Overview
An Other ID is a unique identifier in Workday that is comprised of a sequence of characters and or numbers (e.g. A to Z, Y, N, etc.). The purpose of this reference guide is to provide a comprehensive list of the custom Other ID's used within Workday and when each Other ID would be used
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Overview
An Other ID is a unique identifier in Workday that is comprised of a sequence of characters and or numbers (e.g. A to Z, Y, N, etc.). The purpose of this reference guide is to provide a comprehensive list of the custom Other ID’s used within Workday and when each Other ID would be used
Key Points
- An Other ID may require an Issued Date or an Expiration Date to begin or end eligibility or functionality
- To view/edit an Employee’s Other IDs, navigate to the Actions menu > Personal Data > View ID Information
- Specific security roles, e.g., HR Partner, have permissions to edit an Other ID based on purpose and functionality
- See the job aid Edit Other IDs for instructions and helpful hints
List of Other IDs
| Other ID Name | Purpose | Valid Value and Meaning | Issue Date | Expiration Date | Update By | Functional Area |
|---|---|---|---|---|---|---|
| Postdoctoral Fellow | To be added to individuals who are eligible for benefits due to being a Postdoctoral Fellow. | Y - Current Postdoctoral Fellow N - Inactive Postdoctoral Fellow | Hire date | End Date | Benefit Partner; System Benefits Support | Benefits |
| ACA Eligible | Federal regulations require employers to offer insurance coverage to employees who have met certain working hours criteria, regardless of eligibility from an employer's fringe benefits package. This custom ID will designate that the employee is eligible for a benefits plan under the federal Affordable Care Act (ACA) | E - Eligible for benefits due to ACA measurement period H - Eligible for benefits at Hire due to ACA O - Eligible for benefits for Other reasons related to an ACA measurement period | Beginning of ACA Stability Period | Ending of ACA Stability Period | Benefits Partner System Benefits Support | Benefits |
| Alien Work Authorization | Federal regulations require maintaining records on employment authorization verification for non-immigrant employees to assure the authorization has not expired. This custom ID will display the work authorization expiration date status and be updated daily by an integration; the ID may be manually updated if the integration errors out. | Y - Yes | Date E-Verify approved | Date work authorization expires | I-9 Partner; Integration | Staffing |
| Background Check | TAMUS regulations require that all new employees undergo a background check at the point of a contingent offer of employment. This custom ID will be used to maintain the background check verification date for positions that will not be recruited through Workday Recruiting. | Y - Yes | Date background check completed | N/A | HR Contact; HR Partner | Staffing |
| Benefit Replacement Pay (BRP) | Texas State law, Texas Government Code 659.121, requires maintaining data on a pay adjustment given to employees in 1996 to offset the effects of the repeal of the state's payment of taxes under FICA. The entitlement called Benefit Replacement Pay is required to be maintained for the length of the employment and for employees who transfer between State entities. This custom ID is used to track the dollar amount of the Benefit Replacement Pay for impacted employees. | Dollar amount of BRP; use decimal point and cents (e.g. 125.67) IMPORTANT: If an employee was previously eligible for BRP and becomes ineligible, replace the existing value with 0 | 1/1/1900 | N/A | Absence Partner; HR Partner; Payroll Partner | Staffing |
| Dependent Certification | TAMUS regulations require that an employee provide documentation of dependent relationship to be eligible for insurance benefits. This custom ID will be used to indicate that the dependent certification was provided, proving that the dependent is valid and will drive condition rules for a To Do step in Change Benefits for Life Event. This ID is actually recorded on the dependent record, rather than the employee record. | Y - Yes | Effective Date | N/A | Benefit Partner; System Benefits Support | Benefits |
| DHMO Eligible | This custom ID is used to override Delta Dental HMO eligibility if Delta Dental has approved an exception for a specific employee. When this ID is set to Y, an employee or retiree can enroll in the Delta Dental HMO plan regardless of their zip code. The ID should only be updated by System Benefits Support | Y - Yes | Effective Date | N/A | Benefit Partner; System Benefits Support | Benefits |
| Eligible for 12 over 9 Insurance Premiums | This custom ID will designate if the employee will or will not pay 12 months of insurance over 9 months of payroll. The ID is updated by Workday Services in a mass upload and can be updated if needed. System Members must follow annual guidance and instructions from A&M System Benefits Administration. | Y - Yes N - No | 09/01 of plan year for which employee will pay 12 over 9 premiums | 08/31 of plan year for which employee will pay 12 over 9 premiums | System Benefits Support; Workday Services | Benefits |
| Faculty Appointment Letter Months | System Members may have a business need to track when a faculty employee is employed in a primary job position with a 12 month annual work period but have an appointment letters of less than 12 months. This custom ID will be used to drive the eligibility for time off and accrual rules for vacation and track those faculty whose appointment letter was less than 12 months. | Number value of 9, 10 or 11 only | Beginning of fiscal year | N/A | HR Contact; HR Partner | Staffing |
| Faculty Tenure Status | TAMUS maintains records on the tenure track status of faculty employees that would otherwise be captured in Workday Academic Management, however TAMUS is not implementing Academic Management for Go-Live. The custom ID will be used to maintain if a faculty employee is in a tenure track, tenured or non-tenured status for state and federal reporting, as well as monitoring career path attainment by faculty. | P - Tenure-track (probationary) Y - Tenured N - Non Tenured | Date Tenure issued | N/A | Faculty Partner; HR Partner | Staffing |
| Faculty Vacation Freeze | Texas State law, Texas Government Code, Section 661.151, and TAMUS regulations provide eligibility and usage of paid vacation leave. Some TAMUS System Members allow an employee to freeze their vacation accrual balance due to an eligibility change and can later unfreeze the balance for usage or payout as appropriate. This custom ID will be used to drive eligibility and visibility to the frozen vacation time off plan. | Y - Yes Yes | Effective Date | N/A | Absence Partner; HR Contact; HR Partner | Time and Absence |
| Federal Comp Time Banked | TAMUS regulations provides that a System Member may allow the option of compensatory time being paid or accrued to an overtime balance and furthermore an employee may make the election with each pay period. This custom ID will drive how overtime is processed in Workday and can be updated by the employee as desired and has rules which only allow updates for supervisory organizations, by ADLOC, that give the option to the employee. System Members must request Workday Services to add ADLOC to allowed list of departments for the ID. | Yes | Effective Date | N/A | Employee; Timekeepers; HR Contacts; HR Partner; Payroll Partner | Time and Absence |
| Financial Conflict of Interest Flag | TAMUS regulations required that an employee engaged in certain research activities or at certain management levels of the organization perform various training and/or certifications to minimize conflict of interest. The custom ID will be updated by an integration from the system of record Maestro and then passed through in an integration to TAMUS Enterprise Data Warehouse. The ID cannot be manually edited; if it is incorrect, user must contact a Maestro administrator. | Y - Yes | N/A | N/A | Integration | Staffing |
| Grandfathered Retiree for Longevity Pay | Texas State law, Texas Government Code 659.044, entitles retirees to receive longevity pay if retired before June 1, 2005 and returned to state employment before September 1, 2005. The custom ID will be used to indicate that employee meets the grandfathered rules and drive functionality for paying out longevity pay to working retirees. | Yes | N/A | N/A | Benefit Partner; System Benefits Support | Benefits |
| Holiday Calendar | System Members with employees physically located at county offices may assign use of the county's or other organization's holiday calendar. This custom ID will designate a specific holiday calendar to the worker and will override the holiday calendar that defaults based on the Company or Location. System Members must request Workday Services create a specific holiday calendar for this use. | Varies | Effective Date | N/A | Absence Partner; Payroll Partner | Time and Absence |
| I-9 | Federal regulations require maintaining records on completion of Form I-9s and E-Verify for a period of time. All System Members converted back to using the Guardian I-9 system for Form I-9 and E-Verify rather than delivered Workday functionality. This custom ID will maintain the Form I-9 and E-Verify status and be updated daily by an integration; the ID may be manually updated if the integration errors out. | Y - Yes E-Verify Completed - E-Verify was successfully approved by DHS | Date I-9 Marked Complete or date E-Verify approved | N/A | I-9 Partner; HR Partner; Integration | Staffing |
| IRS Form 673 | Federal regulations require employees to file an IRS Form 673 with an employer to claim an exemption from U.S. income tax withholding on wages earned abroad to the extent of the foreign earned income exclusion and foreign housing exclusion. This custom ID will maintain that the employee turned in the IRS Form 673. | Yes | Beginning of calendar year for exemption | End of calendar year for exemption | Payroll Partner | Payroll |
| Mail Stop | TAMUS utilizes an internal mail postal system at several System Member campus locations, each with its own distribution system and numerical coding format associated with building and street addresses that are not maintained by the US Postal Service. The custom ID will be used to designate the mail code number for internal mail postal systems. | Number only of mail code | N/A | N/A | Employee; HR Contact; HR Partner | Staffing |
| Non Payment for Benefits | This custom ID is used to designate that insurance coverage will be discontinued due to non-payment of the covered-individual's portion of insurance premiums. System Members should follow guidance and instructions from A&M System Benefits Administration. | Y - Yes | Effective Date of non-payment | N/A | System Benefits Support | Benefits |
| Organization for Billing (formerly known as Organization at Retirement or Deployment for Military Leave Dependent) | TAMUS continues to pay a portion of a retiree's State Group Insurance Premium (SGIP) after retirement or pay a Military Leave Dependent’s SGIP while the employee, who is a veteran parent or spouse, is deployed. This custom ID will maintain the identification of the supervisory organization from which the employee retired, from which an employee worked prior to deployment, or the Non-Employee Benefits Administration supervisory organization in a format that will drive reporting requirements to legacy systems to determine which organization will pay the SGIP portion. | WS_Adloc, where the WS is a single letter representing the Workstation (ex. M_02137903) | Date of Retirement or Military Leave Hire date for surviving dependents | N/A for retirees and surviving dependents End of leave date for others | Benefit Partner; System Benefits Support | Benefits |
| Original ORP Start Date | The State Higher Education Coordinating Board provides that some employees at a higher education institution may be eligible for the Optional Retirement Program (ORP). This custom ID will maintain the date the employee began participation in ORP from TAMUS or any earlier institution for monitoring retirement eligibility, vesting and downstream reporting. | Y - Yes | Original ORP start date from any ORP participation | N/A | Benefit Partner; System Benefits Support | Benefits |
| ORP Non-vested Employer Funds | State regulations require funds to be returned for ORP participants that are not vested at termination. This custom ID is used to track when a request is made for the non-vested funds to be refunded to TAMUS from the vendor and when those funds are received. | S - Sent. Request sent to vendor for funds R - Received. Funds received from vendor | Effective Date | N/A | Benefit Partner; System Benefits Support | Benefits |
| ORP Participation Waived Flag | The State Higher Education Coordinating Board provides that some employees may be eligible for the Optional Retirement Program (ORP). An eligible employee must elect to participate or waive their rights to this plan and is a one-time option during the employee's career in Texas. TAMUS must maintain the employee's election throughout employment. This custom ID will be used to designate that an employee waived ORP participation and must be updated when the Benefits Partner finalizes an ORP event for a newly eligible employee after 90 days. | Y - Yes | ORP waived date; the 90th day of ORP enrollment period | N/A | Benefit Partner; System Benefits Support | Benefits |
| ORP Vesting Date | Certain employees may be eligible for the Optional Retirement Program (ORP), which is a defined contribution plan. This custom ID will maintain the date on which an employee becomes vested in ORP to monitor and manage their retirement benefits eligibility. | Y - Yes | Vested Date | Benefit Partner; System Benefits Support | Benefits | |
| Principal Investigator Flag | TAMUS regulations required that an employee engaged in certain research activities perform various training and/or certifications to minimize conflict of interest. This custom ID will be updated by an integration from the system of record, Maestro, and then passed through in an integration to TAMUS Enterprise Data Warehouse. The ID cannot be manually edited; if it is incorrect, user must contact a Maestro administrator. | Y - Yes | N/A | N/A | Integration | Staffing |
| Ready to Retire | This custom ID will be added to a worker record if the employee has met with a Benefit Partner and confirmed TAMUS retirement eligibility. This will allow the Benefit Partner to trigger the retirement benefit event before the termination event thereby allowing the employee to make their elections while they are still at work, and billing can be set up sooner. | Y - Yes N - No | Date employee plans to retire that has been verified (usually Termination Date + 1) | N/A | Benefit Partner; System Benefits Support | Benefits |
| Retiree Percent Local | TAMUS continues to pay a portion of a former-employee's State Group Insurance Program (SGIP) insurance premium after retirement. This custom ID will maintain a percentage amount representing what portion of the SGIP is paid from local funds versus state funds and will drive reporting requirements to legacy systems. | % SGIP paid from local funds (use whole numbers only) | N/A | N/A | Benefit Partner; System Benefits Support | Benefits |
| Retiree Retirement Program | The System Benefits Administration Billing System must have a valid, accurate identifier for the retirement program of the Retiree to assure the billing for insurance premiums is accurate. | T - TRS O - ORP E - ERS | Date of Retirement | N/A | Benefit Partner; System Benefits Support | Benefits |
| Selective Service | Texas State law, Texas Government Code, Section 651.005, require that a state agency in any branch of state government may not hire a person as an Employee unless the person presents proof that they have registered for or are exempt from registration with the selective service system. This custom ID will be used to maintain the selective service status for positions that will not be recruited through Workday Recruiting. | Exempt - Medical Related, Non-Citizens w/Visas, on Active Duty Not Required - Males under the age of 18 or over 25 Registered - Men including and between the ages of 18-25 (do not qualify for Exempt) Be Advised: No Selective Service ID is necessary for females | Date selective service verified | N/A | HR Contact; HR Partner | Staffing |
| SGIP Date Driver | The state of Texas employer-portion of insurance benefits is the State Group Insurance Premium (SGIP) payment. This custom ID will drive the eligibility start date for the benefits groups and the identification number varies based on when to begin benefits coverage and/or SGIP portion. | A - All others, 1st of month on/after 60 days from hire T - Transfers from another State agency or within TAMUS, 1st of month on/after hire date R - Returning to retire, 1st of month on/after 90 days I - Immediate (hire date) C - Start coverage before SGIP | Date employee/retiree eligible for SGIP | N/A | Benefit Partner; System Benefits Support | Benefits |
| Shift Differential | Certain organizations may have a need to designate that an employee is eligible for shift differential pay, which is extra compensation for employees who work a less desirable shift, such as evening or midnight shifts commonly seen in medical and security industries. This custom ID is used by TAMU Veterinary Medicine to control employee eligibility for shift differentials. | Y - Yes Yes - Yes | Effective Date | Effective Date to end eligibility for shift differential pay | Timekeeper | Time and Absence |
| State Comp Time Banked | TAMUS regulations provides that a System Member may allow the option of compensatory time being paid or accrued to an overtime balance and furthermore an employee may make the election with each pay period. This custom ID will drive how overtime is processed in Workday and can be updated by the employee as desired and has rules which only allow updates for supervisory organizations, by ADLOC, that give the option to the employee. System Members must request Workday Services to add ADLOC to allowed list of departments for the ID. | Yes | Effective Date | N/A | Employee; Timekeepers; HR Contacts;HR Partner; Payroll Partner | Time and Absence |
| Summer Benefit Deductions | Employees working in a primary job position of less than 11.5 annual work period who are not paying 12 months of premiums over 9 months will have their summer insurance premiums deducted in May, unless otherwise set up using this custom ID. This custom ID will designate the method that will be used to collect insurance premiums for the summer period. Workday Services will update the ID on an annual basis, and can be edited by Benefits Partner if needed. System Members must follow annual guidance and instructions from A&M System Benefits Administration on use of the ID. | B - Billing. Employee will be billed for summer deductions by SBA Insurance Billing office. D - Deduct. Employee will be working another appointment and will have summer premiums taken through payroll T - Terminating. Employee will be terminating before the summer and should therefore not be charged for the summer P - Pay. Employee will pay 4 months of premiums in May (set this code if the employee moves to a 12 month annual work period after their premiums were taken in May) N - No. Employee qualified for summer premium previously, but no longer applies. | 06/01 of current plan year | 08/31 of current plan year | Benefits Partner; System Benefits Support; Workday Services | Benefits |
| System Benefits Use Only | This custom ID is used exclusively by A&M System Benefits Administration and Workday Services for rare cases when an insurance or retirement plan must be overridden for a specific employee. | Varies | Effective Date | N/A | System Benefits Support | Benefits |
| Teacher Retirement System (TRS9 Date) | The State Teacher Retirement System (TRS) retirement program requires that the institution not use State funds to pay for the first 90 days of a new hire's employer contribution towards TRS. This custom ID is to indicate new hires who are not transfers from another State agency or ISD, to mark their 90-day period, in order for payroll to designate those funds as local rather than state. This custom ID will drive functionality for the appropriate deduction processing in payroll and is updated by an integration during Staffing events; the ID can be updated by a security role if needed. | Y - Yes | Hire date | 90th day after hire date | System Benefits Support; Workday Services | Benefits |
| Time Off Override | This custom ID is used exclusively by Workday Services for rare cases when Time Off values must be adjusted as a one-time mass action fix. | Y - Yes | Effective Date | N/A | Workday Services | Time and Absence |
| Time Tracking Eligibility | System Members may establish specific timesheets to track project hours or in and out hours for certain employee types rather than use the default timesheets for the Company. This custom ID will designate specific custom timesheets for a worker. System Member must request Workday Services to create the timesheets and rules for the ID to function properly. | Varies | Effective Date | Expiration Date | Timekeeper; Payroll Partner | Time and Absence |
| TRS Years of Service | TAMUS maintains the number of years each employee has participated in the Teacher Retirement System (TRS) by receiving an annual integration from TRS. This custom ID is updated through an integration with TRS run on an annual basis; the ID can be updated by System Benefits Support if in error. | Use two digits for number of years (e.g. 01, 12, 32) | N/A | N/A | Integration; System Benefits Support | Benefits |
| TRS/ORP Override | This custom ID will override the default eligibility for retirement plans. | Y – Employee is eligible for Teacher Retirement System (TRS) C - Employee is eligible for Teacher Retirement System Care Surcharge Plan S - Employee is eligible for Teacher Retirement System Surcharge CS - Employee is eligible for both the Teacher Retirement System Surcharge AND TRS Care Surcharge Plan E – Employee is excluded from ORP Deductions between the Issue and Expiration dates N – Default benefit eligibility rules will be used to determine ORP, TRS, TRSS & TRSCS enrollment and deductions | Date that this override should be effective | Date that the override should expire (usually end of plan year) | Benefits Partner; System Benefits Support | Benefits |
| Waiver due to Disability | TAMUS regulations allow continuation of active employee amounts of life insurance benefits for disabled employees retiring due to disability. Coverage can be retained throughout the disability or until age 65, whichever comes first. This custom ID will be used to allow these employees/retirees into the correct benefit group. | Y - Yes | Premium waiver approval date | N/A | Benefit Partner; System Benefits Support | Benefits |
| Working Graduate Fellow | The Texas State Insurance code Section 1601.1021 allows certain postdoctoral fellows and graduate fellows to participate in TAMUS insurance programs. These graduate fellows are not employees, but may be employed with TAMUS, potentially impacting their benefits. This custom ID should be added to a worker record when the fellow becomes a working graduate fellow to flag that he/she is a graduate fellow so that if he/she subsequently loses their job, they will retain their benefits. The ID will also identify graduate fellows for reporting. | Y - Current Working Graduate Fellow N - Inactive Working Graduate Fellow | Hire date | N/A | Benefit Partner; System Benefits Support | Benefits |
| Working Surviving Dependent | TAMUS regulations allow continuation of insurance benefits for certain surviving spouses and dependent children upon employee or retiree death. These surviving dependents are not employees, but may later be employed within TAMUS, thereby potentially impacting their benefits eligibility package. This custom ID will be added to a worker record if the person obtains surviving dependent status (upon death of spouse/parent employee) to indicate that the employee is a surviving dependent and eligible for benefits. The ID will also identify surviving dependents for reporting. | Y - Yes | Hire date | N/A | Benefit Partner; System Benefits Support | Benefits |