HR & Workplace Glossary

A check-in or performance evaluation held about one month after a new employee starts. It addresses initial questions, concerns, and early progress in the role.

A performance appraisal system that incorporates feedback from an employee's subordinates, colleagues, supervisors, and sometimes even customers, providing a "360-degree" view.

A performance evaluation held about two months after a new employee starts. It provides more substantial feedback than the 30-day check-in as the employee becomes more established.

A compressed work schedule where employees work 80 hours over nine days in a two-week period, typically resulting in one eight-hour day off every two weeks.

A performance evaluation held approximately three months after a new employee's start date. It assesses initial progress, provides feedback, and sets goals for the future.

The process a company uses to reduce employee absenteeism and manage time off requests. It involves policies, tracking systems, and sometimes interventions to address underlying causes.

A metric that calculates the percentage of scheduled work time that employees are absent. It is used to gauge workforce reliability and identify potential productivity issues.

A company policy that defines acceptable attendance, outlines procedures for reporting absences, and details the consequences for excessive or unexcused time off.

A specific, discrete task or activity that is assigned to an individual or team to complete. It is a concrete step taken to achieve a larger goal or address an issue.

Any compensation earned by an employee beyond their regular base wages or salary. This includes overtime pay, bonuses, shift differentials, and commissions.

A seemingly neutral employment practice that disproportionately affects a protected group (based on race, gender, etc.) and is not job-related. It is a key concept in discrimination law.

The illegal practice of treating an employee or job applicant less favorably because of their age. This is prohibited by laws like the Age Discrimination in Employment Act (ADEA).

A meeting that includes every employee of an organization, from leadership to individual contributors. Its purpose is to share company-wide news, updates, and foster transparency and unity.

The total yearly compensation for an employee, regardless of the number of hours worked. It is often used for part-time or temporary roles to express their earnings as a full-time equivalent figure.

Federal and state guidelines (primarily from OSHA) that protect workers from asbestos exposure during renovations or demolitions. They mandate specific training, protective equipment, and handling procedures.

A legal doctrine allowing either the employer or employee to terminate the employment relationship at any time, for any reason, without advance notice. Most U.S. employment relationships are at-will, though exceptions exist for discrimination, retaliation, or contract violations.

The gradual and natural reduction in staff numbers as employees leave (e.g., resign or retire) and are not immediately replaced. It is a passive way to reduce workforce size.

The practices and policies focused on hiring, supporting, and accommodating employees on the autism spectrum. It often involves creating an inclusive environment that leverages their unique strengths.

Tangible items or monetary rewards given to employees to recognize achievement or performance. These are typically considered taxable income for the recipient.

The process of verifying a job candidate's employment history, education, criminal record, and other relevant information. Must comply with Fair Credit Reporting Act (FCRA) and state laws regarding what can be checked and when.

The initial rate of compensation an employee receives in exchange for services, excluding extra financial benefits. It can be expressed as an hourly wage or an annual salary.

The standard hourly pay rate for a specific job, excluding overtime, bonuses, or other forms of additional pay. It is the foundation for calculating total earnings.

The fixed amount of money an employee is paid, excluding any bonuses, benefits, or other additional compensation. It is the core earnings before deductions.

A hiring technique where candidates are asked to describe past experiences and behaviors to predict their future performance. Questions often start with "Tell me about a time when...".

A document employees use to select their preferred insurance and other company benefits. It authorizes payroll deductions and communicates choices to the benefits provider.

An HR professional responsible for researching, selecting, and administering an organization's employee benefits programs. They manage health insurance, retirement plans, and other perks.

Paid or unpaid time off granted to an employee following the death of a close family member. It allows the employee time to grieve and handle arrangements.

A pay schedule where employees are paid every two weeks, resulting in 26 pay periods per year. It is one of the most common pay frequencies.

A workforce that consists of a mix of full-time employees and contingent workers, such as freelancers, contractors, and temporary staff. This offers flexibility and specialized skills.

A rare exception that allows an employer to discriminate based on religion, gender, or national origin if it is essential to the job's function (e.g., a men's locker room attendant).

An employee who voluntarily leaves an organization and is later rehired by the same employer. They often return with new skills and perspective.

Required rest and meal breaks that employers must provide to employees, varying by state law. Typically includes short paid breaks (15 minutes) and longer unpaid meal periods (30+ minutes) during shifts.

A policy that allows employees to use their personal smartphones, laptops, and tablets for work purposes. It outlines security requirements and acceptable use guidelines.

A federal law that allows employees and their families to continue their group health insurance coverage for a limited time after losing their job or experiencing another qualifying event.

Capacity planning is the process of determining how much work your organization can accomplish. Given your total number of employees, their available hours, and their skill sets, you match that capacity to your actual workload demands to prevent understaffing, overstaffing, and employee burnout.

A planned sequence of jobs and roles within an organization that an employee can progress through. It outlines potential advancement opportunities and the skills needed to get there.

A policy that allows employees to transfer a portion of their unused paid time off from one year to the next. Not all companies permit PTO carryover.

A credential for payroll practitioners, demonstrating expertise in all aspects of payroll management, regulations, and compliance. It is offered by the American Payroll Association.

Company-provided assistance for employee transportation costs, including transit passes, parking allowances, bike sharing programs, or shuttle services. Helps offset return-to-office costs and can provide tax advantages for both employers and employees.

A light-hearted workplace event or activities centered around April Fool's Day. It aims to boost morale and encourage fun and camaraderie among employees.

An annual holiday event for employees to socialize and celebrate the year's achievements. It is a common form of employee appreciation and morale boosting.

The fundamental beliefs and guiding principles that dictate behavior and decision-making within an organization. They define the company's culture and identity.

The process of intentionally transforming the shared values, behaviors, and practices within an organization. It is often driven by leadership to support new business goals.

The practice of including people from a variety of social and ethnic backgrounds, genders, and sexual orientations within a workforce. It focuses on the composition of the workforce.

Organized activities, either social or work-related, that bring employees together outside of normal work tasks. Examples include parties, retreats, and volunteer days.

The specific, measurable objectives an organization aims to achieve within a set timeframe. They provide direction and focus for employees and departments.

A workplace event where employees may dress in costume and celebrate Halloween. It is a fun team-building activity that fosters a social work environment.

The record of a company's past events, development, and milestones. It provides context for its current culture and can be a source of brand identity and pride.

A workplace event, such as a party or picnic, held to celebrate the 4th of July holiday in the U.S. It is a common employee appreciation activity.

A workplace event recognizing the contributions of workers, often held around the Labor Day holiday. It can be a party or an acknowledgment of employee efforts.

A statement that defines an organization's core purpose, what it does, who it serves, and how it does it. It is more focused on the present than a vision statement.

An organization's reason for existing beyond making a profit. It is its fundamental mission and the impact it seeks to have on the world or its community.

The formal layout of authority, communication, and responsibility within an organization. It is often visualized as an organizational chart showing who reports to whom.

A workplace event held around February 14th to celebrate employees and foster camaraderie. It is a team-building activity that shows appreciation.

A workplace event or acknowledgment held to honor military veterans within the company and their service. It shows respect and appreciation for their contributions.

A forward-looking statement that describes what an organization aspires to be or achieve in the future. It provides long-term direction and inspiration for employees.

Any time during which an employee is "suffered or permitted" to work, for which they must be paid. This includes all hours worked, whether authorized in advance or not.

The total rewards an employee receives in exchange for their work. It includes base pay, bonuses, benefits, and any other monetary or non-monetary value provided.

A formal statement that outlines an organization's stance on how it values and rewards employees. It guides decisions about pay scales, bonuses, and benefits to ensure internal equity and market competitiveness.

A company's planned approach to how it pays and rewards its employees. It aligns pay structures with business goals, market rates, and organizational culture to attract and retain talent.

Paid time off granted to employees instead of overtime pay. In the private sector, this is generally illegal for non-exempt employees under the FLSA.

The terms, rules, and requirements that govern the relationship between an employer and an employee. This includes policies, job responsibilities, and compensation details.

The shared values, attitudes, standards, and beliefs that characterize members of an organization. It defines the environment in which employees work.

A systematic analysis of an organization's culture, including its values, norms, and practices. It identifies strengths and gaps between the current and desired culture.

A group of employees tasked with promoting and strengthening the company's desired culture. They plan events, initiatives, and communications related to core values.

DEI stands for Diversity, Equity, and Inclusion. At its core, it’s about creating a workplace where everyone feels valued, respected, and supported to do their best work. It’s not just a policy you tick off. It’s a mindset shift that shapes how people hire, lead, collaborate, and grow together.

Educational programs designed to help employees understand and embrace Diversity, Equity, and Inclusion principles. The goal is to reduce bias and create a more respectful and fair workplace.

Employer-provided benefits that help employees pay for the care of their dependents (children or disabled adults) while they are at work. A common example is a Dependent Care FSA.

The recognition and management of depression as a medical condition that can affect employees. It involves creating a supportive environment and complying with ADA requirements for accommodations.

A reservation-based system where employees book specific desks or workspaces in advance through scheduling software. More structured than hot desking, allowing employees to plan their office days while optimizing space utilization for companies with hybrid workforces.

Employees who don't have a traditional desk or computer as their primary workspace, such as field service technicians, retail staff, warehouse workers, and mobile service providers. Represent about 80% of the global workforce but often receive less technology investment than office workers.

Company guidelines for employees who want to work while traveling or living in different locations for extended periods. Addresses visa requirements, tax implications, work hours across time zones, and technology/security requirements for international remote work.

A document an employee signs to authorize their employer to deposit their net pay directly into their designated bank account(s). It is the standard method of payment.

The employees who report directly to a specific manager or supervisor. This manager has immediate authority and responsibility for those individuals' work.

Training designed to educate employees about disabilities, reduce stigma, and promote an inclusive workplace. It often covers etiquette, legal responsibilities, and accommodation processes.

Treating a qualified individual unfavorably because of a disability. It is illegal under the Americans with Disabilities Act (ADA) and requires employers to provide reasonable accommodations.

A leave of absence taken by an employee due to a disabling illness or injury. It may be covered under the FMLA, state law, short-term disability insurance, or ADA accommodations.

Events or activities designed to celebrate and promote diversity within an organization. Examples include cultural heritage celebrations, guest speakers, and training workshops.

A document an employee signs to give their employer permission to conduct a drug or alcohol test. It is a standard part of pre-employment screening or reasonable suspicion testing.

A workplace that has policies and programs in place to discourage and prevent employee substance abuse. This may include testing, education, and assistance programs.

One of the criteria used under the FLSA to determine if an employee is exempt from overtime pay. It evaluates the primary duties of the job to see if they are executive, administrative, professional, or outside sales duties.

A short paragraph on job postings and company materials affirming the organization is an Equal Opportunity Employer that does not discriminate on protected characteristics.

A workplace event or celebration held around the Easter holiday. It is a social activity aimed at building team morale and showing appreciation for employees.

Technology that allows a person to electronically sign a document, providing a legal equivalent of a handwritten signature. It is used for HR forms, offers, and contracts.

Non-wage compensation provided to employees in addition to their normal salaries. Common examples include health insurance, retirement plans, and paid time off.

Workplace acknowledgments or celebrations of employees' birthdays. This is a common, simple form of recognition that can boost morale and show appreciation.

A state of physical, emotional, or mental exhaustion combined with doubts about one's competence and the value of their work. It is often caused by prolonged or excessive stress.

A digital system (often an HRIS) used to store, manage, and track all employee-related data, such as personal information, job details, salary, and performance history.

A list of all employees within an organization, typically including names, job titles, departments, and contact information. It facilitates internal communication and connection.

The process of correcting undesirable employee behavior or performance issues. It often follows a progressive system, starting with verbal warnings and potentially leading to termination.

A form employees complete to provide the names and contact information of people to be notified in case they have a medical or other emergency at work.

A management practice of sharing information, rewards, and power with employees so they can take initiative and make decisions. It increases investment in the company's success.

The emotional commitment an employee has to the organization and its goals. Engaged employees care about their work and are more productive and less likely to leave.

Digital platforms that measure and improve how connected, motivated, and committed employees feel toward their work and organization. These tools typically include surveys, pulse checks, recognition features, and analytics to boost retention and productivity.

A formal assessment of an employee's job performance over a specific period. Also known as a performance review, it is used to provide feedback, set goals, and determine compensation changes.

The sum of all interactions an employee has with their employer, from hiring to exit. It encompasses culture, workspace, technology, and the work itself.

A collection of records related to an individual's employment. It typically contains their application, resume, offer letter, performance reviews, and disciplinary actions.

The initial day of employment for a new hire. A well-structured first day is crucial for making a positive impression and includes orientation, paperwork, and introductions.

A document given to employees that outlines the company's policies, procedures, and expectations. It serves as a key communication tool between the employer and staff.

A form employees sign to confirm they have received, read, and understand the company's employee handbook and agree to abide by its policies.

Programs or rewards designed to motivate employees to achieve specific goals or behaviors. They can be monetary (bonuses) or non-monetary (extra time off, public recognition).

The entire journey an employee takes with an organization, from initial recruitment and onboarding to eventual exit. It is a framework for managing the employee experience.

The effort to oversee and optimize employee productivity and well-being. It involves responsibilities like directing, motivating, providing feedback, and handling performance issues.

A metric that measures employee loyalty by asking how likely they are to recommend their organization as a place to work. It is a simple gauge of overall satisfaction.

The process of integrating a new hire into the organization and its culture. A positive experience includes training, socialization, and goal setting to ensure productivity and retention.

The acknowledgment of an employee's efforts, behavior, or achievements. Effective recognition reinforces desired actions and makes employees feel valued.

Systematic approaches to acknowledging and rewarding employee achievements, contributions, and milestones to boost morale and retention. Can range from peer-to-peer recognition platforms to formal award programs and performance bonuses.

The voluntary act of an employee terminating their own employment. It typically involves providing formal notice to the employer.

Tangible or intangible items given to employees in recognition of their performance or achievements. They are a tool for motivation and retention.

A measure of how happy and content employees are with their job, work environment, and employer. It is a key component of overall morale and engagement.

Technology platforms allowing employees to access and update their own HR information, such as personal details, benefits enrollment, time off requests, and pay stubs. Reduces administrative burden while improving employee autonomy.

The habit of an employee being late for work or returning late from breaks. Chronic tardiness is often addressed through an attendance or disciplinary policy.

The length of time an employee has been with their current employer. Longer tenure is often associated with experience, loyalty, and institutional knowledge.

The rate at which employees leave a company and need to be replaced. It can be voluntary (quitting) or involuntary (termination) and is a key HR metric.

Company initiatives designed to support worker physical and mental health through benefits like fitness programs, mental health resources, stress management, and work-life balance support. Proven to reduce healthcare costs and improve productivity.

Formal, written documentation of an employee's performance issue or policy violation. They are part of a progressive discipline process and are placed in the employee's file.

The legal distinction between workers who are employees (entitled to benefits, taxes withheld) versus independent contractors (self-employed, receive 1099s). Misclassification can result in significant penalties, back taxes, and legal liability for employers.

A work arrangement that allows for adaptability in how, when, or where work gets done. This includes flexible schedules, remote work, and compressed workweeks.

Taxes that employers are required to pay based on their employees' wages. These include the employer's share of Social Security and Medicare (FICA) and federal and state unemployment taxes (FUTA/SUTA).

A written agreement between an employer and employee that outlines the specific terms and conditions of employment, such as duration, duties, compensation, and confidentiality.

A record of an individual's past work experience, including company names, job titles, dates of employment, and key responsibilities. It is a core part of a resume or application.

The process of integrating a newly hired leader (e.g., C-level, VP) into an organization. It is more strategic than standard onboarding, focusing on rapid acclimation to culture and expectations.

A category of employee who is exempt from the FLSA's overtime pay requirements. To be exempt, an employee must meet specific salary and duties tests.

A classification under the Fair Labor Standards Act. Exempt employees are not entitled to overtime pay, while non-exempt employees must be paid for all hours worked, including overtime.

The classification for employees who are covered by the overtime and minimum wage provisions of the Fair Labor Standards Act. They must be paid for all hours worked, including overtime.

Federal law establishing minimum wage, overtime pay, recordkeeping, and youth employment standards. It determines which employees are entitled to overtime pay and governs how hours worked are calculated.

A federal law that provides eligible employees with up to 12 weeks of unpaid, job-protected leave per year for specified family and medical reasons, with continued group health insurance.

Eleven nationally recognized holidays in the U.S. when federal government employees are paid time off. Many private sector employers also offer these as paid holidays.

The involuntary termination of an employee's employment by the employer. Also known as dismissal or discharge, it is typically for cause, such as performance or policy violations.

Broad term encompassing various non-traditional work options including remote work, hybrid schedules, compressed workweeks, and flexible hours. Allows employees to adapt their work schedule and location to personal needs while meeting business requirements.

The form used by individuals to calculate and pay estimated quarterly taxes if they expect to owe tax of $1,000 or more when their return is filed (e.g., self-employed individuals).

The form used to report income paid to foreign persons, including nonresident aliens, that is subject to withholding or is exempt under a tax treaty.

A series of forms used to report various types of income other than wages, salaries, and tips. For example, Form 1099-NEC reports non-employee compensation (e.g., payments to independent contractors).

The form used to report distributions made from a Health Savings Account (HSA) or Archer MSA to the account beneficiary and the IRS.

The U.S. Income Tax Return for an S Corporation. It is used to report the income, gains, losses, deductions, and credits of the corporation, which passes through to shareholders.

The form used by a qualifying corporation or LLC to elect to be treated as an S corporation for federal tax purposes. This changes how the business's income is taxed.

The form used by trustees of HSAs and Archer MSAs to report contributions made to the account during the year to the account beneficiary and the IRS.

*[Note: This form is obsolete and was replaced by the Electronic Federal Tax Payment System (EFTPS).]* It was a paper coupon used by businesses to make federal tax deposits.

The form used by a nonresident alien to claim an exemption from withholding on compensation for personal services due to a tax treaty.

The form used to request an extension of time to file information returns (e.g., Forms W-2, 1099) with the IRS.

The form used by an eligible entity to elect how it will be classified for federal tax purposes (e.g., as a corporation, partnership, or disregarded entity).

The Employer's Annual Federal Unemployment (FUTA) Tax Return. It is used to report and pay the federal unemployment tax, which funds state workforce agencies.

The Employer's Quarterly Federal Tax Return. It is used to report income taxes, Social Security tax, and Medicare tax withheld from employees' paychecks and the employer's portion of Social Security/Medicare taxes.

*[Note: This form is obsolete. It was replaced by Schedule H of Form 1040.]* It was used by household employers to report Social Security and Medicare taxes for household employees.

Forms used by Applicable Large Employers (ALEs) to report information about the health insurance coverage they offered to full-time employees under the Affordable Care Act (ACA) mandate.

A compressed work schedule where employees work four longer days instead of five standard days, resulting in a three-day weekend. The total weekly hours remain the same (e.g., 4x10-hour days).

A highly skilled professional who works part-time for multiple companies simultaneously, typically in specialized or executive roles like CFO, CMO, or HR director. Unlike traditional part-time employees, fractional workers strategically divide their expertise across several organizations that can't justify or afford a full-time position. This arrangement allows smaller companies to access senior-level talent while giving professionals diverse income streams and varied work experiences.

Employees who directly interact with customers or perform essential operational tasks, including retail associates, healthcare workers, restaurant staff, and service technicians. Often work on-site rather than in traditional office environments and may lack access to typical corporate communication tools.

The number of hours an employer defines as a standard, full-time workweek, typically between 30 and 40 hours. This definition is important for benefit eligibility under laws like the ACA.

An employee who works the number of hours per week that their employer defines as full-time (often 30-40 hours). They are typically eligible for company benefits.

A mandatory, temporary leave of absence from work without pay. Employers use furloughs to reduce costs during difficult economic times while avoiding permanent layoffs.

The state of equal ease of access to resources and opportunities regardless of gender, including economic participation and decision-making. It aims for fairness and non-discrimination.

Additional compensation paid to an employee based on the geographic location of their job. It accounts for differences in the cost of labor and cost of living between areas.

The total compensation an employee earns before any deductions are withheld. For hourly employees, it is hours worked multiplied by hourly rate; for salaried, it is a fixed amount per pay period.

The total amount of money earned by an employee during a pay period before any taxes, benefits, or other deductions are taken out. It is the sum of all regular and additional pay.

A training session delivered to multiple employees at the same time. It is an efficient way to teach standardized information or skills to a team or department.

Written guidelines prohibiting unwelcome conduct based on protected characteristics (not just sexual harassment) and establishing complaint procedures. Required by law in many jurisdictions and essential for creating safe workplaces.

A tool used by the person responsible for filling a vacancy to ensure all steps of the hiring process are completed. It covers requisition, posting, interviewing, selecting, and onboarding.

Premium pay given to employees for working on a designated holiday. Alternatively, it can refer to the paid time off granted to employees for a holiday they do not work.

A flexible office arrangement where employees don't have assigned desks but instead reserve available workstations on a first-come, first-served or booking basis. Maximizes office space efficiency and accommodates hybrid work schedules where not all employees are in the office simultaneously.

A worker whose compensation is based on a set hourly wage for the actual number of hours worked in a pay period. They are almost always classified as non-exempt under the FLSA.

A rate of pay based on the number of hours worked. Employees paid hourly are typically non-exempt and entitled to overtime pay for hours worked beyond 40 in a week.

The process of converting an employee's compensation from an hourly wage to a fixed annual salary. This often involves a change in exemption status and is not simply a mathematical calculation.

Any time an employee is required to be on duty, on the employer's premises, or at any other prescribed place of work. All hours worked must be compensated.

A comprehensive review of an organization's HR policies, procedures, and practices. It ensures legal compliance, identifies areas for improvement, and assesses efficiency and effectiveness.

A software solution that combines many HR functions into a single system. It manages employee data, payroll, recruitment, benefits, and compliance reporting.

A comprehensive suite of software that integrates HR functions (like an HRIS) with talent management features such as performance, learning, and recruiting.

A flexible work arrangement combining remote work and in-office time, allowing employees to split their schedule between home and workplace locations. Became mainstream post-COVID as companies seek to balance collaboration benefits with employee flexibility demands.

The specific types of documentation listed on the I-9 form that employees can present to verify their identity and authorization to work in the United States.

The Employment Eligibility Verification form required by U.S. law. Employers must complete it to verify the identity and legal authorization of every employee to work in the United States.

Additional compensation earned based on performance or results achieved. It is designed to motivate employees to exceed specific goals and can include commissions, bonuses, and profit-sharing.

The practice of creating a work environment where all individuals are treated fairly and respectfully, have equal access to opportunities, and can contribute fully to the organization's success.

Casual, unofficial communication that occurs outside of formal channels. It includes conversations at the water cooler, instant messages, and unplanned meetings.

The exchange of information and ideas within an organization. Effective internal communication ensures employees are informed, engaged, and aligned with company goals.

The strategic flow of information within an organization to keep employees informed, aligned, and engaged with company goals and updates. Critical for maintaining culture and coordination, especially in multi-location or shift-based businesses.

A platform (often part of an intranet or HRIS) where current employees can view and apply for open positions within their organization before they are posted externally.

A job vacancy that is advertised only to current employees within the organization. It promotes career development and internal mobility before considering external candidates.

The practice of filling job vacancies with existing employees from within the organization. Methods include promotions, internal job postings, and employee referrals.

A set of guidelines that govern the process for an employee to move from one position, department, or location to another within the same company.

The process of meeting with and evaluating job candidates to determine their qualifications, skills, and fit for an open position and the company culture.

The various methods and approaches used by hiring managers to assess a candidate's suitability for a role. Examples include behavioral, situational, and competency-based interviewing.

Turnover that occurs when the employer initiates the termination of employment. This includes dismissals for performance, layoffs, or restructuring.

A written document detailing the duties, responsibilities, qualifications, and expectations for a specific position. It serves as the foundation for hiring, performance evaluations, and compensation decisions.

A systematic process used to determine the relative worth of a job in relation to other jobs within an organization. It is used to establish a rational and equitable pay structure.

A formal request, usually from a hiring manager to HR, to fill a vacant or new position. It typically includes the job title, department, budget, and justification for the role.

A training method where an employee follows and observes a experienced worker to learn about a particular job. It provides realistic insight into the role's daily tasks and requirements.

A workplace event or acknowledgment held to celebrate Juneteenth (June 19th), the day commemorating the emancipation of enslaved African Americans in the U.S.

A list of specific qualifications required for a job. Knowledge is theoretical understanding, skills are proficiencies, and abilities are the capacity to perform tasks.

The process of capturing, distributing, and effectively using organizational knowledge. It ensures that critical information and expertise are shared and retained within the company.

The total cost of employing workers, including wages, salaries, bonuses, and the cost of employee benefits and payroll taxes. It is a major expense for most businesses.

The rate at which an employee earns paid time off (e.g., vacation, sick leave) based on hours worked or time employed. It is often calculated on a per-pay-period basis.

A period of leave taken by a mother before and after the birth of her child. It may be paid or unpaid and is often protected under the FMLA, state law, or company policy.

An extended period of time off from work for an employee to address their own serious health condition. It is often protected under the FMLA or state law.

The amount of an employee's earnings that are subject to the Medicare portion of the FICA tax. This figure is reported in Box 5 of the Form W-2.

An informal social event designed for people to introduce themselves and network. In HR, it's often used for new hires to meet team members and leadership.

A legally protected leave of absence for employees who are called to serve in the military. The Uniformed Services Employment and Reemployment Rights Act (USERRA) protects their job and benefits.

The lowest hourly pay rate that employers can legally pay most employees, set by federal, state, or local law. Employers must pay the highest applicable minimum wage in their jurisdiction.

Items given to a new employee as a welcoming gesture. They can range from company swag (e.g., branded mugs) to more personalized gifts to make the employee feel valued.

A report filed with the state directory that provides information on newly hired or rehired employees. It is used to enforce child support orders.

A workplace celebration held on or around December 31st to mark the end of the year. It is a common social event for employees.

A form given to new employees to collect essential information needed for onboarding, such as direct deposit details, emergency contacts, and benefit selections.

A contract restricting an employee's ability to work for competitors or start competing businesses for a specified period after leaving employment. Enforceability varies significantly by state, with some states banning them entirely.

A legal contract preventing employees from sharing confidential company information with outside parties. Protects trade secrets, customer lists, and proprietary information both during and after employment.

The Log of Work-Related Injuries and Illnesses. Employers must use this form to record specific details about every recordable work-related injury or illness.

The Injury and Illness Incident Report. This form must be completed for each recordable injury or illness entered on the OSHA 300 Log, providing more detailed information about the incident.

The federal agency responsible for ensuring safe and healthful working conditions by setting and enforcing standards and providing training and education.

Systems and processes for monitoring how often and when employees use physical office space, typically through badge scans, desk reservations, or manual check-ins. Helps companies understand space utilization and compliance with return-to-office policies.

Strategic planning and design of physical workspaces to maximize efficiency, collaboration, and employee satisfaction while minimizing real estate costs. Includes analyzing usage patterns, right-sizing office footprints, and creating flexible spaces for hybrid work models.

Hours when an employee must be available to work if needed, even if not actively working. Compensation requirements vary based on how restrictive the on-call requirements are on the employee's personal time.

The process of integrating a new employee into the organization. It includes completing paperwork, training, and acclimating them to the company culture to ensure productivity and retention.

An experienced employee assigned to a new hire to provide guidance, answer questions, and offer social support during the initial period of employment.

A tool used by HR and hiring managers to ensure all necessary steps are completed when bringing a new employee into the organization, from pre-start date to the first few months.

A questionnaire given to new employees to gather feedback on their onboarding experience. It helps the organization identify strengths and areas for improvement in the process.

The time worked by a non-exempt employee in excess of 40 hours in a workweek. Under the FLSA, overtime must be paid at a rate of at least one and one-half times the regular rate of pay.

Legal categories of employees who are not entitled to overtime pay under FLSA, typically including executive, administrative, professional, and certain computer employees. These "exempt" employees must meet specific salary and duty requirements.

The rate and method by which an employee earns paid time off hours. Employees typically accrue a set number of PTO hours for each pay period or hours worked.

The maximum amount of PTO hours an employee is allowed to "bank" or carry over. Once the cap is reached, the employee stops accruing more PTO until they use some.

Company-designated holidays for which employees receive their regular pay even though they are not required to work.

A policy that combines traditional vacation, sick, and personal days into a single bank of days that employees can use for any purpose.

A work schedule where an employee works fewer hours than what the employer defines as a full-time workweek (typically less than 30-35 hours per week).

A payment for less than a full pay period, often issued when an employee starts or leaves a company in the middle of a cycle.

A period of leave taken by a father around the time of a child's birth or adoption. It allows him to bond with the new child and support the family.

Any change to an employee's compensation, such as a raise, cost-of-living adjustment, promotion increase, or demotion decrease.

The process of computing an employee's gross pay, deductions, and net pay for a specific pay period based on their hours worked, pay rate, and tax status.

The specific day on which employees receive their paychecks or have their wages directly deposited into their bank accounts.

The principle and practice of providing equal compensation for equal work, regardless of gender, race, or other protected characteristics. Increasingly regulated by state and local laws requiring pay transparency and audits.

A category of employees who share the same pay frequency (e.g., all salaried employees paid semi-monthly). It is used to organize payroll processing.

The recurring length of time over which employee time is recorded and paid. Common pay periods are weekly, bi-weekly, semi-monthly, and monthly.

A document attached to a paycheck (or provided electronically) that details an employee's earnings and deductions for that specific pay period.

The process by which an employer pays employees for their work. It involves calculating wages, withholding taxes and other deductions, and distributing net pay.

The documentation an employer must keep for each employee, including hours worked, wages paid, tax withholdings, and other deductions. They are subject to government audit.

A third-party provider that handles some or all aspects of a company's payroll processing, including calculating pay, withholding taxes, and making payments.

The percentage rates set by federal, state, and local governments that determine how much tax is withheld from an employee's pay and paid by the employer.

The use of data and statistical analysis to understand workforce trends, predict employee behavior, and make informed HR decisions. Includes metrics like turnover prediction, performance patterns, and engagement drivers to optimize talent management.

The process of training, motivating, and directing employees to optimize workplace productivity and promote professional growth. It is a core function of leadership.

A modern, strategic term for HR that focuses on creating a positive employee experience, fostering culture, and using data to support employees and drive business results.

A fixed daily allowance paid to employees to cover business travel expenses such as meals, lodging, and incidental costs, rather than requiring detailed expense receipts. The amount is typically set by company policy or government rates (like GSA rates for federal contractors). This is a reimbursement method, not an employment classification.

A worker employed on an as-needed basis without a regular schedule, typically called in to cover shifts when regular employees are unavailable. Common in healthcare, education, and hospitality industries where staffing needs fluctuate. Per diem employees usually receive higher hourly rates but no benefits like health insurance or paid time off.

A formal document outlining specific performance deficiencies, required improvements, timelines, and consequences if goals aren't met. It serves as both a development tool and legal protection for employers considering termination.

An ongoing process of communication and feedback between a manager and an employee to ensure the employee's performance aligns with the company's goals.

Laws requiring employers to provide work schedules a certain number of days in advance and pay penalties for last-minute changes. Growing trend in retail and food service industries to provide workers schedule stability.

A systematic approach to addressing employee performance or conduct issues through escalating consequences (verbal warning, written warning, suspension, termination). It provides employees opportunities to improve while documenting problems for potential termination.

The discrimination, prejudice, or antagonism directed against someone of a different race within the work environment. It creates a hostile workplace and is illegal.

The elimination of positions or jobs due to business reasons such as budget constraints, restructuring, or economic downturns, rather than employee performance issues. Unlike individual terminations, RIFs typically affect multiple employees and require careful selection criteria to avoid discrimination claims. Companies with 100+ employees may need to provide 60-day advance notice under the federal WARN Act.

The process of contacting a job candidate's former employers, supervisors, or colleagues to verify work history and performance. Helps employers make informed hiring decisions and reduce the risk of bad hires.

Guidelines governing how and when employees can work from locations outside the traditional office. Covers equipment, communication expectations, performance standards, and legal considerations for different work locations.

A plan designed by an organization to keep its valuable employees and reduce turnover. It often involves competitive compensation, positive culture, career development, and recognition.

Company policies requiring employees who previously worked remotely to resume working from physical office locations on specified days or full-time. Often involves phased approaches, hybrid schedules, or full mandates as organizations balance productivity, culture, and employee preferences post-pandemic.

A financial ratio calculated by dividing a company's total revenue by its current number of employees. It is a measure of the company's operational efficiency and productivity.

An extended period of paid or unpaid leave granted to an employee for professional development, research, travel, or rest. It is often offered after a long period of service.

Education programs designed to prevent workplace injuries and ensure compliance with OSHA standards. Required in many industries and includes topics like hazard recognition, proper equipment use, and emergency procedures.

An employee who is paid a fixed amount of money (a salary) each pay period, regardless of the number of hours worked. They are often classified as exempt from overtime.

A salaried employee who is still entitled to overtime pay under the FLSA because their job duties do not meet the exemption tests. Their salary covers only their first 40 hours of work.

A fixed regular payment, typically expressed as an annual sum and paid monthly, bi-weekly, etc., to an employee, especially a professional or white-collar worker.

A worker hired for a specific season or period of peak demand. Their employment is understood to be temporary from the outset.

Temporary jobs that are tied to a particular time of year, often based on increased demand (e.g., retail during holidays, agriculture during harvest).

Education for employees on what constitutes sexual harassment, how to prevent it, and the procedures for reporting it. It is often required by state law.

Additional pay given to employees who work less desirable hours, such as nights, weekends, or holidays. Common in healthcare, manufacturing, and service industries to incentivize coverage during difficult shifts.

A policy that provides employees with paid or unpaid time off from work due to illness, injury, or medical appointments.

Paid time off that employees can use when they are ill, injured, or need to attend a medical appointment. Some jurisdictions mandate this benefit by law.

The difference between the skills required for a job and the skills an employee actually possesses. It identifies areas where training or development is needed.

Recruitment approach that prioritizes candidates' demonstrated abilities and competencies over traditional qualifications like college degrees or years of experience. Helps employers access broader talent pools while focusing on actual job performance predictors.

A workplace event or celebration held around March 17th. It is a social activity aimed at building team morale.

The process of finding, selecting, and hiring qualified candidates to fill roles within an organization. It can also refer to the practice of using temporary workers from a staffing agency.

The official first day of employment for a new hire, as agreed upon in the job offer. It marks the beginning of their onboarding process and when they start accruing compensation.

Physical items or monetary rewards given to employees for recognition or achievement. Examples include gift cards, trophies, bonuses, and company merchandise.

An allowance that reduces the amount of income subject to tax. For employees, this is primarily determined by the allowances claimed on their Form W-4.

The shared values, attitudes, and practices that characterize a specific team within a larger organization. It defines how team members interact and work together.

A worker employed for a limited period of time, often to cover for absent employees, handle special projects, or manage seasonal increases in workload.

The systematic steps for ending an employee's employment, including documentation review, final conversations, return of company property, and final pay calculations. Proper process reduces legal risks and maintains professionalism.

The method of recording the hours an employee works. This can be done through timesheets, clock-in systems, or automated software and is essential for payroll.

Documents, either physical or digital, used to record the number of hours an employee worked during a specific pay period. They are the basis for calculating pay for non-exempt employees.

The practice of combining tips from multiple employees and redistributing them according to a predetermined formula. Must comply with federal and state laws regarding who can participate and how tips are distributed.

A measure of how well training programs use resources (time, money) to achieve their desired outcomes, such as improved performance or skill acquisition.

A digital platform used to administer, track, and manage employee training programs. It handles scheduling, enrollment, completion, and recordkeeping.

A process used to identify the gap between the current skills of employees and the skills required for their jobs. It determines what training is necessary.

A program that provides individuals with barriers to employment (e.g., formerly incarcerated) with temporary, supported work experiences to help them gain skills and references.

An employer-provided benefit where the company pays for some or all of an employee's education expenses related to their job or career development.

A calculation that shows the percentage of employees who leave an organization over a set period (usually a year). It is a key metric for assessing retention and HR health.

A policy that allows employees to take as much paid time off as they want, with manager approval, as long as their work responsibilities are covered. There is no set accrual.

Time away from work for which an employee does not receive pay. This can include personal leave, extended sick leave beyond accrued time, or furloughs.

Wages paid to an employee for time taken off from work for vacation, rest, or recreation. It is typically part of a PTO policy or accrued separately.

The provision of human resources services, support, and management through digital and online platforms. This is essential for supporting remote and hybrid workforces.

Company-sponsored events, such as parties, games, or happy hours, that are held online for remote or distributed teams to build connection and culture.

A benefit that provides employees with paid time off to volunteer for charitable organizations or community causes of their choice.

The Wage and Tax Statement. Employers must provide this form to each employee by January 31st, summarizing their annual earnings and tax withholdings for the previous year.

The Transmittal of Wage and Tax Statements. It is a summary form that accompanies paper copies of W-2 forms when they are sent to the Social Security Administration.

The Employee's Withholding Certificate. Employees complete this form to inform their employer how much federal income tax to withhold from their paycheck.

The form used by an employee to apply for the Advance Payment of the Earned Income Credit (EIC). This allows eligible employees to receive part of the EIC in their paycheck throughout the year.

The Request for Taxpayer Identification Number and Certification form. It is used to collect a person or entity's Taxpayer Identification Number (TIN), often for contractors.

A situation where there is only a small difference in pay between employees regardless of their skills, experience, or seniority. It often occurs when new hires are paid nearly as much as long-tenured employees.

The process of converting an employee's compensation from an hourly wage to a fixed annual salary. This is a significant change in pay structure and often exemption status.

A communication sent to a new hire after they accept a job offer but before their start date. It welcomes them, provides key first-day information, and builds excitement.

A collection of materials given to a new hire that contains essential information about the company, its culture, policies, and resources to help them get started.

The observable and measurable actions and conduct of an employee in the workplace. This includes productivity, teamwork, communication, and adherence to policies.

Employment policies allowing employees to work from any geographic location, not just home or office, often including different cities, states, or countries. More flexible than traditional remote work and may require considerations for tax implications, time zones, and legal compliance across jurisdictions.

State-mandated insurance that provides medical benefits and wage replacement to employees injured on the job. It protects both employees (guaranteed coverage) and employers (limited liability) in workplace injury situations.

The use of technology to automate repetitive HR and workforce-related tasks, such as scheduling, time tracking, payroll processing, and data entry.

The set of processes designed to optimize the productivity and efficiency of employees. It includes scheduling, time tracking, compliance, and performance management.

Organized events or acknowledgments at work to mark achievements, holidays, or milestones. They are used to boost morale, build team spirit, and show appreciation.