UChicago Time Glossary

A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z

A

Absence

The hours an employee is not working on his/her scheduled shift and is not receiving any other type of payment for those absent hours.

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Accrual

Based on University policy or union contract, an employee who is benefit eligible will accrue vacation, sick, and personal/floating holidays. When this time is taken or scheduled, the system will debit the employee’s associated accrual.

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Accrual Absence

An absence code that decrements or increments the associated accrual for vacation, sick, personal and University holidays.

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Actual Shift

The shift that an employee worked.

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Authorized

A record that the time information has been approved by a supervisor or manager.

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B

Banking

Based on University policy or union contract an employee who is scheduled to work on their vacation, personal, floating or University holiday has the option to either bank the time or receive payment for it. If the employee chooses to ‘bank’ those hours, it will be set aside for future use. All banked hours must be taken as defined by University policy or union contract.

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Bonus

A payment based on University policy or union contracts. It is calculated separately from the base rate and can be:

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Bonus Code

A code that indicates the reason for the Bonus payment and type of Bonus.

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Break

A time assigned for rests and meals.

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C

Calc Code

An employee grouping, similar to crews, created to simplify scheduling and selection. Also known as Earnings Calc Code.

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Call-in

A request for an employee to work an unscheduled shift after their normal shift.

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Class

An employee grouping that shares the attributes of hire status, payroll status, and clocking type. Also known as employee class.

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Click Right-Click, Left-Click

Pressing and releasing one of the buttons on a mouse input device to send an instruction to the computer, or select a particular item from a menu that is displayed on the form.

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Clock Data

The record that is created when an employee clocks in using the Web or swipes at a physical time clock device.

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Clock Processing

The processing of clock data into the time tracking system for further processing.

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Clocking Off

The action of an employee registering, with a time recording device, the end of an activity or shift. Clocking out at the end of the shift.

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Clocking On

The action of an employee registering, with a time recording device, the start of an activity or shift. Clocking in at the beginning of the shift.

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Clocking

A recorded time for attendance and payroll processing.

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D

Daily Attendance

The system will provide a day by day listing of an employee’s attendance. The system will show what was paid, days off, tardiness, etc.

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Data File

A collection of stored records about a subject or topic.

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Database

An organized collection of information coded in such a way that different categories of data in different forms can be accessed.

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Day Cutoff Time

Indicates a 24 hour period of time which is considered a work day for payroll purposes. Payroll records this worked time each day or shift.

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Day Off Code

A code to describe the reason an employee was not scheduled to work. UChicago Time assigns a Day Off Code to employees who are not scheduled to work based on the schedule which is assigned to the employee.

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Day Type

Determines the category for each day with respect to holidays, weekdays, and scheduled workdays. Day type determines how UChicago Time calculates the rates of pay and which rules to use. Examples are PH - personal holiday and AB - scheduled absence.

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Decimal Hours

A method of viewing time in which minutes are converted to decimal fractions of an hour – for example, 1 hour and 45 minutes displays as 1.75 hours.

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Default Job Assignment

A “home” primary position, or activity, that is assigned to every employee. The default job department is derived from the information that has been supplied by the University’s payroll system.

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Default Job Department

An account assigned to every employee where their salary is charged.

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Department

A grouping of employees and cost centers which enables assigning security permissions. Employees are grouped into Employee department and job departments are grouped into Responsible Departments.

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Department Group

A collection or grouping of Departments in the hierarchy of departments and divisions within the University.

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Duration

A view of time in gross hours instead of start and end times (for example, worked 08:00 hours vs. started at 8:00 am and ended at 4:00 pm).

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E

Earnings Calc Code

An employee grouping, similar to crews, created to simplify scheduling and selection. Also known as Calc Code.

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Effective Date

The date in the system when the current information changed.

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Employee #

A unique numeric identification assigned by the University to each employee.

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Employee Class

An employee grouping that shares the attributes of hire status, payroll status, and clocking type.

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Employee Department

A grouping of employees and cost centers which enables assigning security permissions. Same as Department.

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Exceptions

Employee clockings that do not match the shift definitions. Examples include arrived late, unexpected absences, left early, and late lunches. Exceptions require approver authorization; otherwise, UChicago Time may not create payment records.

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F

Field

A single entry or setting, for example, an employee’s surname on the form that permits entering data. The terms setting and field mean the same in the UChicago Time documentation.

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Filter

A feature that provides a means of grouping on specific codes or record types in the time entry screens.

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Form

A window, or screen of information containing grouped fields of data.

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From and To

The date range context in which to apply the selected What and Who criteria in the UChicago Time application.

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G

Global Variables

Database settings that control parameters within UChicago Time.

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Group

An employee grouping created to simplify scheduling and selection.

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H

Hour Allocation Rule

A rule that describes how to divide the total time worked during a shift between the regular hours and the overtime hours. It describes how to apply the rounding and grace rules to clockings.

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Hour Type

Determines how to pay the charged hours. Examples of hour types include Regular, Overtime, unpaid, and others.

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I

ID Card

An employee identification card that enables swiping at readers for clocking records and for access control. Same as University of Chicago ID card.

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J

Job Assignment

A job number that identifies what type of job or activity an employee performs. The Job Assignment ties in all the attributes of an active job that an employee holds. It has certain attributes such as job code, cost center(s), scheduled hours per week, benefit eligibility, rate of pay, etc.

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Job Departments

Job Departments describe where an employee the employee time is being charged. This information is derived from the University payroll system.

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K

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L

Locations

The Location code identifies if the employee is part of a union and which one as well as non-union and exempt employees. This code also relates the valid earnings codes which can be used for each group and the earnings rules.

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M

Multiple - Rounding

Determines the interval for rounding of time, in minutes, when an employee starts or ends a shift. Also referred to as round multiple rounding times are 6, 10, 12, and 15 minutes.

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N

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O

Overtime

Time worked over and above an employee’s daily or weekly maximum regular hours based on University Policy or union contract.

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P

Paid Absence Code

A code for an employee who did not work their scheduled hours but are paid for the time by other means such as vacation, personal holiday, bereavement, or sick pay. The code identifies the reason an employee was absent and creates the appropriate payment records.

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Pay Adjustment

A change to a record for a previous pay period, resulting from a change in the payroll record prior to the current pay period dates.

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Pay Group

An employee grouping with common dates in their pay period. It is based on the payroll cycle and the work week start date.

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Payroll Date

The date for the payroll record.

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Payroll Summary

A form that summarizes the events of a day to enable editing and approving the records.

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Premium

A payment that is applied for working designated hours that are specified by University policy and/or union contract.

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Protect Date

The final day of the pay period. UChicago Time has different ‘protect dates’ established within the system. This date sets the last date an employee, supervisor/approver, administrator can make changes before the information is sent to The University’s Payroll system for processing.

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Public Holiday

A public holiday is defined by either University Policy or union contract.

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Q

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R

Reader

This device collects employees’ clockings and transmits the information to the data collection server.

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Record

An entry in a data file.

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Record - Payroll

A summary of the worked (or absence) records during a day for an employee. A payroll record contains worked records.

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Record - Worked

A record that characterizes a unit of work (or absence) by an employee.

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Round Multiple

Determines the interval, or multiple, for rounding of time when an employee starts or ends a shift. Common times are 6, 10, 12, and 15 minutes.

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Round Split

Is the point, in the round multiple setting, that the time is rounded up to the next round multiple, instead of down (reference Hour Allocation - Rounding Rules in the UChicago Time User’s Guide for Administrators). For example, round multiple 00:06, round split 00:04 with a scheduled end time of 5:00 pm. The following rounding and splits occur:

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Rounding

The defined rules for changing the number of minutes to the nearest defined multiple.

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S

Schedule

A repeating pattern of shifts (start and end times, days off, hours per day, etc.). Schedules automate assigning of employees to shifts. Most employees are assigned a schedule; some employees are assigned a ‘flex’ schedule. UChicago Time uses schedules and shifts as a way of defining a day, scheduled off day, overtime, etc.

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Scheduled Shift

The start and end time of work that is scheduled for an employee.

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Shift Rules

A ranked or prioritized list of hour allocation rules that are attached to a shift. A shift rule could also be associated to an employee.

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Shift

The hours of work that has start and stop times, break times, and other defined events.

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Site

Any location, under the company’s umbrella, where UChicago Time is used for time tracking.

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Split

Is the point, in the round multiple setting, that the time is rounded up to the next round multiple, instead of down. Refer to round split.

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Swipe

The action of an employee clocking in or out using a time clock. The employee slides an ID card through the time clock slot, then selects Punch In or Punch Out.

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T

Time Pairs

A view of time in start and end times instead of gross hours for a day or shift (for example, started at 08:00 AM and ended at 04:00 PM vs. worked 08:00 hours).

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U

Unpaid Absence Code

A code created for an employee who did not work their scheduled hours. The code registers the absence and does not create payment record(s).

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User

Identification assigned to an employee who has controlled access to UChicago Time.

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User Rate

Pay rate settings in the employee maintenance file. Employees have many user rates that are stored on the University’s Payroll System.

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UWI

Unified Workforce Interface; the CyberShift WMG3G term for the UChicago Time application interface. It provides screens used by the employee to clock in, schedule time off, and view previous absences, and used by approvers to approve time.

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V

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W

Web Clock

A virtual ID Reader (Data Collection Device) accessed through UChicago Time that enables users to clock on and clock off as well as book time against job departments and job assignments. Employees who are Web clock users will sign onto the UChicago Time system in order to clock in and out to record their time. Employees who are time clock users will use a Badge Reader, which is a mechanical clock that records time when an employee swipes his/her ID card.

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What

A selection of actions or tasks available to the UChicago Time user. The What list will vary depending on the user type. For instance, Approvers have a different What list than Employees.

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When - From and To

The date range context in which to apply the selected What and Who criteria in the Unified Workforce Interface.

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Who

The employee or user context in which an action can be applied or data displayed in the Unified Workflow Interface. Typically, this can be “Me,” “My Team,” “Custom List,” or an employee’s name.

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Work Code

A code that indicates paid time; this is the same as an Earnings Code.

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Workflow

A sequence of routing through which a request is passed from employee to approver/supervisor. Examples of this are Absence Requests or Submission of a Timesheet.

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X

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Y

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Z

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