Workday terms

ON CYCLE PROCESSING

A scheduled payroll run

PAYROLL REPORTING CODE

Code assigned to workers to capture information for quarterly state tax filing or new hire reporting. For example, unit codes for Minnesota or brand codes for California.

WITHHOLDING ORDERS

Court or government agency ordered income payroll deductions also known as garnishments.

PCRC

See pay component related calculation.

NO PROCESSING PRIOR TO DATE

The earliest date that Workday can process supported retroactive changes for a worker.

PAY ACCUMULATION

"A set of earnings, deductions, pay component-related caluculations,pay component groups, and other pay accumulations. Van indicate which values add to or subtract from the pay accumulation value. Used to simplify payroll calculations and reporting. Returns a single value each time it its references. Does not represent multiple periods of time (such as month to date or quarter to date) or multiple results for the same period. provides the ability to display results on the Pay accumulation. Balances tab on the payroll result page. Workday delivers several predefined pay accumulations, such as federal taxable wages by company and local withholding subject wages by company.

PAY BALANCE

"Can include a combination of earning, deductions, pay component related calculations, pay component groups, and pay accumulations. Returned a value for a balance period such as month to date, year to date or fiscal period. Provides the ability to display the pay balance on the pay accumulations/balance tab of the payroll result page.

PAY COMPONENT GROUP(PCG)

A collection or combination of related earnings or deductions, or pay component related calculations that are combined to simplify payroll calculations. Can include a combination of earning and deductions and pay component related calculations. Sums the values of all pay components in the group and retuned a single value each time it is referenced. Does not represent multiple periods of time( such as month to date or quarter to date) or multiple results for the same period. Workday delivers many pay component groups such as adds to gross employer paid benefits that you use to tag pay components for taxation and withholding order purposes. Workday provided several pay component groups, such as employer paid benefits, pre tax deductions and federal taxable wages which you can modify to create your own tenanted pay component groups.

PAY RUN GROUP

A convenience feature used to process multiple pay groups with the same period schedule at the same time. A pay run group comprises a set of pay groups with associated run categories and period schedule. Pay run groups enable you to calculate pay and perform other task for multiple pay groups as a single action. A pay run group can include pay groups for different countries.

ILOAD

A data conversion tool used to migrate tenant data to and from Workday. Data is transmitted via an implementation suite that groups tasks into functional areas.( HCM, Payroll, tic) Suites can be created as new or from a template.

ACCOUNT SET

A group of accounts( i.e. Chart of accounts) for a company

OFF CYCLE PROCESSING

A payment transaction that occurs outside of a regular scheduled on cycle pay run. Enables you to issue additional or replacement payment includes: Manual payments that record payments made to employees outside of workday payroll( for example by check or cash.)On demand payments that replace or are used in addition to employees on cycle payments. Reversals that back out a completed pay calculation for an employee. Off cycle entries can be created and then attached to the current on cycle pay period, or to a prior pay period. Because off cycle calculations are attached to on cycle payments, they can affect workers on cycle payment results.

PAY COMPONENT RELATED CALCULATION( (PCRC) = Hours/Rate)

A related calculation that is used in the definition of an earning or deduction. When you associate a related calculation with an earning or deduction, workday creates a pay component related calculation( PCRC) for example, the hourly pay earning uses a calculation of hours( unprorated) x Rate. Both hours and rate are related calculations. When you assign the related calculations of hours( unprorated) and rate to the earning, workday forms two newPCRCs. You can use the same PCRC in multiple earnings and deductions.

WORKDAY LEAVE PLANS

A subset of workday absence. Generally used to calculate and track leave of absence eligibility and time taken.

WORKDAY TIME OFF PLANS

A subset of workday absence. Generally used to calculate and track paid time off type plans.

NON-REGULAR TAXATION

A supplemental tax rate in the run category.

UNSUPPORTED RETRO TRANSACTION

A type of transaction entered for a prior period for which workday can not automatically recalculate employee earnings and deductions. Workday identifies these transactions for you so that you can manually enter the necessary adjustments.

SUPPORTED RETRO TRANSACTION

A type of transaction entered for a prior period such as a retroactive compensation change, for which the retro pay calculation process can automatically recalculate employee earnings and deductions.

NONACTIVE WORKER

A worker with a status of terminated or on leave for payroll processing purposes. Rules for processing non-active workers are defined in the run category.

WORKER TAX ELECTION

A workers marital status, number of elections, exemption status, and other information as specified through the add worker tax election task.

TAXABLE WAGES

All of a workers wages subject to a particular tax, excluding those that exceed a wage cap. Example, in the US, OASDI has a wage limit of 110,100,for 2012. An employee with total wages of 200,000.00 has subject wages of 200,000.00 and taxable wages of 110,100.00 See subject Wages.

SUBJECT WAGE

All of workers wages subject to a particular tax, including those that exceed a wage cap. See taxable wages.

REVERSAL

An off cycle calculation that backs out or voids the results of a completed pay calculation for a worker.

ADDITIONAL PAYMENT

An off cycle payment made in addition to a workers scheduled on cycle payment. you can process additional payments as part of a manual payment or on demand payment.

MANUAL PAYMENT

An off cycle payment that records check or cash payments made outside of workday payroll such as third party sick pay, stock, etc. Manual payments must reflect all worker deductions and taxes, and each must be reentered manually as workday calculates only employer taxes. Gross minus taxes and deductions must equal the net input. Manual payments can also be used to move taxable wages and balances.

REPLACEMENT PAYMENT

An off cycle payment that replaces a workers on cycle payment in a period that is in progress or not yet started, You can process replacement payments as part of a manual payment or on demand payment.

ON DEMAND PAYMENT

An off cycle payment that replaces or is issued in addition to a workers on cycle payments. Used to create a check or direct deposit

PAYROLL EFFECT

An option available in workday absence management to stop paying workers while on leave. You can configure a run category to pay workers on certain leave types when the payroll effect option is enabled for the leave type.

SUPPLEMENTAL EARNING

Any compensation paid in addition to an employees regular wages that includes but is not limited to severance or dismissal pay, vacation pay, back pay, bonuses, moving expenses, overtime, taxable fringe benefits, and commissions. In workday, only supplemental earnings can be grossed up.

PAYMENT ELECTION RULES

Control the payment options that an employee can select on his or her own behalf, and that an administrator can select on behalf of a worker. You can define payment election rules for payroll, payroll interface, and expenses. Control how to handle expense reimbursement for workers and specify account information for direct deposits, payment orders, and the distribution of balance for split payments. After payment election rules are configured, workers can use the self service maintain payment elections task to specify how they want to receive payments and administrators can make elections on a workers behalf using the maintain payment elections for worker task.

SUB-PERIOD

Created when there is a change in a workers compensation mid period. Payments are prorated over each sub-period according to the change in compensation and the settings on the compensation element tab of create earning.

RUN CATEGORY

Defines a type of payroll run such as a regular or bonus. Specifies criteria for processing employees by status9 active, terminated, on leave) pay components to calculate automatically for on cycle and off cycle runs, whether a supplemental tax rate applies, and the minimum net pay. Run categories are assigned to pay groups.

PERIOD SCHEDULE

Defines when and how often to process payroll. Defines payment dates and forward accruals, using a period start date, period end date, and payroll payment date. You can associate period schedules with any run category or pay group with the same payment frequency. for example, employees can be paid on a weekly, bi weekly, or monthly basis. When a pay period spans financial reporting periods it can include instructions for forward accruals.

PAY RATE TYPE

Defines whether the worker is paid a salary or a certain amount per unit of time, for example, hourly, or weekly. Defined by country and associated with job profiles and by extension, with employees in that job profile.

TERM

Definition

SEGEMENT BASED SECURITY GROPS

Enable non payroll users, such as managers and benefits administrators to view the results of selected earning and deductions.

FORWARD ACCRUAL

Estimates payroll components to be made in a future payroll period that spans two financial reporting periods.

FISCAL SCHEDULE

Fiscal schedules are the calendars that the businesses use and can share for financial accounting and reporting purposes. They are distinct from the calendar years, though the two can coincide. In workday, the fiscal schedules are used as the building blocks to create fiscal years and their periods. Fiscal schedules themselves do not contain specific years.

PAYMENT SEQUENCE GENERATOR

ID definitions enable you to specify the combination of text, date, and sequence numbers that workday uses to construct an format the IDs it generates for various business objects.

PAYSLIP

Online or printed summary available to an employee of their gross to net earnings, also referred to as a pay stub or payment advice. The document that employees receive with their payroll details also known as the payroll check or payment advice.

ON DEMAND ADDITIONAL

Only earnings and deductions where worker input is allowed on the calculation tab may be entered. Workday calculates all employer taxes but will not withhold benefit or general deductions created as an additional payment.

FISCAL SCHEDULE POSTING INTERVALS

Posting intervals: the chronological periods into which the calendar is divided. For example, a fiscal schedule might consist of one posting interval for each month of the year.

PAYROLL INPUT

Rates, units, amounts, or other values that you enter manually or load into workday payroll for a workers on cycle or off cycle run. Sometimes referred to as worker input.

ROUTING RULES

Routing rules enable automatic control of the accounts from which payroll;;, supplier, and expense account payments are made based on configurable rules criteria. With routing rules, you do not have to manually specify a source bank account for payments made through workdays settlement engine, For example, you can define a rule that automatically draws funds form one account to pay regular, full time employees in another geographical area,

OPERATIONAL JOURNALS

The journals that workday creates automatically for operational transactions entered through various workday transaction tasks.

GROSS PAY ACCUMULATION

The pay accumulation that determines how gross pay is calculated.

NET PAYMENT ACCUMULATION

The pay accumulation that determines how net pay is calculated.

PAY CYCLE EVENT

The pay cycle event is a business process created for payroll. As delivered, the pay cycle event contains two batch processes. Pay calculation and completion. You can configure the pay cycle event to deliver various payroll task to security groups such as the payroll partner or payroll administrator, and add to dos such as run accounting, transmit tax file, or load EIB spreadsheet. Notifications can also be added to enhance accountability.

BALANCE PERIOD

The period of time, such as current period, month to date, quarter to date, or year to date, over which workday calculated a pay component value.

PAYROLL RESULTS

The primary administrative view to see payroll processing results.

COMPENSATION ELEMENT

The smallest unit of compensation for a worker in a specific position. Workday uses compensation elements to determine the amount, currency, frequency, and other attributes of a workers compensation. Compensation elements are linked to compensation plans. For example: base pay, Car allowance, and commission can be mapped to any compensation plan, but not to merit plans. A compensation element group is a collection of compensation elements. For example: the group standard base plan can be composed of multiple component elements. Compensation elements do not need to be grouped and groups are optional. Payroll earning codes are linked to compensation element allow workday payroll and payroll interface to include the applicable compensation in payroll. See the compensation element tab on Create Earning.

DEDUCTION RECIPIENT

The third party recipient of the funds resulting from withholding order deduction.

LEDGER ACCOUNT TYPES

The type of accounts available for financial statements. Unique types can be created for balance sheets and income statements. When you build account sets, you associate an account type with every account.

WORKDAY ABSENCE

The workday solution that allows customers to manage worker time off and leave of absence. Also known as Absence Management.

NET PAY VALIDATION/ARREARS

The workday system allows you to set a minimum account for employees and set deduction priorities so that the high priority deductions are taken first. Deduction priorities can be adjusted and deductions can be tracked so that arrears can be recouped.

CLASS REPORT FIELD ( CRF) MAPPING

To report on tenanted earnings, deductions, or other payroll components, the components must be ,mapped to workday owned payroll class report fields.

INTERPRISE INTERFACE BUILDER( EIB)

Used to build simple and secure integrations with workday. Unlike the pre built, hosted integration cloud connect integrations., EIB provides a framework for building integrations based on the customers unique business needs. Can be used for both inbound and outbound integrations.

PRORATION

Used to create sub period when there is a change in the workers compensation mid period. Proration is set up on the calculation details tab of create earning or create deduction and the compensation element tab of create earning. Can be based on calendar days on days worked(work shift)

WORKER ELIGIBILITY

Used to identify whether , for whom, and what conditions to resolve an earning or deduction. On the criteria tab of create earning and create deduction.

ON DEMAND REPLACEMENT

Used to replace a workers on cycle payment for a period that is in progress or not yet started, or to pay a worker who has no regular on cycle results for a current or not yet started period( for example: a new workers timesheet was not processed, or the workers regular payment was reversed.) A worker can have only one replacement payment( manual or on demand) for a period. All earnings and deductions are available for input( except for taxes) and all scheduled benefits. Deductions will be resolved for a replacement payment.

WORKDAY PAYROLL INTERFACE

Used to send data necessary to process payroll to 3rd party payroll solutions.

PAYROLL PROCESSING FRAMEWORK

Workdays payroll processing framework consists of period schedules, run categories, and pay groups. Period schedules define payroll processing frequency, payroll period start and end dates and payment dates and forward accruals. Run categories define the type of payroll run ( e.g., Regular or bonus) an which workers are eligible for the payroll run. Pay groups define for whom payroll should be processed.

PAY COMPONENT

Workdays term for earning and deductions. An earning ( such as base salary or bonus) or deduction ( such as federal withholding taxes or medical) that applies to a workers gross to net pay calculation or tax liability.

POSTING RULE SET

each specific operational transaction is associated with an account posting rule. These rules specify the conditions and the ledger accounts to which workday should post debits and credits. Accounting posting rules tell workday which ledger accounts to post the journal entry resulting form an operational transaction.

PAY GROUP

pay groups aggregate workers for payroll processing and reporting. You assign one or more run categories to a pay group to identify who and what to process and identify the period schedule for each pay group and run category combination. Worker in a pay group must share the same period schedule.

RETROACTIVE PROCESSING

processing activity entered in the current period that should have been processed in a prior period.

RELATED CALCULATION

related calculations are used as the building blocks that define how workday calculates the value of an earning or deduction. They are calculations that return a value( e.g., as hours, rate, percent, etc.) that can be used in earning and deductions, You can use workday owned related calculations such as rate or amount, or you can create your own to pull in values commonly used for more complex calculations. Related calculations can be displayed on pay results. See also pay component related calculation.