**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 

                      UNIVERSITY OF VIRGINIA
           FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL



TITLE:  PAYROLL:  GLOSSARY                         POLICY:  XII.Z.1x 

                                                                   
                                                                  
Academic Employee - A UVA undergraduate or graduate student who is
employed in a position which provides academic program support
(classroom or educationally related jobs).  Example:  Graduate
Research Student, Teaching Assistant, Paper Grader.

Active Employee - A person currently employed in a University of
Virginia position.

Authorized Designee - The person vested with the power, by the
department head, to authorize expenditure of departmental funds.

Automated Timesheet (ATS) - The document containing the names of
all active employees eligible to receive wage payments for a given
pay period from a paying department.  The timesheet is the source
document on which the paying department records employees' hours
worked.  It is also the document from which wage pay checks are
generated.

Classified Employee - An employee occupying a permanent full-time
or part-time, non-faculty position, subject to the Virginia
Personnel Act.

Classified Salaried Employee - A person occupying a permanent full-
time or part-time, non-faculty position with salary paid on a
monthly or semi-monthly payroll.

Data Element - An individual item of information contained on the
Wage Employee Form.

Department Contact - The authorized individual who completes the
Wage Employee Form.

Department Head - The person in charge of the functions of a
department who possesses the power to authorize expenditures of
departmental funds.

Differential Pay Source - on-call, call back and shift differential
pay sources.  These sources are used to compensate employees who
are required to perform, or be available to perform, scheduled work
outside of the normal 8:00 a.m. to 5:00 p.m. work schedule.

Employee - A person occupying a valid position.

Expired Source - A pay source which has become inactive in PPY
System because the source stop date has passed.

Faculty Employee - A non-student, non-classified UVA employee,
hired through the Provost's Office, with salary paid on a monthly
payroll.                                                           
                                                                  
Faculty Wage Employee - A faculty employee paid on an hourly basis
under a Provost approved authorization.  A faculty wage employee is
established and maintained in the PPY System as a wage employee.

Inactive Employee - A wage pay source which has been terminated
within the past twelve months or has expired within the past twelve
months.

Non-Academic Employee - A UVA undergraduate or graduate student
employed in a classified position at the University.  These
positions do not relate to academic program support.  Example: 
clerk, bus driver.

Non-Exempt Employee - An employee who is eligible to receive
overtime compensation, generally employed in grades 1-6.

Pay Period - The recurring cycle of days, determined by pay type,
for which wage pay checks are produced.

Paying Department - The department whose account number is listed 
in a wage source.  This is the departmental account number to which
wages paid from this source will be charged.

Personnel/Payroll (PPY) System - An automated data processing
system maintained locally at the University, containing personnel
and payroll information on all University employees.

"Piecework" (A Gross-to-Net Listing) - A list of all employees, by
paying department account number, paid in a pay period.  Each
paying department receives the list of all employees whose wages
are charged to their account for the previous pay period, along
with the wage pay checks for that period.

Salaried Employee - A person hired into a formally established
position with salary paid on a monthly or semi-monthly basis.

Salaried Overtime - Straight time overtime, time and one-half
overtime and differential wages paid to non-exempt classified
salaried employees.

Student Employee - A University employee who is a student enrolled
in a degree granting program at the University of Virginia at the
undergraduate or graduate level.  An undergraduate student must be
carrying a course load of 12 semester hours during the regular
academic year and 8 semester hours during the summer session.  A
graduate must be carrying a course load of 9 semester hours during
the regular academic year and 8 semester hours during the summer
session.

Transaction - An action processed through the Personnel/Payroll
System.  The action affects data on a wage employee's payroll
record or a non-exempt classified salaried employee's wage source
payroll period.

University of Virginia (UVA) - Includes these agencies:  The
University of Virginia (University), University Hospitals, and
Clinch Valley College.

W1 - The first section of related data elements on the Wage
Employee Form. This section contains personal data required for a
wage employee to be established in and paid through the
Personnel/Payroll System.  This section cannot be used to input
data for salaried or faculty employees.

W2 - The second section of related data elements on the Wage
Employee Form. This section contains address and tax data required
for a wage employee to be established in and paid through the
Personnel/Payroll System.  This section cannot be used to input
data for salaried or faculty employees.

W5 - The third section of related data elements on the Wage
Employee Form. This section contains wage source payments data
which is required for an eligible employee to be paid wage payments
through the Personnel/Payroll System.

Wage Employee - A non-faculty, non-salaried University of Virginia
Employee who is paid an hourly rate for all hours actually worked.

Wage Employee Form (WEF) - The document used to submit, change and
process information concerning wage employees and wage pay sources
in the Personnel/ Payroll System.

Wage Overtime - Time and one-half overtime and differential wage
payments made to wage employees.

Wage Payment - Straight time overtime, time and one-half overtime,
on-call, call back, shift differential, biweekly wage, monthly wage
and lump sum payments made to eligible University of Virginia
employees.

Wage Source of Pay - A combination of three W5 data elements, pay
type, account number and object code, identifying the funds from
which wage payments are made.  Also referred to as Source of Pay,
Pay Source, Source and Wage Source.



                                                                   
ISSUED BY:                                                 03/12/92
Assistant Comptroller for
Accounting Operations          12.26.1.1