  IT ALERTS
|
eUMB - Glossary
A | B | C | D | E | F | G | H | I | J | K | L | M | N
O | P | Q | R | S | T | U | V | W | X | Y | Z
A
ASC Assistance and Service Center. The Assistance and Service Center is part of UMB’s Center for Information Technology Services (CITS). It provides training and end-user support for UMB enterprise applications, such as eUMB. Users can call the Help Desk at 6-HELP (6-4357) with questions on applications and training.
Absence Absence occurs when an employee is not at work during scheduled work hours. Depending on why and when an absence occurs, it can be classified as scheduled or non-scheduled, paid or unpaid, and excused or unexcused.
Academic Appointment Department
The department which provides a faculty member with an academic appointment.
Account Code Unique identifier which maps to FAS account, subcode, and other financial and budgeting characteristics for distributing actuals and encumbrances.
Account Owner Department representative who has fiscal authority over the funding source (Account Code) from which the employee's labor expenses are supported.
Account Status Identifier as to whether an account code is New, No-Change, or Deleted from the current UMB Employee Funding Profile. All statuses with the exception of No-Change will trigger an FYI e-mail to the account code owner.
Accruals (Leave) Any hours that employees accumulate for use at another time in the form of earned vacation time or sick leave, for example.
Action Code PeopleSoft uses Action Codes to initiate a series of processes. Each action has an associated "Reason Code." The Action also determines the Status of the employee, which can be critical because it triggers other processes in PeopleSoft. For Example: In the course of maintaining Administer Workforce Business Process information, you'll enter changes to employee data resulting from such activities as promotions, transfers, terminations, salary increases, and leaves of absence. Each of these activities is called a personnel Action, and you use them to enter and update employee data on the Job Data Work Location page. The Action tells eUMB what to do; the Reason tells why it was done.
Action Reason The Action Reason code describes the reason an employee’s job information is being updated. The action reason is entered in two parts: a personnel action, such as a promotion, termination, or data change from one paygroup to another—and a reason for that action.
Actuals Actual labor expenses (those expenses that have been paid to the employee).
Actuals Distribution Distribution of actual labor expenses to designated accounts. Actuals are distributed on or around each payday. Actuals distributions can be viewed by employee in eUMB and by account in FAS.
Add (PeopleSoft Action type.) An "Add" action adds a new row of information to the database with a new high-level, primary key. If you are thinking of it in terms of a file cabinet, you are adding a new file folder to the filing cabinet.
Administer Workforce One of the most important areas of PeopleSoft for Human Resource Services. In this area, authorized individuals can enter, update, and/or view information regarding new and existing employees' personal and job information. One can access and input information such as a new employee hire and changes to an existing employee's record.
Adminstrator ID Name of employee serving as fiscal officer for department or departmental Chairperson.
Advanced Search Page The Advanced Search page allows you to search on any combination of search keys.
Advice The Form that employees who choose direct payroll deposit receive in lieu of a check. It is a report to these employees showing gross pay, reductions, deductions, contributions, net pay, selected year-to-date totals and bank account number.
After-Tax Deduction A deduction from pay that does not reduce the taxable wages (also called a "post-tax contribution.")
Application In the context of business applications, systems such as payroll, benefits, inventory or purchasing.
Application Upgrade An Application Upgrade is the process of updating the functional part of the PeopleSoft application. This generally results in additional functionality for the end user.
Apply (Processing Button). Usually found on a page that you opened by clicking a prompt button. Enables you to apply the data input without returning you to the main page in case you want to perform additional searches.
Appointment (Faculty) Appointment means an initial appointment or a reappointment to the faculty of a school at UMB, whether tenured, on the tenure track or in a nontenure track series.
Appointment Letter (Faculty) Appointment letter refers to the communication between UMB and faculty members at initial appointment, as required by University policy, and upon reappointment, to state terms and conditions of a faculty member's employment. Appointment letters must be made in a form approved by the President's Office and the Attorney General's Office. Approved forms currently in effect are attached to these procedures.
Approval Action Action that triggers workflow. Approval action must be at "Approve" for profile to be sent forward to Reviewer and/or Approver. CA reviewer and/or approver have ability to recycle or approve a profile. CA initiator cannot recycle.
Approval Instance Used as a unique identifier for profile by the Workflow Administrator when troubleshooting.
Approval Status Status of workflow. Approved signifies that the UMB Employee Funding Profile has been approved by the CA Approver and is ready to be loaded into the PS Department Budget table. Pending signifies that the UMB Employee Funding Profile is waiting for CA approval or in the case of deleted profiles, waiting for the next scheduled batch load.
Approve Time The Time Collection process to approve all employee daily time before it can be sent to payroll for processing. Department approvers can approve time by group or by individual employee.
AS-IS Process Mapping Documenting in graphic format what a current process looks like. Understanding is enhanced by collecting other relevant data such as how frequently the process occurs, and who is involved.
Awards and Bonuses Cash or noncash awards to employees. Taxation depends on the value of the award processed using payroll authorization document.
top
Any task or process that is grouped with other tasks or processes and runs in the background. Background processes are usually scheduled to run on a regular basis. All background processes are executed through process-specific COBOL programs which run outside the Windows environment.
Base Pay
Base pay rate codes included in the employee's record become part of the compensation rate calculation. It is pay for a regularly-assigned work period.
Basic Search Page
The Basic Search page allows you to search on any single search key or alternate search key.
Batch Processes
Batch processes perform operations (such as pay confirmation) on groups of records, and are usually scheduled to run on a regular basis. The processes are run from the Process Scheduler, and they are executed through process-specific COBOL programs which run outside the Windows environment.
Before-Tax Deductions
These are deductions taken out of an employee's gross pay, before tax withholdings are made (though FICA withholding and most state and local withholdings will still be based on employee's gross pay before deductions).
Benefits
Insurance packages and other plans offered to employees in addition to salary. Benefits include health insurance, life insurance plans, flexible spending accounts, 401K plans, etc.
Bi-weekly Rate
The "bi-weekly rate" is the rate regular employees (Exempt and Non-exempt) are paid bi-weekly. This figure is calculated based on a Leap Year or Non-Leap-Year factor, as appropriate.
Breadcrumbs
A small horizontal menu of links that is always present across the top of your page. The links show what pages, components, or menu navigation steps you used to get to the current page.
Break in Service
A period of time for which an employee does not meet stated employment service requirements.
Browser
Computer software that allows users to get information from the Internet (World Wide Web).
Budget
(Re: Commitment Accounting) A plan for expenditures related to staffing that includes headcount (fulltime equivalents, or FTEs), salary, benefits, and employer paid taxes.
Budget Year
A period of 12 consecutive months in which a particular budget is applicable.
Business Process
A procedure that an organization defines as standard operating procedure.
Business Units
Business units are logical units created within UMB for reporting purposes and don't have any predetermined restrictions or requirements.
top
C
CA Commitment Accounting.
CA Approver
Responsible for final review of the UMB Employee Funding profile and determining if the profile shall be granted final approval or recycled to the CA initiator for rework or deletion. The approver must be the recognized fiscal agent for the department.
CA Initiator
Responsible for completing (initiating) a new or modifying an existing UMB Employee Funding profile and sending it into workflow to the CA reviewer/ or CA approver.
CA Reviewer
Responsible for reviewing the UMB Employee Funding profile and determining if the profile shall be approved and sent forward to the CA approver or recycled for rework or deletion by the CA initiator.
Cancel
(Processing Button). Clears the page and any data that you may have entered or changed without saving. When you click Cancel, the system doesn't warn you to save changes. Use Cancel if you entered data incorrectly and want to begin again.
Central Payroll Bureau
(CPB). State of MD department responsible for receiving gross payroll information from State agencies, managing benefits and associated payroll deductions, gross to net payroll processing, printing and distribution of pay checks and remittance information.
Chart of Accounts
The backbone of the General Ledger is the Chart of Accounts, the fields and values that provide a common language for identifying UMB's financial transactions.
ChartField
The individual components (fields) that, when combined, make up a Chart of Accounts and provide it with an overall structure. ChartField values represent individual account numbers, organization codes, etc., and are used for reporting. They are the fundamental accounting entities of an organization's financial system.
COBRA
The Consolidated Omnibus Budget Reconciliation Act of 1985. This statute requires employers to offer the option of purchasing continued coverage to qualified beneficiaries who would otherwise lose group health insurance coverage as the result of a qualifying event.
Commitment Accounting
(CA). PS CA replaces the labor expense distribution functionality in the former payroll entry process. C/A is a post-payroll distribution process and as such does not effect the salary distributed to UMB employees. The management of salary generation and distribution will be handled via PS Payroll and Time & Labor functionality.
Compensation
The process by which a worker is remunerated for services rendered to, or work performed on behalf of a business entity.
Compensation Rate
Bi-weekly salary (note this is an encumbrance calculation for hourly employees based upon standard hours used within the Administer Workforce module).
Comp(ensation) Rate Code
Rate codes define rates of pay and represent pay components in PeopleSoft Human Resources.
Compensatory Time Off
Paid time off in lieu of overtime pay. Compensation time off, in lieu of cash payment, is allowed provided UMB's Agreement for Non-Exempt Employee to Receive Compensatory Leave in Lieu of Cash Overtime Payments form is completed before the hours are worked. Once an agreement is reached, it will stay effective until employee opts to take paid overtime. Employee must re-sign the Comp Time agreement to return to comp time accrual.
Component
In PeopleSoft, a group of related pages that pertain to a specific task. You access components from the menu. Components contain folder tabs with each tab containing a related page.
Concurrent Job
A separate and distinct job from an existing job that has a different department or job title, and/or rate of pay. For example, an employee works 15 hours per week as an Account Clerk in Department A and 25 hours per week as on Administrative Assistant in Department B.
Contract End Date
Date the contract actually ended. This may or may not be equal to the Contract Expected End Date.
Contract Expected End Date
Date the contract is expected or anticipated to end.
Correct History
(PeopleSoft Action type). Correct History is the most powerful of action types. When you choose this option, you can do it all--view, change, and insert rows of data regardless of the effective date. Only a few selected people within UMB will be given this option.
Covered Employee
An employee who is subject to certain employment and tax laws. For example, an employee who must be paid overtime is "covered" by the FLSA.
CPB
State of Maryland Central Payroll Bureau.
Create Position
The action to create a new position in the eUMB system. See 'Position Management'.
Current Effective-dated Row
The data row with the most recent effective date less than or equal to the system date. Only one row is the current row.
CY
Calendar Year.
top
A database is a collection of entities and relationships that are implemented as table filled with rows of data. A PeopleSoft database consists of the application data tables, which store the organization's information, and PeopleTools tables, which store the applications' programs.
Database Administration
The process of monitoring and adjusting a working database is known as database administration. Typically, a database requires a good deal of performance tuning, data reorganization, backups, and system parameter manipulation as it grows over time.
Deduction
Any amount taken from an employee’s pay check each pay period. Deductions may include health or medical benefits, etc.
Deferred Compensation Plan
Also called elective deferrals or pretax contributions. Describes the amount that an employee elects to contribute to a qualified retirement plan such as a 401k, 403(b) or 457 plan.
Defined Benefit Plan
A plan under which there is a formula for the calculation of an employee's retirement benefits, usually based on the employee's earnings and length of service.
Department
Unique organizational unit to which employees are assigned.
Department Codes
A unique code for each organizational unit within UMB.
Direct Deposit
Method the state uses to pay state employees by having their net pay deposited directly into their checking account.
Direct Retro
Serves the same functionality as the "per letter" retroactive transfer in the former system. Departments must communicate needed transfer for specific period and specific dollar amounts to FS-Payroll.
Disability
Excused prolonged absence from work due to an injury that impairs the ability to work. Disability may affect an employee's compensation and benefits.
Disciplinary Action
A disciplinary action may be directed towards an employee of the university by a supervisor or manager for any of a number of infractions.
Drilldown
The act of moving from the general to the specific. By “drilling down” you can examine the data underlying any summarized form of information in the PeopleSoft system.
Drop-down List Box
(PeopleSoft Data entry element). Edit boxes restricted to values from a predefined list. They look like a data-entry field with a prompt button at one end. Click the button with the arrow on it and a list of valid values drops down. You can choose only one item from the list.
Duties Test
The "duties test" is one guideline to distinguish exempt from non-exempt employees. Employees meet the FLSA exemption from overtime if their duties correspond to the "executive," "administrative," or "professional" duties outlined in the law.
Dynamic group
Groups of employees in T&L who have like characteristics such as department and/or paygroup. The group may be used to manage employees for group time approval, group exceptions, viewing time details, and time administration. If a dynamic group is not used, employees are retrieved one-by-one.
top
The minimum age an individual can receive Social Security benefits. Under current law, the earliest age an individual can receive Social Security benefits is 62.
Effective Dates
An Effective Date is the date information goes into effect. Effective Dates enables users to maintain an accurate history of information in the database. Effective dating allows you to store historical data, see changes in your data over time, and enter future data. By inserting rows of data based on an employee ID (Empl ID), you can build history.
EFT
Electronic Funds Transfer.
EIN
Employer Identification Number. In the United States a company is typically defined as a business enterprise that has a unique federal Employer Identification Number for payroll tax reporting purposes.
Elective Deferrals
Also called deferred compensation or pretax contributions. Describes the amount that an employee elects to contribute to a qualified retirement plan such as a 401k, 403(b) or 457 plan.
Electronic Funds Transfer
(EFT). Generally used in the context of the electronic remittance of federal/state taxes. Also select wire transfers of money (benefits, certain vendors, etc.) made by the Treasurer.
Employee
A worker performing services in exchange for compensation who meets the common law test. See also "Independent Contractor." Under Common Law, anyone who performs services for an individual or company (employer), where the employer can control what will be done and how it will be done. This applies even when you give the employee freedom of action.
Empl Class
Categorizes UMB employees into groupings reflecting their appointment status. Benefit eligibility, rank and payment methods are linked to an employee’s Empl Class. (e.g., Exempt Regular)
Empl ID
Employee's unique identifier within eUMB.
Empl Rcd#
Tracks multiple jobs held by an employee, all employees hold at the minimum a 0 job record.
Employee Action Form
The form used to process employee actions such as promotions, transfers, terminations, and salary increases.
Employee Funding Profile Worksheet (EFP)
A "smart" form used to help track funding sources including amounts, percentages and duration; use of form is encouraged but optional at this time.
Employee Pack
The packet of information a new employee will need to be added to payroll, select benefits and fulfill other departmental and campus requirements.
Employee Type
The employee type in PeopleSoft designates whether the employee is salaried, hourly, or exception hourly.
Employee's Withholding Allowance Certificate
(W-4 Forms). Required by Federal law to be on file with the Payroll Office before any salary or wage payments are made.
Encumbrance
(Re: Commitment Accounting). A claim against funds. A projection of future expenses based on the situation, as we know it today. Encumbering funds is not the same as spending them or even guaranteeing that you will spend them. It just means that if the situation as it exists today does not change, you will spend all of those funds by the end of the fiscal year.
Equity
Pay decisions with consideration given to fair evaluation of the employee's qualifications, skills, responsibilities, time in job compared with co-workers.
ERISA
Employee Retirement Income Security Act of 1974. The basic law designed to protect the rights of beneficiaries of employee benefit plans offered by employers.
ERP
Enterprise Resource Process. A computer application that has organization-wide effects on business processes.
eUMB
eUMB is a multi-year project to replace UMB’s core administrative applications for HR, payroll, finance, procurement and grants management with integrated software from PeopleSoft.
Exception
Exceptions are generated when an employee's time is reported and either an element about the time is incorrect or the time does not comply with a rule that has been defined. Any time with an exception needs review in order for the system to process the time. The exception must be either resolved or allowed.
Exception Time Reporting
In eUMB Time and Labor (Departmental Payroll Processing) module. For employees who are paid a bi-weekly salary, a schedule of expected regular hours is established. Only exceptions to the regular time must be reported. If no time is reported then payable time will be created based on the total hours on the schedule. For non-exempt employee schedules, the weekly schedule must equal standard hours. For exempt employees, the bi-weekly schedule must equal 2 times standard hours.
Exclusion Fringe Group
Used in rare instances when an account code should not be used to support fringe and/or taxes. If used will distribute these costs prorated over the remaining funding sources unless UMB FS-Payroll is notified to perform an exclusion group redirect. Should also be used when supporting the non-benefit eligible job for a concurrent employee.
Exempt
Exempt from the time and one half provisions in the FLSA and includes positions formerly in the Associate staff, Classified Exempt and Academic Administrator categories.
Exempt Benefits
Benefits that are not subject to FIT, FITW, FICA, or FUTA.
Exempt Employee
An employee who is not paid overtime. See FLSA.
External Applicant
A person who is not employed by UMB and applies for a position.
top
Teachers, researchers, and administrators responsible for directing and achieving the primary missions of the University of Maryland Baltimore, excluding employees within the administration and professional exempt personnel classification.
FAS
UMB's Financial Accounting System. FAS is UMB's official accounting system of record for all financial transactions, reports, and audits.
FAS Batches
Any of the background programs in the client/server environment of PeopleSoft applications. Batch processes perform operations—such as pay confirmation, deduction calculation, and so forth—on groups of records, and are usually scheduled to run on a regular basis. The processes are run from the Process Scheduler, and they are executed through process-specific COBOL programs outside the Windows environment.
Federal Income Tax Withholding
(FITW). Federal income tax that is withheld from wages at the time of payment. Also refers to wages and benefits that are subject to federal income tax withholding.
Federal Unemployment Tax Act
(FUTA). An amount which must be paid into a federal government unemployment fund by an employer for each employee. The payment is taken as a certain percentage of an employee's earnings, up to a certain ceiling.
FICA
Federal Insurance Contributions Act. Refers to the combined taxes of Social Security, disability, and Medicare hospital insurance. It is the amount withheld from an employee's paycheck which goes towards providing social security benefits. The amount withheld from each employee's paycheck is matched by a contribution from the employer. Both employee and employer contributions are deposited at regular intervals with a federal agency or designated bank.
Fiscal Year
(FY). A business accounting year, non necessarily a calendar year. For the University of Maryland Baltimore, the fiscal year begins July 1 each year and ends June 30.
Flexible Spending Account
(FSA). An optional means of setting money, pre-tax, aside to pay for certain government approved expenses such as day-care and medical expenses not covered under a health benefit plan.
FLSA
Fair Labor Standards Act of 1938. A federal regulation governing several time and labor issues. FLSA Overtime requires that all nonexempt employees be paid at a rate of time-and-one-half for all hours over 40 during a workweek. FLSA establishes the Federal minimum wage; controls hours through premium pay for overtime; and controls working hours for children.
FMLA
The Family and Medical Leave Act. A Federal law that sets guidelines for university policies regarding leaves of absence due to family medical emergencies and childbirth.
Folder Tabs
In PeopleSoft and similar software applications, Folder Tabs allow you to view different components in the page.
Forms Training
The training provided for eUMB users to learn about the forms needed and data required to process employee human resources and payroll information.
FSA
Flexible Spending Account.
FTE
Full Time Equivalency. A measurement of work load. One full-time equivalency equals 40 hours of work per week. This term is used in the context of staffing requirements, benefit accruals, and project scheduling. Full time in PeopleSoft is defined by the Standard Hours specified in either the Salary Plan Table or the Default Standard Hours specified in the Installation Table.
Full-time (Faculty)
Full-time as used to describe the status of a faculty member designates a faculty member whose entire professional effort, for a complete academic year or calendar year, is devoted to responsibilities as a member of the faculty at UMB. The designation of full-time includes all geographic full-time faculty.
Functional Title
The optional campus job title to be used for the UMB phone and campus web directory, if other than the employee’s Job Code Title. Note: should not introduce confusion with another Job Code Title (for instance, Manager should not use the functional title of Basic Science Administrator).
Funding Begin Date
The effective date of the UMB Employee Funding Profile.
Funding End Date
Date by which a particular account code should no longer be accessed for labor distribution. Must be used for grants and contracts (4s/5s); leave blank for State and revolving (1s and 3s) so that will copy forward correctly to new fiscal year.
Future Effective-dated Row
Data row that has an effective date greater than the system date. There can be more than one row.
FY
Fiscal year.
FYI email
Part of Commitment Accounting workflow. The FYI email advises and confirms that an Account Owner's account has been cited in an approved UMB Employee Funding profile.
top
Indicator that faculty member is treated as 1 FTE for benefit calculations.
Graduate Research Assistant
(GRA). A Graduate Research Assistant is a graduate student whose primary focus is research related. Most graduate students who are supported by assistantships on this campus fall into this category. There are two types of GRAs: (1) The more common GRA provides support to a student who is completing coursework or research directly related to degree progression. The GRA is expected to devote 100 percent effort to his or her studies or research project. The GRA is paid at a minimum the standard university graduate assistant stipend and is eligible for tuition remission and health benefits. (2) The GRA is assigned 20 hours per week (full-time basis) to a project not necessarily related to degree progression. The GRA is paid at a minimum the standard university stipend and is eligible for tuition remission and health benefits. The GRA is expected to devote 100 percent effort, after completion of the 20-hour work commitment, to his or her studies or research project.
Graduate Teaching Assistant
(GTA). A Graduate Teaching Assistant is a graduate student whose primary focus is assisting in a teaching program. A GTA works 20 hours per week (full-time basis). The GTA is paid a stipend consistent with university guidelines and is eligible for tuition remission and health benefits. A GTA is expected to devote 100 percent effort, after completion of the 20-hour work commitment, to his or her studies or research project.
Gross Wages
The total amount of regular wages and the fair market value of benefits provided to an employee by the employer.
Gross-to-Net
(GTN). Process that calculates net pay by subtracting reductions and deductions from each employees' gross pay. Gross-to-net elements indicate which reductions and deductions should be taken.
GTA
Graduate Teaching Assistant.
GTN
Gross-to-Net.
GUI
Graphical User Interface. A PC software interface that allows data in an application to be connected to graphics production. A mouse is used to point to a smart icon on the screen which graphically represents a command or access to a program.
top
Health Care Financing Administration. The agency of the U.S. Department of Health and Human Services that is responsible for administering the Medicare and Medicaid programs.
HIPPA
Health Insurance Portability and Accountability Act of 1996. A Federal Law which requires employers to provide certificates of coverage to minimize pre-existing condition exclusions.
Hire Action
Hiring someone into the university is the process of making an applicant an employee. The hire process includes gathering personal information, recording payroll data, assigning benefit programs, etc.
History Effective-dated Row
PeopleSoft Data row that has an effective date less than the effective date of the current row. There can be more than one row.
Home page
The Home page lists the menu groups to which a user is granted access.
Hourly Employee
An employee whose wages are based on an hourly rate. Such employees must be paid an overtime rate of time-and-a-half for hours worked beyond their regular weekly hours. Exempt employees cannot be hourly.
Hourly Rate
Annual salary calculated to generate an hourly rate.
HRMS
Human Resources Management System. The name of the new PeopleSoft HR/Payroll/Benefits system.
HRS
Human Resource Services. The department on campus that manages affirmative action, recruiting, compensation, benefits, collective bargaining, data processing and reporting, employee relations and other personnel-related matters.
Human Resources Information System
(HRIS). A database containing demographic information about UMB employees including name, campus address, home address, campus and home phone numbers, emergency contact, etc.
top
Employment eligibility verification form required by the Immigration and Naturalization Service.
Include History
(Toolbar Button in PeopleSoft). Retrieves all rows. However, you can make changes to future rows only. You can also add a new current row.
Include History (Action Type)
Include History works the same way as Update/Display but allows the user to review not only Current and Future rows of information, but also History rows of data.
Incumbent
An employee currently assigned to a position.
Individual Contributor
Exempt position without management responsibilities.
Inquire
PeopleSoft function that displays data as read-only pages. You will not be able to edit or update any of the data in these pages.
Inquiry
Another type of reporting is an Inquiry. When an authorized user selects the Inquire tab on a page, an online report is displayed.
INS
Immigration and Naturalization Service.
Internal Applicant
A person who is already employed by the university and applies for a different position within the university.
IPA
Independent Practice Association. A type of HMO consisting of a coordinated group of physicians practicing out of individual offices.
IRA
Individual Retirement Arrangement. This is a way for individual taxpayers to save for retirement in addition to or instead of a qualified employer plan.
IRS
Internal Revenue Service.
IVR
Interactive Voice Response. System enabling an individual to access information from a database over the phone.
top
A 6 digit number used to identify groups of jobs, such Exempt Staff, Faculty or Non-Exempt Staff. An infinite number of positions can be assigned to most jobs. Example: there are 150 positions matched to the Housekeeper job code. There is only one Assistant Director of General Services so that is a single incumbent job - one employee assigned to the code.
Job Data
Employee specific data which includes address, profile, eligibility and identity information, compensation frequency and salary, employment dates, and work study data.
Job Description
A listing of the essential functions and knowledge, skills and abilities necessary to perform a certain job role.
Job Events
Actions relevant to an employee’s employment—such as a hire, transfer, or termination—that can affect benefit program or plan eligibility. Used by PeopleSoft Benefits Administration.
top
The display-only field (or fields) that uniquely identify your data. To display a page, you'll enter the key(s) so that the system can retrieve the correct row of data.
top
Employee salary and employer-paid taxes and fringe benefits.
LAN
Local area network. Technology that allows personal computers located in the same general vicinity to access and input data to a single file.
Leave Accrual Process
Processing of leave accruals is used to maintain employee leave balances. All leave benefit plans accrue leave by length of service or number of hours worked. Leave accrual processing is used to determine the employee’s leave accrual award and resulting leave balance.
Leave of Absence
A temporary absence from work for a specific reason. Reasons include maternity, child care, death of family member, etc. Often abbreviated to LOA.
Leave of Absence Without Pay
(LAW). An approved period of leave during which the employee is not paid, but does not terminate State service. Any approved leave of absence of two pay periods or less is considered a Short Term LAW. Any approved leave of absence more than two pay periods is considered a Long Term LAW.
Liquidation
(Re: Commitment Accounting) Liquidation of an encumbrance takes place whenever an encumbered amount is paid.
Local Area Network
(LAN) Technology that allows personal computers located in the same general vicinity to access and input data simultaneously to a single file.
LTD
Long Term Disability Insurance.
LWOP
Leave without pay.
LWP
Leave with pay.
top
Flag is set when CA Initiatiator deletes a pending profile.
Medicare
A federal health insurance program administered by the Social Security administration for disabled individuals and those age 65 or older.
Memo of Commitment
A new UMB form used to formalize an account owner's agreement to provide specific salary support for an employee of another department. The Memo of Commitment is included as a part of the eUMB Commitment Accounting business process.
Menu Groups
Menu groups represent functional categories. Once you navigate through your menu groups inside a menu or application, all pertinent functions are available within the various menu items.
Menu groups
Menu groups represent functional categories. Once you navigate through your menu groups inside a menu or application, all pertinent functions are available within the various menu items.
Menu Items
The menu items will vary from menu to menu but will often consist of items such as Use, Setup, Process, Report, and Inquire.
Menu Security
The parts of PeopleSoft each user can access is controlled by granting or restricting access to the PeopleSoft menu bars (each menu bar represents an application), menu items (the commands available on the individual menus), and dialog box options.
Midpoint
Half way between the minimum and the maximum, used as the closest comparison to market average for each job.
Minimum Wage
Under the 1996 amendments to the Fair Labor Standards Act, the current minimum hourly wage for employees of covered employers increased to $5.15 per hour on 10-1-97.
top
An employee's Social Security Number (SSN) or national equivalent.
Net Pay
Also known as "take-home pay" - the portion of wages that remains after taxes and other deductions from pay.
New Hire Form
The form completed by a department for new employees and processed by Human Resources and Payroll.
Non-Job Event
Actions which result in changes to an employee’s personal or demographic information that also affect benefit program and plan eligibility—such as an a state or postal code change, a family status change like a divorce, or a birthdate change. Used by PeopleSoft Benefits Administration.
Non-Resident Alien
For federal income tax withholding purposes, a non-U.S. citizen who has not met one of the two residency tests and who is subject to U.S. taxes on income derived from U.S. sources. Any person in this country on a visa which is not issued as a resident alien or immigrant type.
Normal Retirement Age
Age at which individuals may qualify for full Social Security benefits, currently age 65.
top
Occupational Safety and Health Act. A series of federal laws that ensures all workplaces are safe and non-threatening to one's health. OSHA requires the submission of several annual reports and may inspect the workplace at regular intervals.
ORD
Office of Research & Development.
Off-Line
Activities, processes and approvals that occur outside PeopleSoft HRMS. Examples include classification discussions, Letters of Offer, campus specific business processes, and other actions not recorded on PeopleSoft.
Old-Age Survivors Disability Insurance
(OASDI). The social security part of FICA.
ORP
Optional Retirement Plans.
Override Reason Code
Code for the reason why time other than Regular was reported. Informational only and used at department’s option.
top
PeopleSoft terminology for an online screen. Individual pages (display and data-entry screens for each part of the eUMB application) appear in the browser window.
Partial Pay
The pay processed whenever a job record has an effective date in the middle of a pay period. Typically, this happens whenever you hire, terminate, transfer, or change the rate of pay for an employee mid-period.
Pay Calculation
Formula which calculates an employee's gross to net pay.
Pay Cycle
A set of rules that define to PeopleSoft Payables the criteria by which it should select scheduled payments for payment creation.
Pay Rates
Displays the Annual, Monthly, Daily and Hourly rates associated with an employee’s compensation.
Paygroup
A pay group is a logical grouping of employees based on shared characteristics that facilitate payroll processing because of common requirements, such as employee class and pay frequency.
Paysheet
Paysheets serve as a repository for the raw data required to calculate employee pay data in the Payroll module for each pay period. Paysheets are used for payroll adjustments, advance recoveries, travel reimbursements, and supplemental pay. Only FS-Payroll has access to paysheets.
Percent Distribution (% Distribution)
Percent of the employee's bi-weekly salary to be supported by a particular account code. All %s must equal 100%.
Percent FTE
Calculation of FTE supported by the % distribution.
Personnel Action
Personnel actions are changes to employee data or status resulting from such activities as promotions, transfers, terminations, salary increases, and leaves of absence.
PHR
College Park's Payroll and Human Resources System.
Position Management
Each Regular and Contingent 2 Exempt or Non-Exempt employee position must be assigned a Position Number. An employee may hold more than one position at the same time up to 100% FTE. Departments may track information related to the position, such as position status, effective date, department, location, job code, salary grade, pay group, FLSA status, FTE, etc., regardless of whether the position is filled or vacant.
Position Requisition Form
The form used to create or modify positions in eUMB. Form is also used to initiate hire.
Positive Time Reporting
For employees who are paid on an hourly basis, all hours on the timesheet must be reported in T&L. There is no default schedule.
Pre-encumbrance
(Re Commitment Accounting) An encumbrance that occurs before an employee/employer relationship exits. You encumber funds for an employee you have on staff; you pre-encumber funds for an employee that you anticipate hiring. For example, you would pre-encumber funds for a new position that has just been approved buy not filled.
Primary Keys
A Primary Key is a data element or a combination of data elements in a table which uniquely identify(ies) a row of information. This(ese) keys will usually be displayed as the very first keys in a table. This(ese) keys are often the keys which are joined between tables.
Prior Period
In Time Collection, any payroll period before the current one.
Prior Period Adjustment
A correction to previously reported time or task information, or an insertion of time or task information that may require the original report to be offset (reversed) and the correct information to be recorded.
Process Retro Indicator
Flag is set when an UMB Employee Funding Profile causing retroactive distributions has been approved by the CA Approver.
PS
PeopleSoft.
top
Queries are named reports that are created and generated within eUMB. They can be public (“canned”, not editable) or private (end-user created and not available to all others). Queries are not formatted like a report. They look similar to an Excel spreadsheet and can be sent to Excel for further analysis and report formatting.
Qualifying Event
An event such as marriage, divorce, or the birth of a child, that allows a change in health care coverage outside of the Open Enrollment period.
top
Details the compensation to be paid to employees.
Rate Code Class
Rate code class bundles rate codes into categories and allow you to narrow the rate code search by identifying the class as part of the search criteria.
Real Time Processing
Immediate processing. The computer response is received immediately and is immediately available to the user.
Reason Code
Personnel "Actions" have associated "Reason Codes." The Action tells PeopleSoft what to do; the Reason describes why it should be done. For Example: For the action of Pay Rate Change, valid associated Reason Codes display in a drop-down list box once the Action has been selected. NOTE: For reporting purposes in PeopleSoft, it is important to accurately select the appropriate Reason Code. If you designate the action of Pay Rate Change, for example, you will want to be able to run reports that distinguish between the Reasons listed in the drop-down list box. An across-the-board pay rate change is different from a promotion.
Reasonable Accommodation
Used in connection with affirmative action for disabled persons: Changes in the job or workplace which enable the person with a disability to perform the job for which they are otherwise qualified. Such accommodations should be such that they do not create a business hardship and may involve such actions as adjusting the physical environment, equipment, schedules, or procedures.
Recycled
Flag is set when a CA Reviewer or CA Approver recycle an UMB Employee Funding Profile to the CA Initiator for rework or deletion.
Regular Time
An employee's normal (scheduled/shift) work hours.
Relational Database
File structure that represents data as a collection of records and fields.
Replacement Check
A manually prepared check issued as a substitute for a lost or stolen check.
Retroactive Adjustments to Funding Profile
Funding profile changes that affect actuals distributions to a closed pay period. At the next distribution of actual labor expenses (on or about each pay day), the retroactive adjustments to the funding profile will result in adjustments to relevant accounts in FAS.
Role
Operations (i.e., Add, Update, Display, Correction) that a specific user is assigned via security are defined as a Role.
HR Roles include:
• Initiation - A Role typically assigned to an End-User (usually at the department or unit level). This Role permits online input of HR transactions subject to Verification.
• Verification - A Role typically assigned to a unit responsible for verifying that previously entered transactions are appropriate and complete per University policy, procedure and practice. NOTE: This Role was previously defined as Approval.
• Inquire - A Role assigned to departments or units for ability to view, but not update information.
Row
Each Table has one or more Rows of data, such as Employee ID, Name, etc. Most rows of data are Effective Dated (differentiated from prior entries by a specific date).
Row-Level Security (Department)
PeopleSoft HRMS security allows an operator's (user's) access to employee data to be restricted to organizational roles, or to view and update data for employees in their department only. Each user will be assigned a security profile based on his/her Role. For example, a Department End User would be able to initiate (input) transactions only for employees in his/her department(s) as defined by security.
Run Control ID
Process run controls enable the user to predefine parameters that are later used to run a given process request such as a report.
top
An employee who is paid a fixed salary for a certain time period. Salaried employees are usually not subject to overtime pay --(delete this portion and a daily time card is not filled out).
Schedule
Within eUMB, this is a detail of hours expected to be worked each day in a two-week pay period. It does not detail the time in and out, just the total hours per day.
Search
(Search Page Button). Processes the search once you have entered search criteria in the key fields above the Search button.
Security Class
Each eUMB (PeopleSoft) user is assigned one or more Security Class(es). This assignment determines the PeopleSoft pages that a user may access, update and/or inquire.
Security Tree
In PeopleSoft, the Security Trees are used to define relationships within an organization between various units.
Service Hours
Paid hours that are used as a basis for accruing leave. Service hours are never greater than but they may be less than standard hours. This allows for a reduction of leave accrued if an employee is in an unpaid leave status.
Shift Differential
The extra pay an employee receives for working on a certain schedule such as evenings.
Sick Leave Pay
Pay given an employee for a time period not worked due to illness or injury.
Sign-on Security
When a user attempts to sign on to PeopleSoft, they enter an ID and a password. The user is connected to the database and the system retrieves his/her user profile.
Social Security
An insurance plan, relating to life insurance and old age pensions, offered/required by the Federal government to specified groups of the population, on a contributory basis.
SQL
Structured Query Language. A standard database programming language used to retrieve and manage data in relational database management systems.
SQR
Structured Query Report. An SQL-based programming language which PeopleSoft uses to run some of its most sophisticated offline processes and reports. A type of printed or displayed report generated from data extracted from a PeopleSoft SQL-based relational database. PeopleSoft applications provide a variety of standard SQRs that summarize table information and data. You can use these reports as is, customize them, or create your own.
SRA
Supplemental Retirement Annuity. A type of Tax Deferred Annuity.
SSN
Social Security Number. The unique number assigned by the Social Security Administration to each individual's Social Security account. This number is a required field in PeopleSoft.
Standard Hours
Standard hours designate the number of hours defined for a normal workweek. Typically, a normal workweek consists of 40 hours.
Straight-Time Pay
The regular rate of pay for all non-overtime hours of work.
System date
Current date; today's date.
top
The underlying format in which data is stored by columns (fields) and rows (records, or instances). Where columns and rows of data are maintained in PeopleSoft (a database).
T&L Approver
The UMB security role for the department staff who is responsible for approving time in the T&L module. Generally given to the person who previously approved the payroll journals.
T&L Initiator
The UMB security role for the department staff who is responsible for entering time in the T&L module. Generally given to the person who previously preparee the payroll journals.
Termination
The end of an employee's employment in the university. This term does not apply to retirement.
Toolbar Button
At the bottom of most pages you'll find the toolbar, which changes depending on the type of page you are in. The toolbar may include search list navigation buttons, page navigation buttons, and page action buttons. The toolbar changes depending on the type of page that's active or the settings that the developer has set for a particular transaction. So not all buttons will display on every page. Likewise, some buttons may be grayed out, indicating that that action is not available to you at that time.
Transaction Date
The date a transaction actually occurred as opposed to the date the transaction is recognized-the accounting date (although the two dates can be the same).
Transaction Notification
There are two type of transaction notification in PeopleSoft. On Demand - where review of a data transaction is initiated by the system user. Automatic - where the system user is "notified" of a data transaction requiring his/her review.
Transaction Routings
Routing of a transaction is electronic via the PeopleSoft Workflow and Worklist functionality. This allows on-line input and real-time processing. Security is used to identify user access including initiating, approving and inquiry of transactions. Thus in advance, the transaction routings and user roles must be defined in advance in order for Security to be properly assigned. Other departments or units will also be notified of transactions.
TRCs
Time Reporting Codes. For example: RGS or RGH for Regular time, VCS or VCH for Vacation (annual) leave, SCS or SCH for Sick time, etc.
top
University of Maryland, Baltimore
UMB Employee Funding Profile
Used to capture the begin date, end date, and percent distribution of salary and fringe support for UMB employees. Can be either future-dated or post-dated.
Units of Measure
(UOM). The increments by which you measure time worked, pay periods, or other elements to be reported.
Update/Display
(PeopleSoftToolbar Button). Accesses existing rows of data on the database. If data is effective-dated, displays only current and future rows. You can change future rows but not current rows. You can also add a new current row.
USD
United States Dollars.
Use
(PeopleSoft Category). Contains all the transactions in your database where you can update/display, correct, or add past, current, and future data to your system.
User ID
The user ID is used by the end user to log into the PeopleSoft application.
USM
University System of Maryland.
top
Paid time off for vacation.
Visa Types
The types of endorsements given by an authorized representative of a country to foreigners wishing entrance to the country for various purposes. Type of visa indicates the desired purpose and carries with it certain restrictions pertaining to various activities such as employment.
top
Wage and Tax Statement. The form used to report wages, tips other compensation, withheld income and social security taxes, and advance earned income credit payments to the IRS, the Social Security Administration and the employee.
W-4 Form
Employee's Withholding Allowance Certificate.
Wages
Amount earned by an employee, before tax withholding and deductions, for a certain period of service.
Wildcards
PeopleSoft applications support three wildcard features when searching for data. These wildcards can be helpful in finding the exact information you want to process.
%
(percent sign)
Match one or more characters.
_
(underscore)
Match any single character.
\
(back slash)
Escape character—don't treat the next character as a wildcard.
Withholding
Amounts deducted from an employee's wages for federal, state, and local taxes.
WLA
Web-based Learning Assistant. Works as a help function for end-users of PeopleSoft, providing guidance with pages, fields, and processes. The WLA is designed to be used for on-going training, remedial training, retraining, and troubleshooting. You can use the WLA to find a quick answer, review directions, or use it as a tutorial.
Workflow
Electronic workflow (automating the initiation, review, and approval of the employee funding profile within the departmental hierarchy) will be built into the CA process. The workflow will follow the position owner departmental hierarchy and will serve to document approval of the employee funding profile by the senior departmental fiscal agent. An FYI e-mail to the account owner notifying them of commitments against their account codes by non-departmental employees is also built into the automated workflow process.
Workflow Administrator
The workflow administrator will be set up to receive any workflow e-mails, including the FYI e-mail to account owners, which are not successfully received in the recipient's email box. E-mails may not be sent successfully to recipients' e-mail boxes due to a variety of causes.
Worker
A worker is a person who is employed by the university. This person may be a permanent employee, a temporary employee, an applicant, or a contractor.
Worker's Compensation
Benefits provided to employees who suffer work related injuries or illness. Also provides benefits for the survivors of employees who have been killed on the job.
Workflow
This is a PeopleTools application used to define roles, responsibilities, and processes that automate the flow of work and/or information within an organization. It is the background process that creates a list of administrative actions based on the selection criteria and specifies the procedure associated with each action. Workflow provides for automatic routing of documents, and will enhance the speed of obtaining approvals, reduce paper, and reduce the manual routing of documents. Workflow requires a stable environment where end-user roles and responsibilities have been completely identified.
Workgroup
Group of time reporters who share identical compensation requirements, such as FLSA requirements, rate of pay (hourly, exception hourly, salaried), and types of TRCs.
top
Year to Date. Selected dollar and hour balances computed since the start of the calendar year or since start-up of the balance, whichever is most recent. These balances are zeroed before the start of the next calendar year.
