| Term | Definition | Per Yale COA Website |
| Assignee | Assignee is the segment that allows identification and reporting of financial activity or information by individual (for which the individual is responsible). It is intended to meet the business requirements for Faculty/Dean/Director (person-based) reporting. Assignee will show who is responsible for the balances or funding allotments. Assignee can be used in conjunction with a Yale Designated value, a Gift value, or a Grant value. The Assignee can then be used to tie different sources of funding, controlled by a single person, together in a common report. | Allows tracking by individual – for identifying and reporting on financial activity and balances for which the individual is responsible (e.g., Faculty/Dean/Director reporting). Optional. |
| BBS | Biological and Biomedical Sciences | |
| COA | Chart of Accounts. General term to describe the full set of data points used for standard accounting and financial Reporting. In Workday, this includes delivered pieces of the Workday Financial Data Model (FDM) and work tags configured by Yale. | The COA can be complicated with many possibilities to slice, dice, and segregate financial information in order to help users of financial information track and understand specific costs and revenues. At a minimum, every financial transaction must contain appropriate COA segments to answer the following four questions: • Who is responsible for financial oversight of the transaction? (which unit or person) • How is it funded? (gift, grant, unrestricted funds, etc.) • What did we do with the money? (travel, employee salary, utilities, etc.) • Why did we perform the transaction? (conduct research, educate students, serve the community, etc.) |
| Commitment File | GSPS output file that Finance oversees; contains information that is for future payroll and run daily and generated by GSPS every night; utilized by respective departments to make budget decisions. | |
| Company | The purpose of Company (together with Fund) is to facilitate external reporting. Company is the primary organization type used by Workday Financial Management, usually equating to a single tax ID. | The Company segment is required on every financial transaction in Workday Definition – The purpose of Company (together with Fund) is to facilitate external reporting. Companies, while used across Workday applications, are the primary organization type used by Workday Financial Management, usually equating to a single tax ID. Characteristics of a Company • Stability – Companies are ongoing concerns with no planned end date. • Consistency – For most users, the Company will be Yale University and it will default on transactions. The following requirements are associated with Company: • A company will be created for each entity that requires its own EIN on payroll forms (W-2, 1099, 1042) and/or each entity with requirements to produce standalone external financial statements and/or tax Form 990. • Companies may be created to aggregate multiple entities that use Yale’s general ledger (needing Cost Centers) but do not belong to the standalone companies defined herein. |
| Cost Center | A cost center represents financial responsibility and management. It represents an officially acknowledged business unit where a single individual (Cost Center Manager) has responsibility for revenue, expenses, and the financial results of the unit. | Identifies financial responsibility and management for officially acknowledged business units (departments, sections, etc.). For both local and University-level management reporting. |
| Cost Transfer | A cost transfer is a modification to the charging instruction for an aid line that has already been paid. | |
| CRF | Continuing Registration Fee- students in years 5+ are not charged full tuition and instead charged the CRF | |
| Department Registrar | Oversees a broad range of activities in support of student enrollment, course registration, academic history and transcript maintenance, services to faculty, and other related activities. | |
| Effective Date | In the Request Compensation Change business process, Effective Date is the date on which the compensation change will take effect. Workday will automatically prorate salary based on the date that is entered, whether or not it is retroactive. | |
| FRMS | Faculty Research Management Services – a department at Yale that provides non-medical school departments and their PI’s (Principal Investigators) with reports on their grants the PI’s bring to Yale. | |
| Fund | The fund represents a high-level source for fund accounting and net asset classification. The purpose of fund (together with Company) is to facilitate external reporting. Every fund is part of a hierarchy that rolls up to higher levels of funding sources for fund accounting purposes (Unrestricted, Temporarily Restricted, Permanently Restricted) and financial reporting (operating and non-operating). | Funds represent a high-level source of funds for fund accounting and net asset classification. The purpose of Fund (together with Company) is to facilitate external reporting. Every Fund is part of a hierarchy that rolls up to higher levels of funding sources for fund accounting purposes (Unrestricted, Temporarily Restricted, Permanently Restricted) and financial reporting (operating and non-operating). |
| Gift | A Gift is used to track individual contributions to the University for endowment and non-endowment items. | Gifts are used to track individual gifts to the University for endowment and nonendowment items. This segment will replace endowments, current-use gifts (sometimes known as spendable gifts), and “special” donations. Characteristics of a Gift • Donors – All Gifts are created by one or more contributions from donors. A gift can be made up of multiple contributions from one or more donors. • Purpose – Each Gift is associated with one or more purposes, which may either be donor-directed or University-directed. The following requirements are associated with Gift: • Gift is expected to default other Related Worktags |
| Grant | Grants are used to track sponsored funding arrangements (also known as grants and contracts in the Oracle environment). They capture sponsored activity it its most detailed level. | Definition – Grants are used to track sponsored funding arrangements (also known as grants and contracts in the Oracle environment). They capture sponsored activity it its most detailed level. Characteristics of a Grant • Sponsors – All Grants correspond to one and only one award (i.e., a Notice of Award from a sponsor). • Budgets – All Grants will have approved budgets. • Fiscal Responsibility – Each Grant will have a named Primary Investigator (PI). |
| GSAS FAO | Graduate School of Arts and Science Financial Aid Office | |
| Job Profile | This is the name of the generic job description that lists the summary of responsibilities associated with a position. The Job Profile is the basic job description used as a foundation for creating a new job requisition. These titles are created and maintained by Human Resources. | |
| Human Capital Management (HCM) | Workday’s HCM application unifies Human Resources, Benefits, Talent Management, and Recruiting. | |
| Ledger Account | Ledger Account provides budget and actual accounting information for the general ledger. These are the natural accounts that make up the financial statements in Workday. evel of significance for budgeting and performing budget/actual analysis. Ledger Account represents a level of significance for budgeting and performing budget/actual analysis. In GSPS, the value for ledger account is derived, and is not manually entered by the user. | A Ledger Account is required in every accounting journal. Definition – Ledger Account provides budget and actual accounting information for the general ledger. These are the natural accounts that make up the financial statements in Workday. Ledger Account represents a level of significance for budgeting and performing budget/actual analysis. Every Ledger Account is part of a hierarchy that rolls up to the University’s Summary Statement of Activities (currently this format is found in YBT reporting). |
| Organization | In Oracle, Organization refers to the “O” in PTAEO and Yale’s Organization Hierarchy. In Workday, the term Organization is a basic building block for managing information that is both financial and non-financial: can be organized into hierarchies to enable reporting at different levels, and roles and security can be assigned to any level of the hierarchy. In Workday HCM, Organizations are used to group employees based on memberships, associations and/or characteristics. | Organization In Workday, the term organization is a basic building block for managing information that is both financial and non- financial. Organizations can be organized into hierarchies and enable reporting at different levels in the hierarchy. |
| PAA | Payroll Accounting Adjustment. Used by business offices to change the distribution of salary cost in payroll periods that have already closed. PAAs are created and approved in Workday. | Create a payroll accounting adjustment (PAA) to correct where a Worker’s earnings have been charged |
| Pay Component | Pay Component represents the most detailed level of earnings (such as graduate student stipend or fellowship teaching) or deductions (such as federal withholding taxes or medical) that applies to a worker’s gross-to-net pay calculation or tax liability. Pay Components provide a more granular view of compensation plans and a more granular view of the payroll costs incurred by the Company or unit than what is provided by Ledger Account. | A Pay Component will be required on all payroll earnings and deduction transactions. Definition – Pay Component represents the most detailed level of earnings (such as base salary or bonus) or deductions (such as federal withholding taxes or medical) that applies to a worker’s gross-to-net pay calculation or tax liability. Pay Components provide a more granular view of compensation plans and a more granular view of the payroll costs incurred by the Company or unit than what is provided by Ledger Account. When a Pay Component is used in the payroll module of Workday, a Ledger Account will automatically be derived by configuring the account posting rule set. |
| PI | Principal Investigator | |
| Position | In general, a seat to be filled by employee. The position appears in the supervisory organization with a generic title and short description. Vacancies appear in a manager’s supervisory organization and remain as an unfilled position until they are either filled or closed. For Students, positions are not requested or managed. However, Workday generates a Position Number (P#) for each student for business process transacting. |
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| Program | A program represents a mission-based programmatic activity. It describes the institutional purpose or goal for receiving and spending University funds. | The Program segment is required for every financial transaction in Workday. Definition – Programs represent mission-based programmatic activities. It describes the institutional purpose or goal for receiving and spending University funds. At the highest level Programs define University-wide purposes such as Instruction, Research, Patient Care, etc. Units may also create Programs that define unit-based purposes or goals that will roll up to the University-level categories, such as separating field experiences from classroom instruction, both of which roll up to the Instruction mission, or a specific clinical program that rolls-up to Patient Care. Programs should be defined at the level of detail required to regularly answer questions and provide reports to Deans / Chairs / Directors. |
| Project | A project tracks the cost of a specific, detailed activity. | The Project segment is required for every financial transaction in Workday. Definition – Some Projects will accumulate costs related to an activity with an end date (e.g. capital projects, software implementations, specific exhibitions, individual student groups); others will not have a known end date but will track a specific activity over the life of that activity. While in most cases, it is expected that a project will have an inherent end date due to its more limited scope than a program (i.e., it is not at such a magnitude that it will be an enduring activity of the University), Project can be used to provide the units the flexibility to have the detail they need for local reporting needs below the Dean /Chair / Director level. Projects do not roll up to Programs in a hierarchy, but individual Projects may be related to a specific Program. |
| Revenue Category | A revenue category represents a level of significant for transaction analysis and is used to provide a more granular view of the revenues received and services/products provided by the Company or unit than what is provided by Ledger Account. Revenue categories drive the accounting that connects the receivable, item, or service to the appropriate Ledger Account. Please note that, while revenue category is part of the COA, it is not used within GSPS. | A Revenue Category will be required on most financial transactions where Yale is providing a product or service. Definition – Revenue Category represents a level of significant for transaction analysis and is used to provide a more granular view of the revenues received and services/products provided by the Company or unit than what is provided by Ledger Account. Revenue categories drive the accounting that connects the receivable, item, or service to the appropriate Ledger Account. When using a Revenue Category, a Ledger Account will automatically be derived by configuring the account posting rule set. |
| Security Group | A security group is a collection of users, or a collection of objects that are related to users. Allowing a security group access to a securable item in a security policy grants access to the users associated with the security group. | |
| Spend Category | A spend category represents a level of significance for transaction analysis and is used to provide a more granular view of the expenses incurred by the Company or unit than what is provided by Ledger Account. Spend categories drive the accounting that connects the asset, item, or service to the appropriate ledger account. In GSPS, the spend category is a derived value, and it is not manually entered by the user. | A Spend Category will be required on most financial transactions where Yale is receiving a product or service. Definition – Spend Category represents a level of significance for transaction analysis and is used to provide a more granular view of the expenses incurred by the Company or unit than what is provided by Ledger Account. Spend categories drive the accounting that connects the asset, item, or service to the appropriate Ledger Account. When using a Spend Category, a Ledger Account will automatically be derived by configuring the account posting rule set. |
| Supervisory Org | Foundational, hierarchical position-to-position structure. Departments can have multiple supervisory organizations (one per unique manager). Related to the Workday concept of “Cost Center”–Supervisory Organizations will help Yale more accurately reflect the way they operate in the Workday system. For Graduate School Students, these are managed at the Department/Major level. Student is assigned as Supervisory Org based on their Primary Department/Major. |
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| To-Dos | To-Dos are reminders to do something outside of the Workday system. They can be part of business processes, and have to be marked complete before the workflow will go to the next step. | |
| Worker | A person who is either an employee hired by a company or a contingent worker contracted by a company. | |
| Yale Designated | Yale Designated represents funding that is not subject to external restrictions associated with donor contributions (Gift) or agency/sponsor agreements (Grant). It represents funding that may be internally allocated or designated. | SAME Yale Designated represents funding that is not subject to external restrictions associated with donor contributions (Gift) or agency/sponsor agreements (Grant). It represents funding that may be internally allocated or designated. |
| Graduate & Professional Students and Postdoc Fellows Payments | ||
| General Appropriation (GA) Funds | Unrestricted funds distributed by the Provost each year based on an annual budget. Each recipient spends the funds according to a budget provided to the Provost before the start of each fiscal year | |
| Graduate School Stipend (incl. Summer Study Fellowships) | An amount paid to, or for the benefit of a graduate student to aid in the pursuit of study or research. Such grants provide a student with a stipend to assist with academic and living costs while he or she is in school. A portion of such stipend may be considered a qualified scholarship to the extent that the individual establishes that amounts were used for certain required fees. Please refer to IRS Publication 970, Tax Benefits for Education, Chapter 1, Scholarships, Fellowships, Grants and Tuition Reductions, for guidance with respect to required fees. | |
| Graduate Teaching Fellowship | Payment to a graduate student who is teaching as a part of his or her educational program. | |
| Health Fellowship | In addition to the Basic Coverage, all Ph.D. students registered at least half-time receive a Health Fellowship Award that covers the cost of Yale Health Hospitalization/Specialty Care Coverage. Ph.D. students are automatically enrolled in this additional comprehensive coverage. | |
| Other Stipends | An amount paid to, or for the benefit of a student to aid in the pursuit of study or research. Such grants provide a student with a stipend to assist with academic and living costs while he or she is in school. A portion of such stipend may be considered a qualified scholarship to the extent the individual establishes that amounts were used for certain required fees. Please refer to IRS Publication 970, Tax Benefits for Education, Chapter 1, Scholarships, Fellowships, Grants and tuition Reductions, for guidance with respect to required fees. | |
| Other Wages (Academic Year) | Wages for student employment, project assistantships, and certain research assistantships. | |
| Postdoctoral Fellowship | Fellowships to postdoctoral appointees which are funded either from training grants to the university or directly from an outside source | |
| Postdoctoral Funded Healthcare | Health benefits coverage allowance provided to certain postdoctoral fellows. | |
| Prizes and Awards | A prize or award is generally a payment that is based on a past accomplishment or activity. | |
| Qualified Scholarship | Any amount received by a student as a scholarship or fellowship grant to the extent that the student established that, in accordance with the conditions of the grant, such amount was used for qualified tuition and related expenses. | |
| Research Assistantship | Payment to a student engaged in research under the direction of a faculty member, often funded by external grants or contracts. | |
| Workday Terms | ||
| Workday Glossary | https://workday.yale.edu/terms/a-e | |