myURHR Glossary

Processes for this role

• Department Coordinators will initiate processes for staff and student workers in their departments including creating a position, changing compensation, making a one-time payment, adding or changing a job.

Access

• Department Coordinators have access to all faculty, staff, and students employees working in their assigned department.

Important notes

• Departments may have more than one person in this role.
• Managers who process PAFs today will need to be assigned as a Department Coordinator to maintain this ability in myURHR.

Processes for this role

• Faculty Coordinators will initiate processes for faculty and post docs in their departments including creating a position, changing compensation, adding or changing a job, and changing costing allocations.

Access

• Faculty Coordinators have access to all faculty, staff, and students working in their assigned department.

Important notes

• Departments may have more than one person in this role.

Processes for this role

• Grad Coordinators will initiate processes for graduate students in their departments including creating a position, requesting period activity pay, changing compensation, adding or changing a job, and changing costing allocations.

Access

• Grad Coordinators have access to all faculty, staff, and students employees working in their assigned department.

Important notes

• Departments may have more than one person in this role.

Processes for this role

• Transactions initiated by a department coordinator, faculty coordinator, or grad coordinator are routed to the Department Finance Approver. Approval authority is at the department level for HR business processes.
• Department Finance Approvers receive Workday inbox tasks to approve processes for employees in their departments including approving new positions, compensation changes, and job changes.

Access

• Department Finance Approvers have access to all faculty, staff, and students working in their assigned department.

Important notes

• This is the main approver role for departments; it does not need to be a finance professional, but rather the individual responsible for approving personnel actions for the department.
• Departments may have more than one person in this role.
• Managers who need to approve transactions for a department should be assigned to this role.

Processes for this role

• Effort Certification Partner is responsible for administering effort certification activities for their department, including pre-screening and distributing effort for certification by employees and PIs.

Access

• Effort Certification Partners have access to all faculty, staff, and students working in their assigned department.
• In departments without grant activity, the Department Coordinator will be assigned as Effort Certification Partner.

Important notes

• At least two effort certification partners should be identified in departments with grants to ensure appropriate approvals.

Processes for this role

• Timekeepers will review, edit, and approve time and absences.

Access

• Timekeepers have access to time reporting information for all employees in their department family; a hyperfind will tailor the timekeeper’s view to their direct area of responsibility even though they may have the ability to access additional areas within their department family.

Important notes

• Timekeeper role assignments are expected to align closely to those in HRMS today.

Supervisory Organization
The reporting relationships within the management hierarchy. Supervisor organizations are used for business processes, reporting and security.

Business Process
An automated workflow used to accomplish tasks in myURHR.

Department Coordinator
Individuals currently known as PAFers who have access to generate Personnel Action Forms (PAFs) in HRMS*. They will initiate business processes in myURHR.

Business Process
Automated workflow used to accomplish tasks in myURHR.

Accruals
A collection of hours earned by an employee. Each type of accrual is assigned a code that collects or holds the different accrual balances, depending on the situation. Vacation, sick, and PTO are typical examples where accrual codes are assigned.

Dataview
An online report or view that allows you to analyze data and take actions on a group of employees or organization.

Control Center
Allows you to view and act on notifications.

Hyperfind
A query used to group people using certain criteria.

Business Structure
The logical structure of an organization. It contains a hierarchy of locations that feature jobs to which an employee may be assigned.

Historical correction
An edit that occurs after a timecard has been approved and signed off, typically for a prior payroll period.

Exception
A deviation from normal work patterns when employees do not punch as expected. Both excused and unexcused absences appear as exceptions, highlighted with a red border on the timecard.

Position
The ‘seat’ a worker fills when they are hired (one person per position). The ‘seat’ remains, even when the worker leaves the position. The ‘seat’ must be created and approved ahead of hiring.

Position Management
A structure that defines different staffing rules and restrictions for each position in an organization.

Position Restrictions
The characteristics that apply to a position within a supervisory organization that uses the position management staffing model. Example: Job profile, location, qualifications, and worker type.

Department
A department is used to put workers into logical groups. For example, 100081 University IT / Admin Apps.

Job Profile
The attributes and characteristics of a job such as pay rate type, compensation, job family, skills, and other qualifications.

Costing Allocation
Previously called a pay distribution, costing allocation is the account or set of accounts from which an individual’s wages/stipend are paid.

Job Requisition
A business process used to initiate and approve the filling of a vacancy.

Candidate Home Account
Where external applicants set up an ID and password, search for jobs, apply, and track status of their application. Applicants can view tasks, update contact information, and edit account settings.

Pre-hire
When related to staffing—an individual who is being tracked before employment. When related to recruitment—a candidate who is in the offer, background check, or ready-for-hire stage.

Worker
Post successful completion of the hire event, the pre-hire becomes a worker, and the employee ID is generated. The worker (employee) record is now active in myURHR.​

Onboarding Dashboard
Location in myURHR where newly hired employees will see a welcome message, a video from President Mangelsdorf, their onboarding tasks, helpful links (such as the New Employee Orientation Checklist) and more.

Total Base Pay
The amount displayed on an employee’s compensation page that includes all salary and hourly plans for the grade, excluding any additional components of pay. This amount will be used as the basis to reflect merit and other pay adjustments.

Allowance Plan
This is a new feature that will display additional components of an employee’s pay which in HRMS may be currently built into a person’s base pay. An example of an allowance plan is certification pay where the employee receives a set amount for holding a license. Allowance plans are excluded from merit or other pay adjustments. ​

UR Total Salary and Allowance
This is an employee’s compensation basis which combines Total Base Pay plus any Allowance Plans. This amount will be used for the basis for overtime (if appropriate) and benefits.

One-time Payment Plan
Currently known as the reason codes on the 211 form for salaried employees, or the 220 form for hourly employees in HRMS. These reason codes are now configured as separate One-Time Payment Plans.

Event Reasons
These are like the action/reason codes in HRMS, however, different reasons are configured for Highland Hospital (HG) and the University of Rochester (UR).

Pay Component
The specific classification of a portion of an individual’s pay. Examples include UR Regular Earnings, UR Overtime Straight Time, and UR Overtime Premium.

Costing Company
The company associated with the FAO (ex. 021, 040, etc.).

Payroll Costing Allocation (PCA)
The process in Workday that allows for the override and update of the current costing allocation on the job/position assignment for the employee in Workday.

Payroll Accounting Adjustment (PAA)
The process in Workday that allows for retroactive updates/corrections to payroll journal entries, after payroll has been completed (previously called Pay Reallocation/Proposed Change of Pay Distribution).

Time Type
Full-time, part-time

Worker Type
Employee or contingent worker

Contingent Worker
Contingent workers are contracted workers, paid by their corresponding staffing agencies, brought in by Strong Staffing to assist with employment needs and travelers to assist in Nursing Practice. All contingent workers will be identified with a [C] next to their name on the worker profile in Workday.

Change Job
A business process that allows a Department Coordinator (currently known as PAFers) to initiate changes such as a transfer, promotion, lateral move, or updates to the existing job.

Profile
This is where you can update your personal information such as gender, disabilities, marital status, sexual orientation, pronouns, race/ethnicity, veteran status, address, and phone number.

Change Benefits
A business process in myURHR where an employee can make changes to University-provided benefits due to a life event.

Org Chart
A feature where you can view your team and all members of the University, including pictures and work addresses.