The percentage on this screen must match the employment percentage on the Planned Working Time Screen (0007).
For Casual employees the basic pay screen displays the default working hours and the default Cap Util lvl and the standard hourly rate.
Batch Data Communication
BDC A report that shows data that has been updated into the system. The report gives information on entries that have been processed and entries that have errors.
An example of a BDC session would be when you are
Glossary of Terms
University of Toronto– HRIS Glossary 08-2013 (FINAL) 8/28/2013
GLOSSARY - 5
updating HRIS using the Fast Entry Processing utilities.
C
Term Abbrev. Definition
Casual (non-appointed) employee
Employees who are hired within the casual staff category
Change Function Used for changing original information only. If new information is being recorded use Create or Copy Function.
Clinical Stipend Payment for work for an employee in a Clinical position
This should be used for Academics in the Faculty of Medicine/Dentistry only.
Company Code The smallest organizational unit for which a complete self-contained set of accounts can be drawn up for purposes of external reporting.
Confidentials A staff group in HRIS
Contract Elements (0016)
This screen displays the type of contract an employee has, for example Term or Continuing.
Copy Function Takes an existing record and duplicates all information, allowing for changes. Creates a history for the new action.
Cost Centre Organizational unit within a controlling area that represents
a defined location of cost incurrence. The definition can be
based on:
Functional requirements
Allocation criteria
Physical location
Responsibility for costs
Cost Distribution (0027)
Displays the account(s) to which the employee‟s wages
are charged to.
Create Function Used to begin a document record for an employee. Creating new Action maintains a history. (see Actions)
Cross Appointment Cross appointment is to attach an employee into two positions.
Cross appointment can be used for appointed and non-appointed employees
Glossary of Terms
University of Toronto– HRIS Glossary 08-2013 (FINAL) 8/28/2013
GLOSSARY - 6
D Term Abbrev. Definition
Data Verification
Report This is a report that will show any errors against an
employee‟s record.
This report should be run any time there has been a
change to an employee‟s record
Date
Specifications
(0041)
Stores key dates in an employee‟s employment history.
i.e. Hire Date, Vacation start date, USWASeniorityCalDate
Delete Function May be used to delete a mistake on an employee master
record ONLY IF a payroll has not been run for that
employee. Prior to deleting any payment screen for
example: 0014 & 0015 (infotypes) contact the Central
Payroll Department.
Delimit Replaces the existing end date of an HR Master Data
record or infotype with a new end date for that record.
E Term Abbrev. Definition
Education (9002) Stores an employee‟s Accredited Degree/s Information
Emeritus/Emerita
Status
This is a status given to retired academics male or female.
This status is not automatically given it must be applied for
by the retiring academic
Employee Group EE Group Organizational unit for which personnel provisions can be
specified.
Example: Employee groups
1 – Active Employee 2 - Withdrawn
Employee
Subgroup EE Subgroup
A more defined unit for personnel provisions which falls
under an EE group.
Glossary of Terms
University of Toronto– HRIS Glossary 08-2013 (FINAL) 8/28/2013
GLOSSARY - 7
Example:
Employee subgroups within the 1 – Active employee
* 01 – Hourly * 03 - Salaried
Extended
Relocation Period This is an unpaid absence given to a released employee.
This was is used for employees that were released but not
terminated so that they may be considered as internal
candidates for job posting within the University
F Term Abbrev. Definition
Fast Entry
Templates Excel spreadsheet use to enter hours worked for an
employee.
Federal Tax
(0463) Screen where the employee‟s tax credit information is
stored.
i.e. Information from the employees TD1 form
Fellow A student staff category in HRIS
Full-Time
Appointed An employee hired into a full –time appointed position
works 100%
Full Time
Equivalent FTE The percentage the employee works.
Funds Centre CFC Account number the employee‟s wages are charged to.
Each department have their own set of Fund Centre‟s
H
Term Abbrev. Definition
Hiring Action in HRIS used to begin a record for an employee.
Human Resource
Information
Systems
HRIS System where information is stored.
i.e. personal data, payroll data, benefits data
Glossary of Terms
University of Toronto– HRIS Glossary 08-2013 (FINAL) 8/28/2013
GLOSSARY - 8
I
Term Abbrev. Definition
Infotype Data that is grouped according to content. (See also SUBTYPE.)
Infotype Group Sequence of related infotypes that are displayed one after
the other for maintenance purposes when a personnel
action is performed.
J Term Abbrev. Definition
Job Organizational object that is used to create positions when you are creating an organizational plan. Jobs are a general classification of functions in an organization, that are defined by the tasks and characteristics assigned to them. Job descriptions apply to several different positions with similar tasks and characteristics.
K Term Abbrev. Definition
Kronos The company responsible for collecting automated time and attendance data. (This is not used throughout U of T. There are different time and attendance applications such as Timelink also being used)
L Term Abbrev. Definition
Long Term Disability LTD An unpaid sick absence.
Must be approved before an employee can be on LTD
Glossary of Terms
University of Toronto– HRIS Glossary 08-2013 (FINAL) 8/28/2013
GLOSSARY - 9
M Term Abbrev. Definition
Membership Fees (0057)
This screen enrolls unionized staff for union dues.
Monitoring of Tasks (0019)
On this screen you can enter important dates on which actions needs to be taken at a future date.
i.e. End of Probation or End of Contract
N Term Abbrev. Definition
Non-Budgetary Appointment
Nonpaying appointment given to an Academic.
Non-Budgetary appointment cannot be give within the same department employees holds their main appointment in.
O Term Abbrev. Definition
Organizational Assignment
Organizational Assignment shows the 'Main or Primary' position for the employee.
Organizational Unit A user defined unit which carries out certain functions within a company. Departments are examples of Organizational Units.
Organizational Unit Transfer
When an employee is transferred from one Organizational Unit (department) to another Organizational Unit within the University
Original Hire Date The beginning date of employment.
Overload Stipend Payment for Academics who have assumed additional teaching duties, not related to their main position.
i.e. SGS courses
This only for Academics
Glossary of Terms
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P Term Abbrev. Definition
Part-Time Appointment An employee who does not have a 100 % appointment.
Personal Data (0002) This infotype stores data to identify an employee such as Name, Birthdate and SIN number
Personnel Action Personnel procedures such as hiring or terminating an employee. Each Personnel Action contains the infotypes that must be maintained to record the personnel action. The infotypes are reviewed in succession so they can be maintained (see Actions)
Personnel Area Organizational unit representing an area within an organization according personnel administration For example, 0001- Appointed, 0002 – Non-Appointed
Personnel Sub-area Organizational unit that represents part of a personnel area according to personnel administration, time management, and payroll accounting criteria. For example, 0100 – Academic, 2000 - USW
Personnel Structure Describes an employee‟s position in a company from
the individual employee‟s view. The administrative
personnel structure consists of the following
elements:
Employee Group
Employee Subgroup
Payroll accounting area
Organizational key
The organizational personnel structure consists of
the following elements:
Position
Job
Organizational Unit
Phased Retirement When an employee works less than 100% for a
period of time until they completely retire.
Planned Working Time
(0007)
This infotype contains the work schedule, percentage
of employment, daily, weekly, monthly and annual
hours for and employee.
Glossary of Terms
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Position (Organizational object (object type key S), which is
used to distribute tasks to different posts in an
organizational plan as well as to model the reporting
structure between posts. Positions are concrete and
are occupied by holders (employees), purchasing
administrator, golf course manager or secretary in
the marketing department, for example.
Positions are different from jobs. A job is not
concrete, but rather a resource used to create
various positions with similar tasks and features.
Probationary Increase Wage Increase for employees who have completed
their probationary employment period.
Professional/Managerial
Employee
PM Staff group within HRIS
Promotion When an employee is promoted into a higher
position or status
Provincial Tax Screen where the employee‟s tax credit information
is stored.
i.e. Information from the employees Ontario TD1
form
R Term Abbrev. Definition
Rank A level given to Academics.
i.e. Assistance Prof, Associate Prof.
Reclassification To change a previous classification.
i.e. Position, Job
Recurring
Payments
To pay someone the same amount for a continuing period
of time for a series of pay dates
Redeployment Redeployment Pool is an unpaid absence in HRIS. It is
Glossary of Terms
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Pool only applicable to USW employees. It defines USW
employees who have been released but are still
considered as internal candidates‟ for job placement
Reduced Time
Compensation
When an employee works less than 100%
Rehire To bring back a previous employee
Rehire Date Date an employee is hired back into the system.
Reporting Tree A list of reports with in HRIS
Retirement A reason why an employee ceases employment
Retirement
Eligibility Date
Date on which employee is eligible for retirement plan.
Will default to hire date and must be manually maintained
based on company policies.
S Term Abbrev. Definition
Semi-Retirement When an employee works less than 100%
Status-Only An nonpaying appointment give to Academics
Stipend Payment for extra work performed by an appointed
employee.
Subtype Further subdivision of an infotype.
An infotype can be subdivided into a subtype, for example:
* Infotype 'Family' Subtypes 'Spouse', 'Child'
* Infotype 'Addresses' Subtypes 'Home address', Mailing address'
Subtypes 'Permanent residence', 'Secondary residence'.
Systems,
Applications,
Products
SAP Systems, Applications, Products. The actual Windows-based software which controls the data in the Retail, Accounting and Human Resources modules.
Glossary of Terms
University of Toronto– HRIS Glossary 08-2013 (FINAL) 8/28/2013
GLOSSARY - 13
T Term Abbrev. Definition
Tax Assignment
(0461) This screen holds the jurisdiction from which province the
tax will be deducted from.
This screen will always default to “Ontario” as we only deduction taxes for the province of Ontario.
Tenure An Academic status given to Academics only
Termination To leave the University, no longer employed
U Term Abbrev. Definition
United Steel
Workers
USW Staff Group in HRIS
UTORAUTH
Letter
New employees at the University require a UTORid account as well as complete instructions for creating the UTOR email account and obtaining a library card. This process has been incorporated into the Personnel Actions screen where Business Officers can conveniently generate this information for employees in the form of the UTORid account letter.
Glossary of Terms
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GLOSSARY - 14
V Term Abbrev. Definition
Vacation Payout When an employee is paid out in dollars for vacation earned instead of taking vacation time off.
Valuation Basis This indicates whether the annual salary is derived from a table or not. For example: USW grid
W Term Abbrev. Definition
Wage Type A description of a type of income to be paid.