Workday Glossary

Here is a collection of terms that will help you as you navigate Workday.

Term Definition
Accounting Adjustment A Workday business process used to perform accounting adjustments for paid expenses.  Accounting adjustment may be used to move funds from one cost center to another in order to correct transactions posted to the wrong cost center, or for other reasons such as correcting a spend category, revenue category, grant, gift or project.
Activity The Activity worktag is used in addition to cost center, to separately track certain activities of departments.
Additional Worktags Used to capture additional data for reporting, control or reconciliation.
Application A compact report displayed as an icon on your Home page, providing easy access to tasks and information you use on a regular basis.

Example: Applications include Pay, Personal Information, Benefits, and Expenses.
Approve An action in a business process that designated participants select to progress the event to the next step.
Available Budget Sometimes referred to as “available balance” this is the amount of budget remaining available to spend, after subtracting actual expenditures, requisitions, and POs that have occurred to-date. 
Budget A budget is a forecast of revenues and expenses for a specified time period such as a fiscal year, or the duration of a grant or project. Budgets also represent the approved dollar amount for spending, or an approved revenue target.
Budget Amendment “Create Budget Amendment” is a business process to transfer budget amounts from one cost center to another. This action is initiated by the Division Budget Specialist in Workday and approved by the Budget Manager.
Budget Amendment Type Every budget amendment will be assigned a Budget Amendment Type which indicates with the amendment is the Original Budget, a Temporary Amendment, or a Permanent Amendment.
Budget Check Budget check is a business process embedded within other business processes, such as requisitioning, for the purpose of checking whether there is sufficient budget for the purchase. If sufficient budget is present to support the transaction, it will be approved and move forward. If an expense exceeds the budget, the transaction will fail and be routed to the Cost Center Manager and Division Budget Specialist to resolve.
Budget Exceptions Budget exceptions are warnings or errors issued by Budget Check when a transaction amount exceeds the available budget or when there is no budget. 
Budget Ledger Summary/Budget Control A budget ledger summary is associated with a budget structure. It is a hierarchy of child ledger accounts that roll up to a Parent ledger summary, such as Operating, Travel, Advertising and Marketing.  Parent amounts are the sum of the child amounts. 
Budget Manager A budget manager is a role assigned to a person within a specific Cost Center, who will be the person responsible for managing the budget and approvals for that Cost Center.
Budget Structure The budget structure organizes the budget control rules. There are separate structures for operating budgets, grants, and projects.
Budget vs. Actuals (Variance) Report A report that displays the budget (plan), actuals, encumbrances and available budget remaining when actuals and encumbrances are subtracted.
Business Object Objects used to store data in Workday (such as organizations or workers). A business object has fields and instances, which are analogous to rows and columns in a spreadsheet. Workday links related business objects: a worker is associated with a position, the position to a job profile, and so on.

Example: Purchase order lines are linked to a purchase order header; the purchase order header is linked to a supplier; the supplier is linked to a company, and so on.
Business Process Definition The set of tasks that need to be completed for an event to occur, the order in which they must be done, and who must do them. Workday includes a number of predefined business processes for different purposes. You can edit the default definitions for your organization. You can also create different versions of the same business process for different organizations.
Business Process Instance A business process that the initiator has started.

Example: The Hire Employee for Organization X business process definition becomes an instance when the initiator uses it to hire a particular pre-hire.
Cancel An action you can take on a business process. Canceling a business process stops the workflow in progress and reverses changes made to data. You cannot cancel a completed business process; you must rescind it. A securable action in a business process security policy.
Cart An electronic shopping cart within Workday containing items to be purchased.
Commitments and Obligations These amounts represent requisitions, purchases orders, and spend authorization which encumber the budget and reduce the available budget for future purchases.
Connect to Supplier Website Request for goods from a directly-linked supplier’s website (e.g. Amazon).
Contextual Custom Report A custom report created from the Related Actions menu of a Workday object by selecting Reporting > Create Custom Report. Simplifies data choices and fields to those related to the context of the object.
Correct An action you can take on a business process. Correcting a business process changes a specification or data in the workflow while in progress. It is also a securable action in a business process security policy.
Cost Center The actual budget to which expenses can be charged to. This is most comparable to “Unit Codes” from our legacy systems. Identifies financial responsibility and oversight of budgeted areas. 
Cost Center Manager Manager responsible for monitoring the overall budget and approving financial transactions within a cost center.
Create Receipt Confirmation of receipt of goods and services in the system.
Create Requisition Request for a purchase of goods and services.
Create Supplier Invoice Request Request for payment for goods and services that do not require a purchase order (e.g., subscriptions, honorariums, memberships, etc.).
Create Supplier Request Used to add a new supplier to Workday for the purpose of paying invoices or purchasing goods and services. 
Data Source A data source defines a set of business object instances for reporting purposes. Allows reporting access to all business objects related to those in the data source.
Delegation An action you can take in a business process if you have been assigned a task. You can request the task be delegated. Requesting a delegation change is a business process that may require approvals. Delegation functionality may or may not be included in your organization's configuration.
Deny An action you can take on a step within a business process. When you deny a business process, the business process is terminated and all Workday data is restored to its state before the business process started. To restart the business process, you need to submit the process again, and redo all previously completed steps.
Designation Designations are funded by an internal allocation of funds (e.g. transfer for a faculty start-up unit) or some other miscellaneous revenue (car washes or bake sales), but not a gift or grant.  Types of designations include SGA-Club accounts and faculty start up funds.  See Designation tab.
Drilldown A feature to view more data in a matrix report. When you click on a drillable element (such as a drillable field in the table view or a column, line, or pie segment in the chart view), a context menu appears that enables you to select a new View By field. If the Enable Drilldown to Detail Data checkbox is selected on the Advanced tab of the report definition, you can also select details associated with the selected report element.
Driver Worktag Six FDM worktags (Cost Center, Grant, Gift, Project, Revenue and Spend Category) that are mutually exclusive and will populate certain related worktag values when selected (i.e. Fund, Ledger Account, Functional Category) within Workday.
Encumbrance An accounting term that represents a commitment to spend money for a particular purpose at some point in the future.
Event A business process transaction that occurs within your organization, such as hiring or terminating an employee.
Expense Items Provides operational detail of travel and expense activity that maps (usually in summary) to spend category. Expense items are used in spend authorizations and expense reports. 
Expense Report A categorized and itemized list of expenses that were made on behalf of an organization. Expense reports could include purchases made on a Goucher credit card or purchases made by employees for which the employee is seeking reimbursement.
Field Contains data related to a particular primary or related business object within Report Writer.
Filter A clickable icon used to narrow down data. Clicking this icon will create a row on your report where you filter data to display from one or more columns.
Financial Budgets For Operating funds and Gifts, the Financial Budget will house non-personnel and temporary employee budgets.  For Grants, the Financial Budget will include both personnel and non-personnel budgets.
Fiscal Year A period without regard to calendar year, where a company determines their fiscal condition. Goucher's fiscal year runs from July 1st to June 30th.
Foundation Data Model (FDM) A data model used for HCM, accounting, and financial reporting that uses worktags to identify attributes of a specific transaction. Replaced the chart of accounts.
Functional Area A collection of domain or business process security policies that are related to the same set of product features, for example, Benefits or Compensation.

Example: Workday HCM includes functional areas such as Benefits, Talent & Performance, Absence, and Manager or Employee self-service. Each of the Workday solutions (like Workday HCM and Workday Financial Management) is grouped into distinct functional areas.
Functional Category Used for external financial reporting for the classification of expenses in categories prescribed by NACUBO. This code is required on all financial transactions and will default based on the cost center, grant or project.
Fund Represents a method of accounting based on the College's designation of funding categorization. Funding categories include: Unrestricted, Temporary Restricted, Restricted and Plant.  A fund is required on all financial transactions and will default based on the cost center, grant, gift, or project.
Gift Donor contributions whose usage may be restricted or designated for a specific purpose or time period but does not require the donor to receive anything in exchange for the funds.
Gift Manager A person who manages a gift from a Donor.
Grant Tracks a specific funding source provided by an outside sponsor (e.g. federal, state, foundation, local) with detailed reporting requirements and requires the sponsor to receive something of value in return for the funds.
Grant Manager The principal investigator who typically serves as the lead on a Grant.
Home Your default page containing applications, search, notifications, Inbox, and your Profile Menu.
Initiation Step The first step of a business process.
Initiator The user that initiates the business process instance.
Instance One unique occurrence of a business object.

Example: Your executive management organization, or the worker John Doe.
Integration This is the process of connecting two or more different systems to function together as a single functioning unit. This allows different systems to communicate data back and forth without manual data imports/exports.
Journal Entry A process to request expenses be moved to from one cost center to another or from operating to non operating fund. This will be same form and process as current system. The form will initiate the JE request and Accounting unit will complete the transaction in Workday.
Ledger Account Natural accounts are where debits and credits are recorded in the general ledger. Ledger accounts are summarized into hierarchies for financial reporting and are managed by the Controller’s Office. A ledger account is associated with each revenue and spend category selected in a transaction.
Location Building and rooms that are part of the College's facilities system. 
Matrix Report A custom report forming the foundation for custom analytics. It summarizes data by 1 or 2 fields that contain repeating values. The resulting matrix is displayed as either a table or chart that users can drill through to see the associated details. You control the specific detail data users should see when they drill down by selecting the desired fields when defining the report. Matrix reports also provide features such as filtering, run time prompts, worklets, and report sharing.
Modify The permission to view and gain direct access to securable items through the Workday user interface. 
Position Budgets A position budget will be managed for each “permanent” position within the Position Budgeting function in Workday HCM.  Reports will bring Financial Budgets and Position budgets together to display the full budget. Temporary positions are budgeted in Financial Budgets.
Procurement The act of gaining goods or services from an external source.
Program Used to identify the academic program (undergraduate/graduate).
Project Projects are the detailed worktag for Plant Funds and are usually associated with capital budgets.
Punchout (Amazon) A type of electronic catalog that is part of various types of E-procurement systems. This gives users access to external catalogs of items and automatically imports purchase data into the procurement system.
Purchase Order A legally binding document created by a buyer and presented to a supplier indicating types, quantities, and agreed prices for products or services.
Reassign Task An action you can take on a business process where you request for a task to be reassigned. This may require further approvals.
Receipt A way within Workday to mark items ordered as received. Receipts match the quantity of items received with the quantity ordered and the quantity received.
Related Business Object When defining a report, fields that return objects related to the primary business object are said to contain related business objects. These related objects may have their own set of fields that can be included in the report.

Example: You create a report using employee as your business object. To find the total default annual compensation defined for an employee's position, you need to access a related business object off of employee, which would be position.
Related Worktags These are the worktags associated with the driver worktag within the Workday System (Functional Category, Fund, and Location). These worktags do not need to be provided, they will populate automatically (default) upon input of the Driver Worktag.
Request Non-Catalog Items Request for goods and services not in a current Goucher College catalog.
Requisition A request for goods or services made by an employee to the purchasing office. If approved, the purchasing will source the goods or services and issue a Purchase Order to the supplier of the goods or service.
Rescind An action you can take on a business process to completely reverse all changes made to Workday data in a completed business process. A task must be successfully completed to perform this action.
Revenue Category The classification of revenues earned. Grouped into hierarchies and mapped to ledger accounts for financial reporting. Required on all revenue transactions. 
Roles A group of people with specific responsibilities and permissions. When a business process runs, the role for each step includes all of the workers in that role in the business process target organization.
Security Group 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 Authorization A spend authorization is used to grant permission for future travel-related expenses and in rare circumstances, student travel cash advances. The process of creating a spend authorization is initiated by the worker, not the manager. Managers take actions on spend authorizations after they are submitted for approval.
Spend Category Groups of codes which identify the types of goods or services being purchased. Grouped into hierarchies and mapped to ledger accounts for financial reporting. These are most similar to “Object Codes” from our legacy systems.
Supplier An approved business entity from whom you purchase goods or services. W9 is required for all new suppliers.
Supplier Invoice A Supplier Invoice is a document billing the cost of goods or services from a supplier. Supplier invoices are created in Workday by submission of a Supplier Invoice Request.  
Supplier Invoice Request A request for payment for goods and services that do not require a purchase order (e.g., subscriptions, honorariums, memberships, etc.).
Supplier Quote A document provided by a potential supplier specifying the products or services to be provided and the cost for each. Quotes are provided by the supplier prior to an order being paced.
Supplier Request A request to create a new supplier in Workday.
Target The object that a business process operates on.

Example: For business processes that deal with an employee record, the target is the employee. Because the target determines the organization, it controls which business process custom definition Workday uses.
Task A step, either standalone or in business process, that you must complete.

Example: Business process steps trigger notifications or Inbox alerts.
To Dos Reminders to do something outside of Workday. They can be part of business processes, and have to be marked complete before the workflow will go to the next step.
View A securable item used to allow members to view status of a business process and report on it. A securable item in a business process security policy.
Worktag A named attribute that you can assign to events and objects to indicate their business purpose. For example, you can create a Customer worktag, whose values are the names of your customers. You can use the worktag to assign a customer to an expense in an expense report or a product sales event. This is an FDM dimension used to facilitate Workday transactions and create financial reports.