HRIS Glossary

ABCDEFGHIJKLMNOPQRSTUVWXYZ

-AAcademic Employee
An employee who is in a position designated as unclassified, including
one with faculty or graduate rank and some in high-level administrative
positions.
Adjusted Service Date
The Original Hire Date, adjusted for any lapse in service with the UO that affects
leave accrual rates or seniority calculations. Note: If the employee was employed
by OUS or another state agency in a classified position prior to July 1, 1996, this
date reflects prior state service.

Adjustment
One of the six categories of payroll adjustments. An adjustment adds
earnings or amounts to an already-processed pay event. It processes a
manual check for an employee who (because of unreported hours, misentered hours, or excessive deduction amounts) was not given enough
pay during the normal payroll cycle. Note that 'adjustment' and 'payroll
adjustment' are defined differently.
Advance
Also referred to as a draw. A payment of up to sixty (60) percent on
earned but not yet paid gross wages given to an employee in an
emergency situation. The amount of the assignment is deducted from
the employee's next paycheck.
Affirmative Action
Results-oriented actions a contractor (such as the University), by virtue
of its federal contracts, must take to ensure Equal Employment
Opportunity.

-CClassified
Employee family consisting of employees who under state law are not
appointed with faculty rank or are specifically exempted. They are
governed by rules and regulations published and administered by the
Personnel Division of the Executive Department of the State of Oregon
and/or by the terms and conditions of collective bargaining agreements.
COLA
Cost of Living Adjustment. Usually an increase in pay applied equally
across all employees using a percentage of gross.
Compa-ratio
A compensation index that indicates the ratio of an individual's rate of
compensation to the midpoint of the salary or wage range for the job
held by that individual. For instance, if an individual earns $20,000
annually in a job whose midpoint is $20,000, the compa-ratio for that
position would be 1.00. The formula is salary/midpoint of salary range.
CUPA
College and University Personnel Association. International network of
more than 6100 human resource administrators serving almost 1700
Colleges and Universities.
Current Hire Date
The date the employee began his/her most recent and continuous period of
service with the UO. If the employee terminates and is later employed by the UO,
the Current Hire Date would reflect the date that the employee was rehired. If the
employee has maintained continuous service since the time of original hire, the
Current Hire Date and the Original Hire Date would be the same.

CWSP
College Work-Study Program. Students who are receiving financial aid
with work-study certifications. Departments are charged a certain
percentage of the wages. The larger share of Work-Study student
wages are paid from federal sources

-DDeferred pay processing

Also referred to as the 12 month pay option. The withholding of portions
of an employee's pay for disbursement at a later date. For example, the
yearly wages of an employee on a 9 month contract can be paid in
equal installments over 12 months.

Draw
Also referred to as a payroll advance. A payment of up to sixty (60)
percent on earned but not yet paid gross wages given to an employee in
an emergency situation. The amount of the assignment is deducted
from the employee's next paycheck.

-EEarn Codes
A code that represents a type of earnings. Departmental Payroll
Administrators will use earn codes when entering hours worked and
leave hours taken in the PHAHOUR form. Each employee class is
eligible for certain types of earnings. Some earn codes require that the
Payroll Administrator enter a special rate of pay others use the regular
job rate of pay.
Earnings Statement
A statement showing an employee's actual pay, pre tax and post tax
deductions, flexible benefits coverage, year to date totals and net pay.
EEO Skill Code
Equal Employment Opportunity Skill Code. Codes 10 thru 90 are based
on the nature of the work being performed:
EEO Contract Group
Equal Employment Opportunity Contract Group. Codes 1 thru 6 are
based on the nature of the appointment:
Contract Group Description
1
9-10 month Full Time faculty
11-12 month Full Time
2
Faculty
3
Other Full Time Employees
4
Part Time Employees
5
Unreported

These codes are used for EEO reporting.

Emeritus Status
An honorary recognition given to faculty after retirement from the
University.
Employee Benefit Fund

Used for staff development of UO employees.

Employee Class
Employee class (Eclass) is a two digit code used by BANNER to
determine benefit category, leave category, eligible earning codes, term
of service, bargaining unit, IPEDS category, and hourly vs salary time
entry method. For example a salaried full time employee represented by
SEIU is assigned Eclass 'CA'.There are about 20 different employee
classes defined in BANNER HRIS.
Employee Class Service Date
The date the employee began work in the current eclass. For most
classified and unclassified employees, this also involves a change in
leave category.
Encumbrance
The reservation of budgeted dollars for costs associated with a specific
position. As funds are expended for the position, the encumbrance is
reduced or liquidated.
Equal Employment Opportunity
The right of all persons to be accorded full and equal considerations for
employment, retention, and advancement on the basis of merit.
Executive
An occupational category for academic staff whose assignments involve
major responsibility for management of the University, e.g., the
president, vice presidents, deans, associate deans, and directors of
major administrative units.
Exempt FLSA (i.e. overtime ineligible)
Refers to employees who are ineligible for overtime pay and exempt
from certain payroll record keeping requirements of federal wage and
hour law, known as the Fair Labor Standards Act (or FLSA). These
employees are paid exclusively on a salary basis and report only
exception hours such as sick leave and vacation leave.

-FFiscal Year
July 1 through June 30
FOAPAL
An acronym for the six fields that can comprise an FIS accounting
string: F=Fund, O=Organization,A=Account, P=Program, A=Activity,
L=Location. Operating Ledger (OPAL) entries require fund,
organization, account, and program fields, so the strings are often

referred to as FOAPs ("foaps"). Five of the elements, with the exception

of "Location," are hierarchical, i.e., they can be rolled up from the detail
(data-entry level) to higher summary levels. Elements are defined as
follows:
Fund: Fund codes identify financial resources. They show ownership of
a cash or fund balance and distinguish the source and type of revenue,
such as unrestricted funds (e.g., the General Fund and service
department funds), endowments, and grants. Many funds are controlled
by a single department or an individual grant. A few important funds,
such as the General Fund and ICC Credits, are shared by many
departments.
Organization: Org identifies the budgetary units within an organization.
It reflects a department's internal structure and an institution's
organization chart. The Org field is the element that describes
what departmental units are involved in a transaction or query.
Account: Account codes define the type of activity taking place, such
as revenues, expenses, and transfers in the Operating Ledger, and
assets, liabilities, and fund balances in the General Ledger. Account
codes with similar characteristics can be grouped into account types.
Program: A defined function. Programs enable you to establish a
method of pulling transactions across organizations and
accounts. Examples include instruction, research, student services and
plant operations. Most educational institutions use programs defined by
the National Association of College and University Business Offices
(NACUBO).
Activity: An accounting element for use in tracking non-budget-control
financial affairs. Examples of activities are cost sharing on a grant and
the YMCA's use of your site's pool to teach lifesaving.
Fringe Benefit
A pension provision, retirement allowance, insurance premium or other
cost representing a present or future return to an employee which is
neither deducted on a payroll nor paid for by an employee.
FTE
Full-Time Equivalent. The proportion of an annual full-time appointment
that the appointment represents arrived at by dividing the budgeted pay

amount by the full annual salary rate. The HRIS term for FTE is
Appointment %. 1.0 FTE is the equivolent of 100% appointment.

-GGrade
Grade is a required field on the PRF for GTF appointment. For GTF's
the grade represents the appointment type and level:

-IIrregular Pay
Pay for employees whose FTE varies for one or more terms, each
month, or several months during the year. Pay is by a time card.

-JJob
Also referred to as an appointment. The assignment of
a position and suffix to an employee ID. Employees may have more
than one job assignment. During monthly payroll processing a time
record is created for employees with an active job.

-MManual
One of the six categories of payroll adjustments. A manual generates a
pay event or check transaction outside of the normal payroll process. It

is performed to provide a pay advance or to process an employee who

was missed during the original pay cycle.
Merit Increase Date
The month, day and year when a classified employee is eligible for a pay
increase. The month is the first full month after an employee has worked one full
year for university, or six months after month of promotion. The day is always
"01" (e.g. Salary Increase Date for an employee hired on February 23, 20XX, is
01-MAR-20XX). The Merit Increase Date is changed due to promotion,
reclassification or a selective salary increase. When an employee reaches the
top of a classification salary range, this date no longer increases annually but
freezes to indicate the date of last increase.

Mimimum Wage
Oregon Law requires that the minimum wage is adjusted each year
based on any increases in the Consumer Price Index. Any changes
become effective on January 1st each year and are announced in midSeptember each year. In 2009 the minimum increases to $8.40.
Module
A BANNER term for a series of related functions or processes. The
second character of all BANNER form acronyms represents a BANNER
module

-NNAPO
Notification of Academic Position Opening/Request to Fill Academic
Position
Nonexempt FLSA (i.e. eligible for overtime)
Refers to employees who are eligible for the overtime provisions of the
Fair Labor Standards Act (FLSA). In other words, these employees are
not exempt from this act; rather, they are subject to it.
Employees covered by FLSA must complete monthly timesheets to
track all hours worked.

-OOPE

Other Payroll Expenses. This amount is charged to the employing

department's account in addition to the gross amount of employee's
wages. OPE is charged to the account from which the employee is paid.
When an account change is made, the OPE will automatically transfer.
The costs are summarized on the monthly general ledger statement.
The amount of OPE paid for each employee is based upon the type of
employment (academic, classified/management, student) the gross pay
amount, retirement eligibility and any insurance deductions.
Since OPE rates vary monthly, the Budget Office makes estimates so
departments may plan for this expense. Contact the Budget Office for
more information.
OPE consists of employer contributions toward FICA, pension, medical
insurance and workman's compensation.
Original Hire Date
The date the employee first began work with the UO.

-PPay event
That entity which is defined by Year, Pay ID, Pay Number, Employee
ID, and Sequence Number. Examples include a regular paycheck, a
void, a manual, and an adjustment. PHILIST lists all pay events that
have occurred for an individual.
Pay ID
A two digit BANNER code that represents pay frequency. All UO
employee's are paid monthly under the MO pay ID.
Payroll
That entity which is defined by Year, Pay ID, and Pay Number. A payroll
contains multiple pay events (mostly regular paychecks).
Payroll Accounting Adjustment
A payroll accounting adjustment (or payroll redistribution) is a change in
the Banner labor distribution for the payroll and OPE expense.
Payroll Adjustment
A correction to a payroll that has already been run. There are six types
of payroll adjustments in the BANNER HR System: voids,
redistributions, manuals, adjustments, reissues, and duplicates.

Payroll Redistribution
See payroll accounting adjustment.
Perquisite
A payment or profit received in addition to a regular wage or salary.
PEBB
Public Employee Benefit Board is responsible for contracting with
insurance carriers and administering certain benefit programs for all
State Employees.
Performance Appraisal
Used to appraise classified and management service performance.
PERS
Oregon Public Employee Retirement System
Position Description
Document required by the State of Oregon Executive Department
impacting hiring, labor relations and compensation. Used to record
duties and working conditions, determine appropriate classification, set
forth management expectations of incumbent and identify
recruiting/selection and performance guidelines.
Position Class
Every BANNER position is associated with one 5 digit position class
code. a position class brings a generic title, salary group, table, grade,
step and EEO skill code to the position. Salary group, table and grade
serve to bring the position either a valid salary range or step dollar value
that is defined in a collective bargaining agreement. For example
position class.

Principal Investigator
The Principal Investigator is the primary individual in charge of a
research grant, cooperative agreement, training or public service
project, contract or other sponsored project.
Professional

An occupational category for academic staff whose assignments require

either college graduation or specialized professional training but whose
principal activities are administrative rather than instructional, e.g.
librarians, counselors, physicians, and some directors and department
heads if more than 50% of their job is administration. (Most Officers of
Administration are included in this category

-QQuery
A request for data from the database

-RRe-extract
A payroll procedure performed when something about a deduction or
job record changes within the payroll currently being processed. It tells
the system that the employee records extracted during the PHPTIME
and the values for records defaulted to the electronic timesheets must
be erased and replaced with a revised electronic time record.
Recruitment
The process the University undertakes to fill a full-time or part-time
position by making known the qualifications and descriptions of the job
to potential applicants who are either within or outside the University.
Redistribution
One of the six categories of payroll adjustments. A redistribution alters
the original labor distribution of an individual pay event. This action is
internal to the payroll/finance office(s) and is invisible to the employee.
The redistribution form (PHAREDS) can be used to process
redistribution's for multiple pay periods.
Reemployment
Employee category consisting of noncompetitive returns of former
regular or trial service employees to State service. Return from
demotion or return following reclassification. Oregon Administrative Rule
105-40-050.
Regular Payroll
The main payroll processed the last working day of each month.
Reissue

One of the six categories of payroll adjustments. A reissue automatically

creates a void transaction on the original event and a manual
transaction to replace the original event. Its most common use occurs
when an original paycheck is lost or destroyed.

-SSAIF
State Accident Insurance Fund. SAIF is a public corporation that
provides Worker's Compensation Insurance to protect the Department
of Higher Education against liability for employee injury or illness arising
out of and in the course of employment.
Salary
A fixed compensation for services, paid to a person on a regular basis.
Compare wages.
Secondary job
An additional position that takes the employee to (but not over) full time.
Stipend
A fixed or regular payment, such as a salary for services rendered or an
allowance.
Student
Employee category consisting of registered students working part-time
on campus.
Suffix
A two character code that is used to distinguish jobs assigned to same
employee and pooled position. Suffix is typically 00. Suffixes other
than 00 are used when an employee is assigned to the same pooled
position more than once. For example, a student that has two regular
student jobs (perhaps in different departments) would be assigned to
the same pooled position (BUOSRG) twice with suffix 00 and 01.

-TTemporary
Employee category consisting of persons given non-status appointment
under the provisions of Policy 40.025.01. Such persons shall be exempt
from all provisions of the State Personnel Relations Law, HRMD Rules,
and Personnel Policies unless otherwise specified.

Time Sheet
Time and attendance document used to record hours worked and leave
taken. The retention period is 4 years from creation.
Triple Deduct
Method by which 9 month employee's are provided insurance over the
summer period. Three times the normal insurance deduction, (and
employer contribution), are taken from the May pay in order to provide
coverage in July Aug and Sept 1997.
This does not apply to 9 month employee's who have elected the 12
month pay option.

-VVoid
One of the six categories of payroll adjustments. A void nullifies a
check.

-WWages
Payment for services to a employee; usually, remuneration on an
hourly, daily, or weekly basis.