UNIVERSITY PAYROLL GLOSSARY

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.

Department Contact - The authorized individual who completes the departmental payroll forms.

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 a.m. to 5 p.m. work schedule.

Employee - A person performing services that are subject to the will and control of the employer--both what is done and how it is done. The employer's right to control, not the exercise of that right, is a key factor. The employer can allow the employee considerable discretion, so long as the employer has the legal right to control both the methods and results of the services. An employee is to be differentiated from and independent contractor, consultant, and a person receiving an honorarium

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. Just as with any wage personnel, faculty wage employees are paid from hours submitted on the Automated Time Sheet or Auto-Paid no Timesheet.

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 pay bands 1-3.

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 PATEO to which wages paid from this source will be charged.

"Piecework" (A Gross-to-Net Listing) - A list of all wage 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 pay period just ended.

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 twelve semester hours during the regular academic year and six semester hours during the summer session. A graduate must be carrying a course load of nine semester hours during the regular academic year and three semester hours during the summer session.

Transaction - An action processed through the Online Personnel Action System (OPAS) or by submitting a Personnel Action Form. The action affects data on an employee's payroll record including employment status, funding, pay authorization, etc.

University of Virginia (UVa) - Includes these agencies: The University of Virginia (University), University Hospitals, and University of Virginia College at Wise.

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

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.

Current March 25, 2002