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Home / Reference Guides / Custom Other IDs

Custom Other IDs

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

Filter by Area

other_ids-Custom_Other_IDs_RG.xlsx-2024-05-30.csv
Other ID NamePurposeValid Value and MeaningIssue DateExpiration DateUpdate ByFunctional Area
Postdoctoral FellowTo 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 EligibleFederal 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 AuthorizationFederal 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 CheckTAMUS 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 CertificationTAMUS 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 EligibleThis 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 PremiumsThis 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 MonthsSystem 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 StatusTAMUS 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 FreezeTexas 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 BankedThis custom ID drives whether overtime is banked or paid in Workday.
Yes

Effective Date

N/A

Employee (based on member selection); Timekeepers; HR Contacts; HR Partner; Payroll Partner
Time and Absence
Financial Conflict of Interest FlagTAMUS 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 PayTexas 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 CalendarSystem 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-9Federal 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 673Federal 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 StopTAMUS 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 BenefitsThis 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 DateThe 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 FundsState 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 FlagThe 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 DateCertain 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 FlagTAMUS 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 RetireThis 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 LocalTAMUS 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 ProgramThe 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 ServiceTexas 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 DriverThe 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 DifferentialCertain 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 BankedThis custom ID drives whether overtime is banked.
Yes

Effective Date

N/A

Employee (based on member selection); Timekeepers; HR Contacts;HR Partner; Payroll Partner
Time and Absence
Summer Benefit DeductionsEmployees 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 OnlyThis 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 OverrideThis 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 EligibilityThis custom ID can be used to override the timesheet type that is automatically assigned to an employee.
Hours Only Hourly Staff and Faculty
Hours Only Temp/Casual and Student
In/Out Time Hourly Staff and Faculty
In/Out Time Temp/Casual and Student
Project Hours Only Hourly Staff and Faculty
Project Hours Only Salaried Staff and Faculty
Project Hours Only Temp/Casual and Student
Project In/Out Time Hourly Staff and Faculty
Project In/Out Time Temp/Casual and Student

Effective Date

Expiration Date

Timekeeper; Payroll Partner
Time and Absence
TRS Years of ServiceTAMUS 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 OverrideThis 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 DisabilityTAMUS 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 FellowThe 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 DependentTAMUS 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

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