Glossary


Finance Glossary  -  HR Glossary


Workday Finance


Browse the glossary below to become familiar with Workday Finance terminology:
Quick Links: Financial Accounting - Financial Reporting - General - Internal Service Providers (ISP) - Procurement & Expenses

Last Updated: 8/9/2017

Financial Accounting 

Legacy Term Workday Term Definition
As of Date
Accounting Date 
The date field is used to record the Accounting Date, this is the desired date for the transaction to post. The Ad Hoc Bank Transaction date field should correspond to the "as of" bank date listed on the Daily Bank Report sent by the Office of the Treasury.
No Legacy Term
Accounting Journal Statuses

Create - An initiated but unsubmitted journal that may be saved for later In

Progress - Journals that have been created and submitted for, but yet to receive approval

Posted - A journal that has been completed, approved and posted to a ledger

Unposted - Journal status used for a previously posted/approved journal to recall the journal for editing or cancellation due to an error or change

Canceled - A terminated journal that will not be reflected on the financial statements

*Journals may only be unposted and corrected or canceled if the period has not closed*

Manual Accounting Journals 
Accounting Journals 

Accounting journals are 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 IDRs are also considered "Manual Accounting Journals", however if goods and/or services are exchanged, it will be recorded wit the help of the Create Internal Service Delivery business process.

Manual Cash Journal
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.

No Legacy Term
Ad Hoc Bank Transactions Statuses

Draft - An initiated but un-submitted Ad Hoc Bank Transaction

In Progress - A created Ad Hoc Bank Transaction that has been submitted for but not yet received approval

Approved - An Ad Hoc Bank Transaction that has been approved

Cancelled - An Ad Hoc Bank Transaction that has been terminated

Journal Entry Form 
Create Manual Journal

A Workday business process used to perform Accounting journals.  Accounting journals are 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: 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.

Description (Batch Form and Journal Entry Form)
Memo

The Memo field is a description field available at the overall journal summary and journal line level. It is used to describe the primary purpose of the journal. Memo fields can also be found at each individual transaction line.

Bank Reference
Reference

Workday's Reference field facilitates automated bank reconciliation. The Reference number can include the Bank Reference ID, the Customer Reference ID or Merchant Number. This number should be copy and pasted from the Daily Bank Report into the Reference field.

Note: If the Daily Bank Report lists more than just the Bank Reference ID, the Bank Reference ID takes precedence over the other reference IDs.

No Legacy Term
Worktag Balancing
The use of a balancing fund to equate debits with credits for financial account transfer transactions such as Accounting journals. In order to facilitate this process the Balancing Fund FD000 must be entered.
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Financial Reporting

Legacy Term Workday Term Definition
Microstrategy
Business Intelligence

A set of methodologies, processes, architectures, and technologies that transform raw data into meaningful and useful information used to enable more effective strategic, tactical, and operational insights and decision-making.

No Legacy Term
Power Pivot

An Excel add-in that allows you to use Excel pivot tables for ad-hoc reporting. Ad-hoc, because you can quickly change a field in the pivot table to change the report results to something else. In other words, using drag and drop, you can change the report on the fly.

No Legacy Term
MS Power BI

A data visualization tool that allows you to create different kinds of graphs or dashboards based on your data.

No Legacy Term
SSRS
SQL server reporting services.
No Legacy Term
SSRS Reports
A reporting service that uses standard data reports, which are delivered. Allows users to pick a report, set filters and run the report. 
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General

Legacy Term Workday Term Definition
Transaction Code
Business Process

An identifier used to denote the type of financial transaction performed within the Workday system.

No Legacy Term
Company
The primary organization type used by Workday Finance. Represents the legal and non-legal entities at UM (e.g. 200 Academy).
Sub-department
Cost Center

An identifier for financial responsibility and oversight for a managed budgeted entity at the most granular level (e.g. CC00167 English).

Note: Cost Centers translate loosely to FRS sub-Departments (not a 1:1 match) and can generate a profit and loss statement.

No Legacy Term
Driver Worktag
One of four FDM worktags ( Grant, Gift, Project and Program) that are mutually exclusive and derive certain associated worktag values (i.e. Cost Center, Fund) within Workday.
No Legacy Term
Financial Class
Tracks the National Association of College and University Business Officers (NACUBO) classification for expenses.
No Legacy Term
Financial Data Model (FDM)
A multi dimensional data structure used for accounting and financial reporting; contains elements known as worktags.
Fund/Sub-Fund
Fund
Represents a method of accounting based on the University’s designation of funding categorization. Funding categories at the University of Miami include: General, Designated, Endowment and Plant. A fund is required on all financial transactions.
Endowment/Spendable Gift
Gift

External source of funds typically with usage restrictions (temporary or permanent).

Note: Naming in Workday is consistent with Raiser’s Edge.

6 Account 
Grant
Tracks specific funding source provided by an outside sponsor (e.g. federal, state, local) with detailed reporting requirements.
GL Sub-Object
Ledger Account
Natural accounts where debits and credits are recorded in the general ledger. Ledger accounts will be summarized into hierarchies for financial reporting and are managed by the Controller’s Office for financial reporting.
FRS Dimension
Legacy Value
Recreation of a FRS account in Workday.  This will be used for UHealth and Division of Continuing and International Education (DCIE) to facilitate reporting.  Legacy values will derive the Workday FDM (Program, Project, Grant, Gift and related worktags) to maintain mapping between WD and non-retrofitted applications.
FRS Account
Program

Classifies ongoing, non-sponsored, primarily unrestricted, activity within a single Cost Center. These worktags capture non-grant, non-gift and non-project related University activity (e.g. PG002037 Plant Reserve - Urology Plant Acct).

Note: Programs capture non-grant, non-gift, and non-project University activity.

Plant Account
Project
Used primarily by Central Offices (Facilities, Information Technology, and the Office of Emergency Management (OEM)) to track transactions for a scope of work with a defined start and end date.
No Legacy Term
Region

A dimension used to manage location-based profitability reporting within the University of Miami Health System.

Note: For September 1, 2017 go-live, this worktag will only be used to support reporting at the Lennar Foundation Medical Center-University of Miami Health System.

SL Sub-Object 
Revenue/Spend Category

A more granular view of revenue or expenses incurred at the University.

Account Attribute 
Worktags

An FDM dimension that is used to facilitate Workday transactions and create financial reports.

Note: The FRS/FDM Conversion  tool will provide the associated mappings for FRS data elements to the required Workday worktags.

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Internal Service Providers (ISP)

Legacy Term Workday Term Definition
Interdepartmental Requisition Form 
Create ISD

A Workday transaction that records critical information related to goods and services that an ISP provides to a requester.

Rate Sheet
Internal Catalog

An ISP’s list of goods and services, their description and associated prices.

Charge-out Item 
Internal Good or Service

An item that is delivered to an internal requester. The item is delivered by an internal entity (instead of an external supplier).

Interdepartmental Requisition (IDR)
Internal Service Delivery (ISD)

A Workday transaction that 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.

Service Center 
Internal Service Provider (ISP)

Delivers internal goods and/or services to an internal or external entity. ISPs are set up at the department (Cost Center) level.

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Procurement & Expenses

Legacy Term Workday Term Definition
No Legacy Term
Adjusted Per Diem 
Expense Item. A cap on the daily per diem amount that is less than the specified by GSA based on an award.
No Legacy Term
Create Receipt
The process of recording the receipt of goods and services to facilitate three-way matching of PO, Invoice and Receipt. Initiated by employees with the Workday role of UM Receiver. Required for POs with a specific Spend Category.
eCheck
Create Supplier Invoice
Check Requests are used when other payment types are not more appropriate. Create Supplier Invoice is the formal business process for requesting a check in Workday. Create Supplier Request must be submitted and approved before a Create Supplier Invoice can be submitted. 
Paper BERF
eForm
Reimburse non-employees such as guest speakers for travel or student club expenses. Department submits eForm. Disbursements processes payment in Workday.
No Legacy Term
Employee Travel Meal (Actual)
Expense Item. Expense travel meals at actual cost, not per diem.
No Legacy Term
Expense Item
The field in the expense report that identifies the type of expense that was made and determines which fields are required by the user to complete.
eBERF
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.
No Legacy Term
Extended Per Diem 
Expense Item. Trips that are 7 days or more.
No Legacy Term
Per Diem – Domestic Travel
Expense Item. Standard domestic travel per diem, when entered one day at a time.
No Legacy Term
Per Diem – Florida Grant
Expense Item. Indicates State of Florida grants stipulations.
No Legacy Term
Per Diem – Foreign Travel
Expense Item. Standard foreign travel per diem, when entered one day at a time.
 Travel Cash Advance
Spend Authorization 
Formalized process for requesting a Cash Advance: An approved request of cash in hand that is given to the traveler prior to official University travel and is to only be used for University-related travel expenses.
Sub-Object
Spend Category
Provides a granular view of expenses incurred at the University. Grouped into hierarchies and mapped to ledger accounts for financial reporting. Required on all expense transactions.
No Legacy Term
Split Cost Per Diem 
 Expense Item. Splitting per diem cost across multiple worktags.
American Express/AMEX
US Bank PCard
US Bank provided MasterCard PCard for purchase of goods and services.
Ariba/ UMeNET
Workday/UMarketplace
A purchasing system through which requisitions and purchase orders are submitted for goods. The system operates as a virtual mall where users can search, compare and purchase catalog goods as well as create purchase requisitions for non-catalog goods.
CAR System
Workday/US Bank
The CAR system used to reconcile credit card payments for AMEX PCards will be replaced by Workday and integrated with the US Bank Portal to automatically upload transactions into the system.
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Workday HR

Browse the glossary below to become familiar with Workday HR terminology:

A


Additional Job: Represents work performed outside of the primary job profile. Additional jobs are considered "non-primary" jobs.

B


Business Process: A sequence of one or more configurable steps/tasks that guides the user through the system to accomplish a desired business objective. Examples of business processes are hiring an employee, changing an employee's compensation and updating personal information. The ability to perform actions within a business process is determined by the security role(s) granted to specific user(s).

Business Title: A business title is a descriptive title that provides greater understanding of the employee's responsibilities and scope within the Job Profile. This is also known as the long title. A faculty member's job profile may be Professor; their business title may be Professor of Gastroenterology.

C


Compensation: The combination of elements capturing the total amount of pay provided to an individual as designed and assigned through Workday.

D


Data Management: Processes related to inputting, managing and maintaining employee data.

Delegation: Allows an approver of a business process the ability to permit another user to review and approve processes on his or her behalf. This can be assigned for particular business processes identified by the approver. Also allows a user to delegate the initiation of selected business processes to another user. An entire inbox can be delegated to another individual during a leave or vacation.

E


Eligibility Rule: Used to specify one or more criteria that categorize workers into a group that is used to qualify them for participation in an HR-related task such as benefit plans and compensation plans.

Employee Self Service (ESS): Employee access and, in some cases, ability to update or view their personal HR, Benefits, and Payroll data. An example of Employee Self Service is access to change preferred contact information.

Employee Type: Employee type is a categorization that is assigned to each employee at time of hire. For the most part, this designation is informational only. Employees can be searched or filtered by their employee type.

H


Hire Date: Reflects starting date of first-time or rehired employment in a ‘regular’ position; i.e. vacation/sick time benefit eligible position. UM term: Regular Hire Date.

Hyperlinks: Blue underlined text indicating the user can click to open a new page specific to that item.

I


Integration: A boundary across which two independent systems meet and act on or communicate with each other.

J


Job Family Group: The broadest category of classification. Examples of Job Family Groups include Administrative Support/Clerical, Clinical and Allied Services, Information Technology and Students. UM term: Job Family.

Job Family: Broad groupings of jobs that perform similar functions. Examples of job families include Administrative Support, Ophthalmic Services, and Talent Acquisition. UM term: Job Function.

Job Profile: Defines the work performed in exempt and non-exempt positions. It also defines generic features and characteristics 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/architecture: job profiles make up job families, which make up job family groups. UM term: Job Title/Job Description.

L


Landing Pages: A page with multiple configured worklets to meet the needs of a certain user of group of users. These worklets enable you to quickly view data and perform tasks. Landing pages can be configured by the individual users.

Leave of Absence: An approved period of time during which an employee may be absent from work, for reasons other than vacation, in respect to policies and procedures.

Leave Type: Defines rules that apply to specific Leaves of Absences such as eligibility and entitlement maximums.

P


Personal Information: Information related to an individual for human resources, benefits and payroll. Some examples of personal information include federal tax information, direct deposit information, benefit choices, retirement elections, dependent and beneficiary information, birthdate, ID information, and emergency contacts.

Pay Group (Payroll related): A group of workers sharing the same job classification, or other uniqe characteristics. The pay group must also share the same work period, accrual schedule and pay date. Pay groups facilitate the calculation of payroll. Workers in a pay group must share the same period schedule.

Payment Election: An employee's choice of bank accounts for receiving their net pay via direct deposit. For each account provided, the employee must designate amounts and/or percentages to be deposited and must also include a 'balance' account for any remaining monies.

Payroll: The process by which employees net pay is derived. The process combines compensation, benefits, statutory, voluntary and involuntary deductions resulting in the net amount payable to the employee. Amounts are displayed on employees’ payslips.

Position: An opening that is created in Workday in order to move or hire a worker into a supervisory organization; allows users to enter hiring restrictions/attributes for a specific position.

Pre-Hire: A status initially assigned upon the offer of employment. All employees have a corresponding pre-hire record in Workday. Note: pre-hire records are established for all students eligible for employment as a 'Student.' Pre-hire is also an employee status representing the period between the date of a University job offer through to the first day of employment. A pre-hire is provided limited access to employee self-service features in Workday to facilitate Onboarding activities.

R


Reports – Standard Report: Reports delivered by Workday for all customers. Many reports within Workday can be viewed as results on the screen, based on the criteria entered by the user. Additionally, report results can be filtered on by column and exported to Excel for additional sorting, formatting, etc.

S


Search: Functionality to locate items, returning all matching objects and actions in the system.

Security Roles: Security roles are Workday designations that determine access to the initiation and approval of business processes as well as to data in Workday. Examples of security roles that may be used include Employee As Self, Manager, HR Partner, and Compensation Administrator.

Supervisory Organization: Supervisory organizations make up the organizational chart by grouping employees into a management hierarchy to define "who reports to whom." A supervisory organization can be a business unit, department, group, or project. Jobs, positions, and compensation structures are associated with supervisory organizations, and workers are hired into jobs or positions associated with a supervisory organization. HR business process approvals and checklists are established for the supervisory organization hierarchy, with possible variations for particular organizations within that hierarchy.

W


Worker: A person who is an employee or student hired by the University.

Worklet: A compact report view displayed as an icon on a landing page to provide quick access to tasks and information used regularly. Examples of worklets include Benefits and Pay.

 

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