New Terminology in HRMS

Here you will find all new terminology along with their definitions.

EDA – Manage My Time

Terminology Definition
Time Card A card used to record an employee’s start and stop times each day.​
Time Entry

A range expressed as start and stop times, along with the associated attribution that details the kind of work performed.​

Example: PT Support assignment, Regular hours, 8:00 AM to 4:30 PM.

Assignment Number Refers to the contract number.
Regular Hours The normal working hours as specified in the offer/contract.​
Exception Hours Hours other than regular hours. These include overtime hours, premium hours, statutory holiday hours worked etc.

MDA – Absence Management

Terminology Definition
Absence

A period of time in which an employee performs no work for the assigned organization.

Absence Type

Category of absence, such as sick leave or vacation leave, that you define for use in absence windows.

Accrual

The recognized amount of leave credited to an employee which is accumulated for a particular period.

Balance

Total number of available days/hours available to an employee (e.g. vacation and sick time).

MDA – Non Full-Time

Terminology Definition
Create an Offer This is similar to what we currently know as completing a HRIN for a full-time position, or creating an NFT contract for a part-time job. In HRMS, managers and/or delegates will create the offer which includes completing the form with the candidate’s start date, salary, etc. 
Assignment Search Report This report is used to see an employee’s current contracts (assignments). For revised contracts, secondments and transfers/promotions, the assignment number needs to be identified on the offer. 
Requisition Template Contains information specific to the job or position, including the job posting information.​
Requisition Formerly known as the Request for Staff form, a job requisition details the specific requirements of a job for which somebody must be hired. A requisition is created from a requisition template.
Save a Requisition as Open Indicator from a hiring manager to HR that they’re ready to recruit for the position identified on the requisition. When a requisition is saved as open, it does not mean the requisition has been posted on the career portals, but that it will be reviewed by HR and then posted. ​
Position Number This is the complement number. The terminology in HRMS is position number.​

MDA – Full-Time

Terminology Definition
Create an Offer This is similar to what we currently know as completing a HRIN for a full-time position, or creating an NFT contract for a part-time job. In HRMS, managers and/or delegates will create the offer which includes completing the form with the candidate’s start date, salary, etc. 
Assignment Search Report This report is used to see an employee’s current contracts (assignments). For revised contracts, secondments and transfers/promotions, the assignment number needs to be identified on the offer. 

HR – Benefits

Terminology Definition
Program A program represents a package of related benefits and appears at the top level of its own hierarchy. Benefit Programs contain all of the designated Benefits offerings that eligible employees are able to view and select.​
Plan Type A plan type is a category of plans such as medical health plan and life insurance plan. Plan types are used to efficiently define, maintain and apply one set of administrative rules for all benefits plans of the same type.   ​
Can be within a program or separate from a program (unrestricted)​
Plan Benefit Plans are the specific offerings within each plan type. For example, the ‘Medical Plan’ type may have two offerings – Health Insurance and Dental Insurance. Each offering is counted as a separate Benefit plan​.
Option An option is an electable choice within a plan such as coverage for an employee, employee plus spouse, or the employee’s immediate family​
Rates

Rates are defined against each benefit plan or option to discuss the cost associated, and each has corresponding Coverage dates and types. ​

Rates are of 2 types: Standard and Variable​

Standard : Same rates apply regardless of factors (E.g. rates for 1-3X Supplementary life insurance is the same for all participants)​

Variable : Rates vary based on one or more factors (E.g. rates for employee pay-all life insurance vary by age, critical illness rates vary by age, gender and smoker status)​

Also rates are categorized as employee and employer rates depending on the level of contribution​

Coverages

Level of benefits that a recipient receives. Can be a flat amount or a multiple (e.g Basic Life Insurance for FT Academic employees is a flat amount of $25,000 worth 3 x salary, whereas FT Admin Supplementary Life Insurance is 1-3x the employee’s salary or a multiple of coverage) ​

Eligibility

The eligibility is a set of criteria, linked to Programs and Plan types, Plans or Options, that determines whether an employee is eligible to participate in that Program or elect that Plan or Option​

Benefit – Life Event

A Benefit ‘Life Event’ is a change in employee circumstances that could have an impacts on benefits eligibility or qualification to change benefits enrollment. ​

Certifications​

Proof that an event has occurred. Marriage, birth and death certificates are all required. Can set the time frame by which the proof must be received​

Collapsing Life Event

Multiple life events may occur within a specified number of days (e.g. hired followed by the birth of a child). ​

Dependent​

Other person(s) who can be covered by an employee’s benefits (e.g. spouse or child etc.) ​

Beneficiary​

Person who receives benefits from a particular entity like an insurance policy or other plan (e.g. recipient of insurance upon the death of an employee)​

Benefits – Evaluation and Reporting

Report Type/Analysis Definition Navigation
Life Event Summary​ An analytic that provides details of life events in different statuses. You can view the details of the legal employer, benefit group, location and payroll​.

Benefits > Evaluation and Reporting​

The Summary section on the Overview page contains the life event summary. The Life Events tab in this section lets you view details by legal employer, benefit group, location, and payroll.​

Close Action Items​ A process that generates details of participant enrollments that contain pending action items.​

Benefits > Evaluation and Reporting​

On the Overview page Summary section, select the Processes tab. Expand Election Processes, and click Submit for the Close Action Items row.​

Person Enrollment​ Summary Report​ Displays the benefit enrollments for participants​.

Reports and Analytics > Shared Folders > Human Capital Management > Benefits >​ Enrollment​

Enrollment Kit Report Displays, by participant, a choice list of programs, plans, and options in which the participant may​ elect to enroll. You can also view areas where the​ participant may designate dependents and​ beneficiaries. ​

Reports and Analytics > Shared Folders > Human Capital Management > Benefits >​ Enrollment​

Real-time Analysis:​

Participant Enrollment Results – Weekly​

Displays, for each participant, the benefit enrollments that they elected or were given by​ default. ​

Reports and Analytics > Shared Folders > Benefits > Transactional Analysis Samples​

Real-time Analysis: Totals by Life Event – Weekly ​

Displays the status of the life events and their corresponding counts, in tables and graphs. ​

Reports and Analytics > Shared Folders >​

Benefits > Transactional Analysis Samples​

Real-time Analysis: Totals by Life Event Name for Potential Life Events – Weekly​

Displays, by potential life event, the total for each status of the life event, plus the cumulative total for all statuses of the life event.​

Reports and Analytics > Shared Folders > Benefits > Transactional Analysis Samples​

Real-time Analysis: Totals by Life Event Status for Potential Life Events – Weekly​

Displays the status of the life events and their corresponding totals, in tables and graphs. The​ table includes a cumulative total of all life event​ statuses​

Reports and Analytics > Shared Folders > Benefits > Transactional Analysis Samples​

Real-time Analysis: Totals by Location

Potential Life​ Events – Weekly​

Displays, by location, the total for each status of the life event, plus the cumulative total for all statuses of the life event​

Reports and Analytics > Shared Folders > Benefits > Transactional Analysis Samples​

Compensation

Terminology Definition
One Time Payments

Payments for employees performing work which either falls outside of their regular schedule and/or regular duties. This does not include work that would qualify for overtime pay. Examples include curriculum development, honorariums, research, and event support. ​

Award Compensation via Individual Compensation Plans This is the HRMS term for one time payments. The term ‘one time payments’ does not appear in HRMS. Plans refer to the types of one time payments. ​
Step Increment (or Step Progression)

Step advancement on the salary grade ladder, as permitted by the collective agreement. This applies to FT Academic, FT Support, as well as Appendix D employees.​

Progression Start Date

This refers to an employee’s step increment date. For employees on the FT Support grade ladder, the date refers to when the employee would have started on the grade ladder, hence, the reference to the start date. 

Mass Grid Update

Updating multiple salaries based on mandated increases, e.g. October 1, FT Academic salary increases.

Manage Employment Information

Terminology Definition
Suspension

Suspension is a term related to discipline but is also an assignment status in HCM. Suspension status is used to essentially freeze an assignment.​

Ending a Contract Assignment There are two ways to terminate a contract relationship in HCM – end contract and end assignment. ​
End Contract

Connected to a suspended /payroll eligible status. Use this when ending any contract.​

End Assignment

Connected to Inactive/ payroll eligible status. Use this after a contract has been terminated for 6 months. Use this as final termination status for anyone with multiple contracts. 

Non Full-Time Recruitment

Terminology Definition
Candidate Selection Workflow (CSW) The framework to move candidates through the hiring process. The CSW includes steps, statuses and actions a Recruiter must go through before hiring a candidate. ​
Step

Represents the levels that candidates reach as they progress through the hiring process. A step represents a major stage in the CSW. Examples include New, Recruiter Screen, Hiring Manager Review, Interview, Offer, Hire. ​

Status

Indicates the detail of where a candidate is within a step. There are many statuses within a step. For example, within the Offer step, statuses include Offer to be Made, Draft, Approved, Extended, Accepted.  ​

Candidate Folder

Can be used for organizing candidates to consider as hires for future vacancies. For example, a department may have a folder for ‘NFT Professors for Fall 2019’

Hiring and Onboarding

Terminology Definition
Hire/HRIS This Step/Status initiates the process to move a hire through the interface to HCM. If it’s a new employee, a person and assignment record are created in HCM. If it’s a current employee with a new assignment, their assignment is updated in HCM.
Initiating Onboarding

When HR initiates onboarding, the new hire will receive an email to begin their onboarding journey and the hiring manager will receive an email with the manager’s onboarding checklist. ​

Filling a Requisition

This is the action to change the status of a requisition to ‘Filled’ which is the final step in the hiring process and closes the requisition so it’s no longer active. 

Hiring Process Statuses

Status Definition
Offer to be made Initial status of the offer step.​
Draft Offer terms started and saved but not approved. ​
Cancelled A draft offer has been created and then cancelled prior to routing for approval or extending to the candidate.​
Approval in Progress Offer has been routed for approval.​
Approval Rejected​ Offer approval has been rejected.​
Approved Offer approval requested has been approved and the offer is ready to be extended to the candidate.​
Extended Offer has been extended to the candidate.​
Rescinded After the offer has been extended or the candidate has the offer, the offer was revoked/rescinded. ​
Refused Offer was extended to the candidate, but the candidate refused the offer. A new offer can be extended at this point.​
Accepted Offer was accepted by the candidate.​
Reneged After the candidate has accepted the offer, the candidate refuses the offer
Rejected After the offer has been extended to the candidate, they can reject the offer if they’re not going to accept it, or if a new offer needs to be created due to negotiations.​

Payroll

Voluntary Deductions

Terminology Definition
Basic Life Employer RST Basic Life Employer Retail Sales Tax
BOG_Award Board of Governor Award
PEN2_REG EE CAT Pension Plan
Park_QP Parking Recurring
Park_ResLot Dpark1 Reserved Lot parking
Park_ResSpot  Parking Recurring
Park1Time Parking One Time
Radio_Awd Radio Broadcasting Awards
RSPNoTaxRd RRSP does not reduce income tax
SAT_Stdnt  SAT Student Support
SCPAInit SCPA Initiatives
SCPAStdnt SCPA Student Support
SHS_Init Health Sciences Initiatives
SMITStdnt Media Studies Student Support
SocComInit Social Community Initiatives
SocComStdt Social Community Student Support
TBS_Award Business School Award
TBSStdnt Business School Student Support
TheatrAwrd Theatre Award
United_Way United Way
WsibLoan WSIB Loan
LASGeneralAward LAS General Award

Taxable Benefits

Terminology Definition
SalDeferral Interest Interest On Salary Deferral Deduction (T4)

Involuntary Deductions

Terminology Definition
RevCan Federal Order

Earnings

Terminology Definition
VacPayinLieu Vacation pay in lieu of time off
TuitReimEE Tuition Reimbursement Tax benefit 40
TuitReimDP Tuition Reimbursement T4A
Support Schol Scholarship Support CESC
Admin Re-earnable Re-earnable Incentive Admin
AdlRespPen Additional Responsibilities Pensionable
AdlResp NP Additional Responsibilities Non Pensionable
Acad Schol Scholarship Academic CESC
SalDeferral Deferred Salary Pay plan

TL Earning

Terminology Definition
EveShift Evening Shift Premium
LeadHand Lead Hand Premium