OPUS Glossary of Terms

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-

Appointment Percent of FTE - For salaried employees, the percent of full-time that the employee will work for that particular appointment.

Appointment Pay Rate - This field contains the monthly/hourly amount paid to the employee for this appointment.

Appointment End Date - The date on which a specific appointment expires.

Appointment Number - A two digit number from 01 to 10 assigned to an appointment for organization and reference purposes.

Appointment Start Date - The date on which a particular appointment begins/began.

Appointment Status - Status of an employee's appointment. This status encompasses the pay period not a particular date; therefore, an appointment with a distribution that includes any day within a pay period is "Active", an appointment with no active distribution in the current pay period is "Inactive", or "Leave" which indicates an employee with a leave earn type active during the current pay period.

-B-

-C-

Cost Accounting: Project - This is a six digit element which is unique to the system, but not unique to each department. The program element roles up four levels to provide summary level reporting. The most common use of the this element is to accumulate financial data by project, grant, or work authorization.

Cost Accounting: Task - This is a three digit alphanumeric data element used to represent a specific task performed on a project or work authorization. The task codes are unique to each department. The use of a task code is optional and serves to further define the program elements.

-D-

Department Budget Number - The six digit FAS budget number indicating the department responsible for monitoring all employee's payroll/personnel information or the department responsible for primary time reporting for that particular appointment. This number serves as a key into the financial database.

Distribution Amount - The content and use of this field is dependent upon whether the appointment is monthly or hourly. If the appointment is monthly, this field contains the amount of pay the employee should receive, monthly, distributed bi-monthly, from the associated account. If hourly then this field simply displays the hourly rate.

Distribution Budget Number - This is a six digit control number which is assigned to a particular department, division, function, activity or objective to keep an account of its financial transactions. This is a key into the financial data base. Valid values are determined by the contents of the financial data base.

Distribution End Date - The end date input into a distribution line. On this date payment from the associated budget will cease. All nines (99-99-9999) in this field implies indefinite funding.

Distribution Percent of FTE - The %FTE input into a distribution line. The percent of full-time associated with the budget input in that particular distribution line. At any given time, the sum of these percents for the active budgets must not exceed the Appointment's Percent of FTE. For salaried appointments, this field may be used to develop the budget amount from the appointment full-time rate.

Distribution Start Date - The date on which payment from the associated budget begins/began.

-E-

Earnings Type - The three character code which identifies the type of payment being made. This field is a key into the Earnings Type Table.

Effective Date of Change - The date on which the action being processed is to take effect.

Employee Summary - This screen summarizes an employee's current and prior employment/appointment transactions.

Employment Date - The date of initial employment at the University of Washington.

Employment Status - An employee's relationship with the institution as it is determined by the current pay period.

• Active
• Employee Identification Number Changed
• Inactive
• Paid Leave of Absence
• Partial Leave of Absence
• Retiree with Supplemental Pay
• Separated
• Unpaid Leave of Absence

Enterer - An individual who has been given authorization to make entries into OPUS which would change employee's records on the University payroll database.

-F-

FTE - Full Time Equivalent. The % of full time employment. Example: 1.0 FTE = 40hrs/week (full-time) or .5 FTE = 20hrs/week (half-time).

-G-

Graduate Student Appointment - Employees who are enrolled in a University of Washington graduate program for a minimum of 6 credits during the academic year and 4 credits during the summer. Graduate Student Appointments are not eligible for paid leave of any kind.

-H-

-I-

Increment Month - The month in which an employee is due to receive a salary step increase. (Applies to classified job classification in which the employee has not yet reached the maximum step.)

Initial Employment - A new employee hired to the University, no previous employment with the University.

Inquiry Only - This term is used for system authorization which allows an individual to "read only" but does not allow the individual with this type of authorization to make changes to the records.

-J-

Java Virtual Machine - Software which allows a computer to run applications written in the Java Language. Many of the University's new web systems require each PC to have a copy of the Java Virtual Machine loaded. This usually happens automatically when your computer is built or when an Operating System (e.g. Windows 2000) is loaded. Refer to Microsoft JVM.

Job Class - A four digit code corresponding to the job title for the employee on that particular appointment.

Job Class Entry Date - The date on which the employee was first appointed to that appointment's job classification/title.

Job Reclassification - Reallocation due to substantive changes in the functions involving the addition, reduction or modification of duties and responsibilities. See also Promotion

-K-

-L-

Lateral Movement - Appointment of an employee to a position which has the same salary range maximum as the employee's current class.

Leave of Absence Reason - A description of the type of leave an employee is/has taken. Certain reasons may not be available choices for a particular job class.

• Disciplinary Suspension
• Educational - Leave without pay for educational purposes.
• Family Leave - See Family and Medical Leave
• Government Service or Industry - Non-paid leave granted to permit an employee to accept temporary employment with government or industry.
• Illness/Disability - Employee is unable to perfome assinged duties because of an illness or non-work related disability after employee has used all accumulated sick leave. No pay is provided.
• Instructional Year (Summer Leave for Faculty) - Leave without pay for time periods between instruction years or academic quarters.
• Military Training - Paid leave for the purpose of serving active military duty, military training, and/or service (not to exceed 15 calendar days in a calendar year). The employee must be under military orders, a copy of which should be given to the department at the time of the leave request.
• Paid Professional Leave - Leave granted to faculty members, librarians, and professional personnel to increase their scholarship and professional development and thereby enhance their capacity for service to the university. Leaves granted to provide the opportunity for study, investigation, and research.
• Parental - Unpaid leave granted to an employee after childbirth (or adoption) and after the employee has used all accumulated sick leave for the first year care of newborn or newly placed adopted child or foster child. The employee is obligated to return to work as soon as health permits.
• Personal - Non-paid absence from active status for personal reasons not better classified by other sub-elements.
• Student Default -
• Teaching Elsewhere - Leave without pay to permit an employee to teach at another institution.
• Temporary Reassignment
• Work Related Disability - Absence resulting from an on-the-job injury wherein the employee is covered by Workmen's Compensation Insurance.

Leave of Absence Return Date - The date on which an employee expects to return to work from a leave of absence.

-M-

-N-

Name - The employee's legal given name written in the order: last name, first name (or initial), and optional middle name (or initial).

Name Suffix - i.e, Jr., Sr., M.D. etc.

Notes - A function in which the enterer may attach a note/email explaining reason for a change. The note is attached to the PERM for the reviewer to see.

-O-

OASI - This is the acronym for "Old Age and Survivors Insurance". It refers to the payroll deduction that most people call "Social Security".

Object Code - The categories for aggregation of expenditures within object codes paid via the Payroll/Personnel system. These object codes are salaries and wages, stipends, and retirement supplements.

Original Temp Employment Date - The date on which an employee first began work at the University of Washington.

-P-

Payroll Unit Code (PUC) - A four-digit code identifying the department or university area responsible for payroll functions. Larger departments may have more than one PUC. The PUC assigned to a budget is shown in FIN (OFIS screen 4).

Payroll Unit Name - Name of either the home department which is responsible for monitoring all employee's payroll/personnel information or the appointing department which has primary time reporting responsibility for that particular appointment.

Pending - Pending means that changes have been made but are not complete due to enterer choice or unresolved entry errors. Such changes will not be reflected on ETRs, PTRs, or payroll Earnings Statements (check/direct deposit stubs) until they have been Saved. If changes remain in Pending status more than 3 days without fresh activity (i.e. additional changes) they will be automatically dropped by the system and the status will no longer be Pending. Also, at the beginning of each Payroll Calculation (cutoff for online/paper entry), all pending changes will be dropped. In either case, the person who entered the changes will be notified by email when this happens. One important note is that "pending" applies to all appointments for an employee (i.e. not just the appointment being worked on). When the employee's record is in pending, only the person who entered the pending changes (or someone else in their unit) can Save or Cancel those changes, and no new changes can be entered on any of the employees appointments by someone else. It is highly recommended that changes be left in Pending status for as short a time as possible.

Personnel Actions -

• Appointment Change - Data correction at the appointment level.
• Automatic Annual Increment - Automatic increase in salary related to reaching the annual increment month previously set.
• Career Enhancement/Growth Program(CEGP)- See Classified Staff Additional Compensation Programs
• Change to Home Department - Change of department responsible for primary time reporting. Change is made to home department.
• Change to Percent of Full-Time - An adjustment resulting from an increase or decrease in the number of hours to be worked by an employee.
• Change to Stipend -
• Competitive Offer - Change to full-time rate based on a competitive offer.
• Data Correction -
• Disciplinary Demotion - Changing an employee from a position in one classification to a position in another classification with a lower salary range maximum for just cause as defined in WAC 251-10-110.
• Disciplinary Suspension - A forced absence without pay for just cause.
• Distribution Change -
• Extra Compensation -
• General Salary Adjustment - A salary increase provided for by legislative action.
• Hourly Rate Change - Change to pay rate on an hourly appointment.
• Increment Increase - Periodic salary increase based on length of service.
• In-Grade Increase - A permanent salary increase within a position's current grade level.
• Initial Employment - A new employee is being hired by the University.
• Job Reclassification - Reallocation due to substantive changes in the functions involving the addition, reduction or modification of duties and responsibilities.
• Lateral Movement - Appointment of an employee to a position which has the same salary range maximum as the employee's current class.
• Leave Extension - An employee with leave already entered will return at a later date than expected. Change made to leave return date.
• Leave of Absence With Pay - A temporary absence from a position with pay (either full or partial) wherein the employee is expected to return to an active status with the agency. Requires a leave reason and an expected return date.
• Leave of Absence Without Pay - A temporary absence from a position without pay wherein the employee is expected to return to an active status with the agency. Requires a leave reason and an expected return date.
• Mass Budget Number Change - Change in home department number, appointing department number, and/or distribution budget number as a result of a budget number change.
• Merit Increase - A salary increase granted by the agency on the basis of the employee's past work performance or theincrease provided for by legislative action.
• Name Change - Employee's first, middle, or last name has been changed.
• New Appointment - New appointment is added to an employee other than an initial appointment.
• Periodic Maintenance - An update made automatically by the system to clear out expired information or to make updates automatically set to occur.
• Promotion - The advancement of a permanent employee to a position into another classification having a higher salary range maximum.
• Reappointment - The reappointment of an employee for the succeeding appointment term.
• Reassignment - A management-initiated movement of a classified employee from one position to another within the same classification.
• Rehire - The employee is currently on the data base as separated and is being rehired.
• Return from Leave of Absence - The reinstatement of an employee who has been in a leave of absence status with the agency.
• Reversion - The return of a permanent employee from trial service to the employee's former classification.
• Salary Adjustment-Recruitment/Retention - See Classified Staff Additional Compensation Programs
• Separation - Indicates a resignation, retirement, layoff, or dismissal from service with the agency. Requires a separation reason.
• Temporary Salary Increase - Compensation dded to the regular salary for assuming the duties and responsibilities of higher level position on an acting basis.
• Title Change - The title of the employee's existing job has been changed; or a title has been added/deleted and related job responsibilities and/or salary have been changed.
• Transfer - An employee-initiated movement of a classified employee from one position to another within the same classification.
• Voluntary Demotion - (a) Changing an employee in one classification to one with a lower salary range maximum at the employee's request, or (b) acceptance by the employee of an option to a position in a lower class in lieu of layoff from the institution.

Permanent Status - A status given to full-time employees. Determined by an appointment/distribution end date of 99/99/9999 (indefinite employment).

Position Number - The position number that applies to this appointment. It serves as a key into the Budget System data base. Position number are required when using/updating the following budget number: 02-XXXX, 03-XXXX, 06-XXXX, 07-XXXX, 08-XXXX, 09-XXXX, 10-XXXX, 12-XXXX, 14-XXXX, 15-XXXX, 59-XXXX, 74-XXXX and 75-XXXX.

Post Entry Review Process - A process for facilitating on-line,immediate, update of data with automated notifications sent via email to specific individuals (reviewers) concurrent with data updates by a departmental enterer. The reviewers are responsible for monitoring updated data after the entry has been made by departmental staff (enterer) who have authorization to make the entry. No on line approval is required prior to the entry passing to the payroll system. The new data passes to the reviewer and to the payroll system simultaneously. Should the review uncover problems, corrective action is initiated by the reviewer.

Probation End Date - The month, day, and year in which an employee's six month probation period will be completed for the job classification associated with that appointment, or the six week trial period date for promotion or transfer of a CSA employee.

-Q-

Quit- Exiting out of the OPUS system completely. Will require user to re-authenticate when returning.

-R-

Range/Grade - A two digit position code pointing to a salary range or grade on the Pay Scale Table which is applicable in this job classification.

Reassignment - A management-initiated movement of a classified employee from one position to another within the same classification.

Rehire - Re-activate an employee whose status in the payroll system is separated.

Reversion - The return of a permanent employee from trial service to the employee's former classification.

Reviewer Duties - A reviewers duties are to view the Post Entry Review Message and ensure that an entry is complete and correct.

-S-

Separation - Removing an employee from active pay status completely from the University.

• Abandonment of Position - Employee removed from an active pay status owing to an absence.
• Better Job Opportunities - Employee resigned due to better job opportunity. i.e. greater opportunities for advancement, better salary/benefits.
• Change to Per Diem/Hourly Status - Employee resigned, having accepted a per diem/hourly position within the University.
• Commute - Employee resigned due to his/her commute to work. (took too much time, too far from home, etc.)
• Death - Employee removed from active pay status as a result of the employee's death.
• Denied Tenure/Promotion Employee removed from an active pay status because required tenure was not attained.
• Disability Separation - Employee is unable to adequately perform the work of the employee's position due to a disability for which they are separated after the institution has made good faith efforts to reasonably accomodate the employee's disability.
• Educational Persuit - Employee returning to school to further education.
• Failed to Pass Probationary Period -
• Job-Connected Disability - Employee removed from active pay status as a result of an on-the-job injury or illness.
• Job Dissatisfaction-Salary/Benefits - Employee resigned due to dissatisfaction of their salary/benefits.
• Job Dissatisfaction-Schedule - Employee resigned due to dissatisfaction with their schedule.
• Job Dissatisfaction-Supervisor - Employee resigned due to dissatisfaction with their supervisor.
• Job Dissatisfaction-Work Environment - Employee resigned due to to dissatisfaction with their work environment.
• Layoff/Lack of Funds - Reduction in force necessitated by lack of money/funds.
• Layoff/Lack of Work - Reduction in force necessitated by lack of work.
• Layoff/Other - Reduction in force for multiple causes or when it is not desirable to differentiate for reporting purposes, the reason(s).
• Layoff/Reorganization - Reduction in force necessitated by reorganization.
• Military Service - Employee resigned to enter military service.
• Not Reappointed/Renewed - Employee removed from active pay status because faculty/staff member was not reappointed or the contract was not renewed.
• Other Disability - Employee removed from an active pay status as a result of an injury or illness that was not work-related.
• Relocation - Resignation due to the relocation of the employee and/or spouse.
• Resign in Lieu of Dismissal - Employee resigned in lieu of being dismissed.
• Resignation/Accepted New Teaching Position - Employee voluntarily resigned, having accepted a position to teach in another institution.
• Resignation/Accepted Non-Teaching Position - Employee voluntarily resigned, having accepted a position in a non-academic environment.
• Resignation/General - Employee voluntarily quit either without stating a reason, or it is not desirable to be more specific in classify the reason for the employee's resignation.
• Resignation/Job Dissatisfaction - Employee expressed dissatisfaction with position, salary, or other elements of employment.
• Retirement - Employee removed from an active pay status as a result of employee's retirement (either mandatory or voluntary.
• Separated by the System -
• Termination for Cause - Employee removed from an active pay status for just cause (e.g. not qualified, unsatisfactory attendance, unsatisfactory performance, misconduct, violation of institutional rules, etc.).
• Termination from Student Employment Status - Student employee removed from active pay status.

Social Security Number - The nine digit I.D. number assigned to an employee by the Social Security Administration for purposes of tax information (international faculty and staff will have a temporary number assigned by the Payroll Office).

Step - A three character/digit code identifying the position of the employee on the Pay Scale Table for that particular appointment.

Student ID Number - The seven digit number by which the employee is recognized in the student registration system. Required for student appointments (e.g., Graduate students, work study).

S-S Object - A category for aggregation of expenditures within object codes, salaries and wages, stipends and retirement supplement.

-T-

Temporary Hours - Hours accumulated by an hourly employee. Limit is 1050 hrs during a 12 month period beginning with the original UW temporary employment date.

Temporary Status - A status given usually to hourly employees or employees working for a limited duration.

Transfer - An employee-initiated movement of a classified employee from one position to another within the same classification.

-U-

UW Service Period - The duration to the nearest half month of the employee's regular appointment for a calendar or academic year.

-V-

-W-

Work Study Amount - The maximum dollar amount a student employee can earn during the academic year (or summer quarter) while participating in the institution's State or Federal program.

-X-

-Y-

-Z-

Payroll Office opushelp@u.washington.edu Modified: July 31, 2001