| Term | Definition |
| Academic Unit | Similar to Supervisory Organizations, Academic Units is a structure used to track workers across the organization. Academic Units are used to track Tenured and Tenure Track Faculty information. Faculty members with academic appointments will be assigned to an Academic Unit, in addition to their supervisory organization. |
| Action | The Actions ellipse button displays a list of all of the tasks and actions that can be taken on the object. Similar to the Search bar, the Actions button will only show you the actions and information applicable to your security access. |
| Activity Pay | Period Activity Pay supports the payment of employees for fixed-term activities and payment arrangements, such as teaching a class for an academic term.
For Example: Assign an adjunct faculty member to teach Economics 201 for the Fall 2013 quarter and pay them the agreed-upon compensation on a schedule that matches the activity dates. |
| Actual End Date | This field appears in the Compensation page and applies to Fixed Term employees who are paid through NYU Salary or NYU Academic. It controls the payment end date. |
| Additional Compensation | May be paid as a lump sum or over multiple pay periods. This is given for a temporary period of time for work performed outside of an employee’s primary job.
For example, if a Full-Time Faculty member in a Professor position leads a series of lectures in their school/unit, you would use the Add Additional Job process to add an additional compensation job in the appropriate school/unit’s Additional Compensation organization. |
| Additional Job | There are three types of additional jobs; either Additional Titled Job, Additional Compensation Jobs, and Dual Employment. |
| Additional Titled Jobs | Similar to Additional Compensation, an employee will receive additional pay however this employee will have another job (aka occupy another position) in PeopleSync that requires compensation. |
| All Jobs Overview section ( under Overview tab) | The All Jobs Overview section of the Employee Profile Page is very useful when reviewing an employee record and adding additional jobs to employees. ● Here, you will see all of the jobs the employee currently holds at the university. ● You can use this page to determine the supervisory organization(s) where the employee holds a job or positions. You can click into the supervisory organization to determine the HR Analysts and HR Partner supporting the organization. ● Only the employee’s primary HR Partner & HR Analyst may see the information contained in the All Jobs tab. |
| Applicant | A new hire entered or selected as the first step in the “Hire Employee” business process. All employees will also have a corresponding applicant record in Workday. |
| Business Process | A business process is a sequence of one or more tasks that guides the user through PeopleSync to accomplish a business objective such as hiring a candidate. This is also referred to as Transaction or Action. |
| Business Title | A descriptive title that provides greater understanding of the employee’s responsibilities and scope within the Job Profile. This is also known as the long title. A staff member’s job profile may be Manager; however their business title may be Manager of Finance and Administration. |
| Compensation Grade Profile | This field combines the Band and the Job Profile #. For example NYU Band 53R Job Code 810007 is the comp grade profile for 810007 – HR Manager. This field holds the MRR (salary ranges) for the job. and can be found on the employee’s Compensation page. |
| Cost Center | Cost Centers are used to track financial and human resources transactions with a financial impact such as hiring or terminations. |
| Costing Allocation | Costing Allocations are PeopleSync’s method for storing chartfield information, including elements such as the cost center, project, program, and fund associated with an employee’s position. An employee’s costing allocation allows their funding to be split across chartfields. |
| Delegation | Allows an approver of a business process the ability to permit another user to review and approve processes on his or her behalf. Typically, this is done for short periods of time and can be assigned for particular business processes identified by the approver. An entire inbox can be delegated to another individual during leave or vacation. The delegatee must have the same security profile as the delegator in order to transact on their behalf. |
| Dual Employment | Dual Employment describes a situation when a non-exempt employee (office/clerical, laboratory/technical, or service) works hours for a department or school/division other than the department where he or she is regularly employed. Please refer to the HR Blog for more details. |
| Employee History (under Overview tab of an Employee’s Primary Profile) | The Employee History section displays a snapshot of job changes and compensation change associated with the employee and the employee’s position. |
| Employee Profile Page | The Employee Profile Page is a single location to access a number of details related to an employee, including their position, organization, compensation, and contact information. (This is also referred to as Worker Profile or Employee Record). An employee may have one or more profile pages in PeopleSync if they hold additional jobs at the University. Only the employee’s primary HR Partner & HR Analyst may see the details associated with an employee’s multiple jobs at the University. |
| Employee Self Service (ESS) | Employee access and, in some cases, ability to update their personal HR, Benefits, and Payroll data. An example of Employee Self Service (ESS) is access to change preferred contact information. Employeees can sign-up for iLearn course HRS 001 for ESS training material. |
| Employee Type | Refers to Regular or Fixed Term. Regular employees do not have an end employment date, Fixed Term employees do. |
| End Employment Date | Fixed Term employees have an End Employment Date. This date is a required field in the Hire, Add Job, Change Job and Edit Job transactions. |
| Full-Time Equivalent (FTE) | FTE is the abbreviation of Full-Time Equivalent. FTE is a measure of the number of hours worked in terms of full-time equivalents. For instance, an employee who works a standard 40 hours a week, 52 weeks a year has a FTE of 1 while an employee who works 20 hours a week, 52 weeks of the year has a FTE of .5. |
| Hire | An employee designation that is applied when a new-hire has started work. Once hired, an employee is enabled to receive full system access privileges. |
| Hiring and On-Boarding | Encompasses activities from the point a candidate has been selected for hire through initial orientation. |
| Inbox | A single, consolidated view of all actions and notifications related to you and your organization in PeopleSync.
The Action Tab displays current, actionable items. The Archive shows completed tasks. |
| Job Family Group | The broadest category of classification. Examples of Job Family Groups include staff and faculty. It is a set of related job families (Job Family Group > Job Family > Job Profiles) |
| Job Family | Broad groupings of jobs that perform similar functions such as Human Resources. Job Family is a set of related job profiles (Job Family Group > Job Family > Job Profiles) |
| Job Information | Information related to position including title, grade, tenure status, job family and profile, salary, supervisor, and contact information such as department and location. |
| Job Management | Less structured staffing model allowing simultaneous job creation and hiring. Limited reporting and job history capability. Used for Adjuncts, Researchers, Post-Docs, Student Workers, RAs, TAs, and GAs. |
| Job Posting Title | The Job Posting Title is the title that will be sent to PeopleAdmin for recruiting for the position for Staff / Admin. Positions.
While creating a job requisition, the Job Posting Title is the Position Title. The Job Posting Title is defaulted to the Job Profile name. HR needs to actively modify this while creating a job requisition. Before hiring an applicant, it is possible to update the title via the Edit Job Requisition process. If the title is incorrect after the applicant has been onboarded, process a Position Title edit via the Edit Position Restrictions process. |
| Job Profile | Describe general characteristics of a position and identify special skills, management level, exempt status, grade/band (if applicable) and / or other qualifications. Each position or job is assigned a Job Profile. |
| Location | The Location is the main address of a campus. For example, this could be Washington Square Campus, Prague, Shanghai Campus, Abu Dhabi, etc. |
| My Team | The My Team page is designed for supervisors and contains worklets specific to a supervisor’s direct reports. It’s the default landing page for employees assigned the Manager support role. ● This page is only available for employees assigned the Manager organization support role in PeopleSync. ● The information available to supervisors is limited, giving them access to view, but not edit, their organization’s employee information. |
| My Dashboard | |
| Off-Cycle | A type of on-demand payment made outside of an employee’s scheduled pay schedule. |
| Organization Support Roles | Organization support roles are assigned to employees or positions and drive tasks, access to employee data, and involvement in business processes. Support Roles are used in business processes to assign tasks in the workflow such as HR Partner, HR Analyst, and Financial Executive. |
| Personal Information | Information specific to an individual for human resources, benefits, and payroll. Some examples of personal information include federal tax information, direct deposit information, benefit choices, retirement elections, dependent and beneficiary information, birthdate, ID information, and emergency contacts. |
| Position | NYU uses the Position Management staffing model for Staff, Administration, and Full-Time Faculty. This means that each person in the organization has a unique position.
●Employees are hired to “sit” in each position –one employee per position |
| Position available for overlap | A flag that can be added to an outbound position during the termination transaction. If selected this means you can hire an employee into the position while the current incumbent is still seated in it. Often this is selected so that the separating employee can train the new hire. |
| Position Management | Most structured staffing model which requires a position to be created and approved before it can be filled. It also allows for extensive reporting and position history. Used for Staff / Admin and Full-Time Faculty employees. |
| Position Title | Refer to Job Posting Title. |
| Region | The region code refers to check location, in other words, where checks will be sent. |
| Student Employees | Generally references Work Study, Non-Work Study and America Reads students who are employees at NYU. |
| Supervisory Organization | The Supervisory Organization is PeopleSync’s primary structure to organize and track workers across an organization. By grouping employees into a management hierarchy. Employees with common attributes are grouped together such as full-time faculty is hired into the full-time faculty supervisory org while adjuncts are hired into the adjunct supervisory org. |
| Time Type | Refers to Full Time or Part Time status. |
| To-Do | A task instructing the recipient to complete a specific task; the task can be required in PeopleSync or outside the system. |
| W:Drive | The W:Drive (Workday drive) is a virtual drive where generated reports in PeopleSync are stored. This is a virtual storage area and not a mapped drive letter on your computer. |
| Worker | A Worker as defined by Workday is an employee. |
| Worker History (under Job Tab of an Employee’s primary profile) | The Worker History tab of the Employee Profile Page allows you to view a history of all the business processes and transactions associated with an employee, along with the dates and associated process details. Worker History tab is only available for support roles. Employees will never see the Worker History tab when in PeopleSync. |
| Worklet | Icons which provide one click access to frequently used employee data. For employee this is: |
| Workspace | Similar to Location, this specifies the location of where the employee sits within a campus such as 105 E17th Street, Floor 1. |
Last updated in May 2019