Glossary of Terms

Definitions
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941 Form	Employer's Quarterly Federal Tax Return form. Tip: For more information about forms, refer to www.irs.gov.
941-A Form	Tip: For more information about forms, refer to www.irs.gov.
[ALT]	A special key on your keyboard that is used in conjunction with other keys to quickly perform a function. Example: To exit WebHelp, press [ALT] [f] [x]. See also: Keyboard Shortcuts
Annuity	A fixed sum payable to a person at specified intervals for a finite period of time or for life. An example of matching annuities is when both the employee and employer contribute a percentage of gross pay to a 401K plan. Tip: For more information, see the Understanding Matching Annuities topic.
Application	A group of modules. Examples: Edifice™, Invision™, INSight™ See also: Module
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Backup	An electronic copy of programs or files stored separately from the original.
Browser	A software package that enables you to display and interact with documents (pages) hosted by web servers on the Internet. Popular browsers include Microsoft Internet Explorer and Mozilla Firefox. Tip: Do not confuse the term browser with search engine. A search engine, such as Google or Yahoo, works within the framework of a browser to help you find documents on the Internet.
Button	An image that is clicked to perform an operation. Buttons sometimes appear raised when inactive and sunken (or depressed) when activated. Examples: , Tip: If a button appears focused, outlined like the first Save button below, you can automatically click the button simply by pressing [ENTER]. Focused Not focused
Button Bar	See Toolbar.
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Character-Based	A text-only interface that only allows systematic keyboard entries. Tip: Many of the application modules operate in two versions, character-based and GUI-based. See also: GUI
Check Entry	Check Entry is a general term for two very similar programs: Payroll Check Entry: Used to Enter checks for employees during the Payroll Run. Permanent Payroll Check Entry: A labor-saving tool used to enter check information for employees whose checks are usually the same every week.
Choose	To position the pointer over an item, and then click the mouse button. See also: Select
Click	To press the left mouse button once. See also: Double-Click and Right-Click
Context-Sensitive Help	A type of Help built into the software that displays information related to the particular field or function in use. See also: Field-Level Help, Form-Level Help
[CTRL]	A special key on your keyboard that is used in conjunction with other keys to quickly perform a function. Example: To clear data, press [CTRL + x]. See also: Keyboard Shortcuts
Cue Cards	A level of help that displays information about entering data in a specific field, such as data type (alpha or numeric) and field length. Tip: You can toggle the cue cards off and on by clicking Cue Card on the Toolbar. See also: WebHelp, Tool Tips, Context-Sensitive Help
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Data	Information that is stored and processed by the system.
Default	A pre-loaded setting or value that is displayed in a field to save data entry time. You can override the default value, if needed.
Desktop	See: NDS Desktop
De-select	To remove or clear a checkmark from a check box, which prevents a function from being performed.
Dialog Box	A small window that prompts for information or parameters for the operation being performed. See also: Prompt
Direct Deposit	The electronic transfer of a payment directly from the account of the employer to that of the employee. Tip: For more information, refer to the topic, Advanced Feature - Setting up Direct Deposit.
Double-Click	To press the left mouse button twice in rapid succession. See also: Click and Right-Click
Drag	To move the mouse while holding the left mouse button down. Dragging moves windows from one location on the screen to another. Also called: Drag and Drop
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Earnings	Earnings is usually synonymous with Pay. See also: Regular Earnings, Other Pay, Overtime Pay, Gross Pay
EEO	Equal Employment Opportunity.
Email Profile	A special file that contains several preset parameters about a user and activates the email features within a module. Tip: For more information, contact NDS Technical Support.
Enter	Without brackets, refers to typing data into a field. In brackets, refers to the [ENTER] key on the keyboard. You usually press [ENTER] when ready to perform a function, such as saving a record. Tip: If a button appears focused, outlined like the first Save button below, you can automatically click the button simply by pressing [ENTER]. Focused Not focused
[ESC]	A special key on your keyboard that is used to escape from the current function. [ESC] usually closes the active window.
Export File - Direct Deposit	The direct deposit export file contains the control records and direct deposit amounts for each employee, which is transmitted to the bank by an agreed upon method. The name of the file can vary, depending on your setup in Direct Deposit Export Destination Maintenance. Tip: For more information, refer to the topic, Advanced Feature - Setting up Direct Deposit.
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Fast Access Maintenance	To open the file maintenance window for a data field in order to review, edit or create a new code for that field: Click the star next to a data field . Keyboard shortcut: [CTRL + o] Tip: This is commonly used for a data field that is a code.
Fast Access Toolbar	A small floating toolbar containing buttons for quickly launching or switching to related programs and functions. To display a Fast Access Toolbar, select the appropriate menu option. Example:
FICA	Federal Insurance Contributions Act.
Field	A segment of a record pertaining to a specific data element. There are multiple fields within a record. You can enter or modify the data within one or more fields in a window. Tip: Spreadsheet programs, such as Microsoft Excel™, often refer to fields as columns. Example: Customer Name is a field within the Customer Master record. See also: File, Key, Record
Field-Level Help	A level of help that displays the specific WebHelp® topic for the field in which you are working. See also: Form-Level Help
File	A group of related records. Example: The Customer Master file contains a separate record for each customer. See also: Field, Key, Record
Focus	Describes a button, field, or other area that is active. If you tab to a button or a field, it is in focus. Tip: If a button appears focused, outlined like the first Save button below, you can automatically click the button simply by pressing [ENTER]. Focused Not focused
Form	A window containing fields in which you enter data.
Form-Level Help	A level of help that displays the specific WebHelp® topic for the form (or window) in which you are working. See also: Field-Level Help
Fringe	An employment benefit given in addition to one's wages or salary. Examples include educational assistance, moving expense reimbursement, stock options, and dependent care assistance. Some fringe benefits (for example, accident and health benefits, and group-term life insurance) may be excluded from the employee's gross income and, therefore, are not subject to federal income tax. Also referred to as fringe benefit. Tip: For more information, refer to the topic Understanding Fringe Benefits.
Function Keys	A sequence of 12 special keys that usually reside in the top row of your keyboard. They provide a quick method for running pre-defined functions. In some modules, you can change the operation performed by a function key by modifying the System Parameters. Example: [F1], [ F2], [ F3]
FUTA	Federal Unemployment Tax Act.
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Gross Pay	Gross Pay is the sum of Regular Earnings, Overtime Pay, and Other Pay.
GUI	Graphical User Interface. Pronounced GOO-ee. GUI is a graphical interface where you can interact with the program using both the keyboard and the mouse for point-and-click operations. GUI is recognizable by its colored windows containing text and representations of buttons, icons, and other images or pictures. Tip: Many of the application modules operate in two versions, character-based and GUI-based. See also: Character-Based
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Help	Generally refers to any online documentation that describes how to use the software. For more information, refer to Levels of Help. See also: WebHelp, Cue Cards, Tool Tips, Field-Level Help, Form-Level Help, Context-Sensitive Help
Highlight	verb: To mark text so that it becomes selected. noun: Color or intensity change to bring attention to an area on the screen. Tips: Highlighting can take the form of... Changed background color, which surrounds a block of text. Changed button color when hovering over the button with the pointer.
HIPPA	Health Insurance Portability and Accountability Act. Pronounced HIP-pah. A government mandate for protecting individuals' privacy.
Holiday Pay	Holiday Pay, a type of Other Pay, is identified by Other Pay Type 1 - Holiday.
HTML	Hypertext Markup Language, a markup language used to structure text and multimedia documents and to set up hypertext links between documents, used extensively on the Internet. See also: XML
HTTP	Hypertext Transfer Protocol. A protocol used to request and transmit files, especially web pages and web page components, over the Internet or other computer network. The HTTP address is the Internet address. Tip: HTTP:// usually is the prefix to an Internet address. Most browsers will enter HTTP:// for you automatically. See also: URL
Hyperlink	Specially activated pictures or text that you can click to instantly display the information you need. Tips: When the mouse pointer passes over a hyperlink, it changes to a hand shape . Text with a hyperlink is underlined and blue. Click here for an example. After you have visited a page for a specific hyperlink, the text turns purple. Also called: jump, link, hypertext, hot spot, hot link, or shortcut
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Icon	A graphical representation of an object that a user can select and open, such as a folder, document, or program. Examples: My Computer, Print See also: Button
Internet	An interconnected system of networks that connects computers around the world via the TCP/IP protocol. Also called: World Wide Web
Internet Address	The address of a web page on the Internet. Also called: URL.
Internet Explorer™	The Microsoft™ application used to browse the Internet (or an internal intranet), which displays HTML based documents and graphics. Tip: WebHelp runs within Microsoft's Internet Explorer™. See also: Browser
IUUAL	Initial Unfunded Unpooled Actual Liability (for MSRS)
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JPEG	Joint Photographics Experts Group. Pronounced JAY-peg. JPEG is a type of graphic used for storing images in some software modules. The JPEG file is recognized by the file name extensions .jpg or .jpeg.
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Key	noun: A number, letter, symbol, or special function key on the computer keyboard. verb: To type or enter data into a field. noun: The field of information that is used to uniquely access records in a file. Example: The Account Number is the key to the Customer Master file. See also: Field, File, Record
Keyboard Shortcuts	Keyboard entries that quickly open or perform certain functions. Also called: hot keys or shortcut keys
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Log On	To launch an NDS software module, which requires your User ID and possibly a password. To gain access to a computer system by entering a name and password or other appropriate commands. This also requires the User Id.
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Menu Bar	Contains multiple menus that "drop-down" when you click the menu name. The Menu Bar is usually located near the top of the window, below the Title Bar. Menu Examples: Files, View, Images, Windows See also: Status Bar, Taskbar, Title Bar, Toolbar
Module	A module is a group of programs within an application that work together within a specific business area. Examples: Edifice module: Utility Billing Workbench Invision modules: Payroll Workbench, Assessing Workbench, Cash Receipts Workbench See also: Application
MSR, MSRS	The Maine State Retirement System (MSRS) is an independent public agency of the State of Maine, which administers retirement plans that cover state employees, public school teachers, employees of municipalities and other public entities called participating local districts (PLDs), legislators, and judges. Tip: For more information, refer to www.msrs.org.
MTRS	The Massachusetts Teachers Retirement System is administered by the MTRB (Massachusetts Teachers Retirement Board). Tips: For more information, see.. www.mass.gov/mtrb/ www.mass.gov/mtrb/2members/20active/20retpl.htm#legis RetirementPlus
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Navigation Pane	The Navigation Pane is the left side of the WebHelp window and contains tabs for the Table of Contents, Index and Search. Tip: To show and hide the Navigation Pane, click or . See also: Viewing Pane
NDS	Northern Data Systems, Inc.
NDS Desktop	The main screen that contains icons for all of the NDS modules. Tip: The NDS desktop is the window area that includes the Windows® Start button, Taskbar and optional icons for programs. It is usually the area displayed after your computer starts up. See also: Desktop
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Operator Number	A number for each person or group of people used for Sign On security. See also: User ID, User Number
Other Pay	Other Pay includes Vacation Pay, Sick Pay, Holiday Pay, and other special pay. See also: Gross Pay, Regular Earnings, Overtime Pay
Overtime Pay	Overtime Pay includes payment to hourly or salaried employees for overtime. See also: Gross Pay, Regular Earnings, Other Pay
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Panel	An area within a window, which usually can not be resized or moved. See also: Window, Tab
Pay	Pay is usually synonymous with Earnings and includes Gross Pay, Regular Earnings, Overtime Pay, and Other Pay.
Pay Period (Payroll Period)	A general term that refers to the cycle in which an employee is paid. Many employees are paid weekly, some biweekly, and others monthly. You can assign the number of Pay Periods per Year to each Run Code during Number of Pay Periods Table Maintenance (WKn). Tip: MSRS retirement programs use the Expected Pay Pds per Year field maintained during Employee Master Maintenance - Employee Retirement Fields Area.
Permanent Pay	Permanent Pay refers to a time-saving feature to maintain payroll information for employees whose pay is basically the same from one pay period to the next. For example, you can enter payroll information for salaried employees using Permanent Payroll Check Entry once, and then automatically load the data for many employees at once during each Payroll Run using Permanent Pay Transfer. You can also use it for hourly employees with relatively stable information. You will have the opportunity to make corrections during Payroll Check Entry.
PLD	A Participating Local District in the Maine State Retirement System (MSRS).
Pop-Up	A help topic that appears in a smaller window on top of an existing topic, when you click the hyperlink for the pop-up. It is usually used for additional information, such as a field definition. Tip: To close a pop-up, simply click once anywhere on the screen. Also called: Popup
Position	To move the pointer to a particular location on the screen.
Post	A procedure that processes transactions to update the module's database. Sometimes posts are run daily, weekly, or monthly. Also called: Payroll Post
Positive Pay	Positive pay is a method of check fraud deterrence. The process entails a daily reconcilement of your company's issued checks with the checks presented for payment to the bank. Your company sends a "positive pay" file to the bank. The bank detects checks that fail to match the file and reports the suspect checks to your company for resolution. Tip: The Positive Pay feature is active only if you specify a Positive Pay Format in the Payroll II Tab during Company Control Options.
Prenote	Refers to an electronic transmission test used to confirm the direct deposit conditions for an employee. Most banks require test transmissions for two weeks after setting up or changing direct deposit conditions. The Prenote Date controls the testing period and the PRE-NOTE Table controls the action directed by the Prenote Code, which is a type of Direct Deposit Transaction Code. See also: Send Code
Process	A program function that performs operations that require only minimal interaction with the user. A process may take several minutes when accessing large files. Tip: You can monitor the progress of a process using Process Control Options.
Prompt	The statements or questions that appear on the screen as the system runs. Example: The Printing Options dialog box prompts for the printer identification number. See also: Dialog Box
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Quick Launch Toolbar	Contains buttons for launching various programs. It usually appears next to the Windows® Start button. See also: Desktop, Taskbar, System Tray
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Record	A group of related fields within a file. Tip: Spreadsheet programs, such as Microsoft Excel™, often refer to records as rows. Example: Account Number, Customer Name, and Owner Name are fields within the Customer Master record. There is a unique Customer Master record for each customer in the Customer Master file. See also: Field, File, Key
Regular Earnings	Regular earnings (also called regular pay) exclude Overtime Pay and Other Pay. See also: Gross Pay
RetirementPlus	A retirement plan that is part of the MTRS (applicable only to Massachusetts). Under RetirementPlus, retirement benefits for eligible and participating members are increased by 2% for each full year of creditable service in excess of 24 years, up to the statutory maximum of 80%. The contribution rate for RetirementPlus participants is a flat 11%. Tips: For more information, see... www.mass.gov/mtrb/ www.mass.gov/mtrb/2members/20active/20retpl.htm#legis
Right-Click	To press the right mouse button once, usually to display a shortcut menu. See also: Click and Double-Click
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Screen	The entire monitor screen that contains the Windows® desktop, Start button, Quick Launch Toolbar, and Taskbar. Tip: For a description of all of the parts of a screen, see Window Terminology. See also: Window, Panel
Scroll	To view information that does not currently fit in the displayed window by rolling up, down, left, or right. Methods: Click on the arrow at either end of the vertical or horizontal scroll bar. Or, drag the scroll button on the scroll bar. Or, rotate the scroll wheel on a specially equipped mouse device.
Search	A utility used to locate records within a file.
Select	To position the pointer over an item and click it by pressing the mouse button.
Send Code	A Send Code, which is a type of Direct Deposit Transaction Code, is the deposit or charge code for a direct deposit transaction. See also: Prenote
Shortcut Menu	Displays a popup menu when you click the right mouse button (right-click).
Sick Pay	Sick Pay, a type of Other Pay, is identified by Other Pay Type 2 - Sick.
Status Bar	Displays informational and error messages about the current function. The Status Bar appears at the bottom of the module window. See also: Menu Bar, Taskbar, Title Bar, Toolbar
Stipend	A fixed and regular payment, such as a salary for services rendered or an allowance.
SUTA	State Unemployment Tax Act.
System Parameters	Fields that can be set to customize the operation of the module for your office. System parameters are set during installation; however, these features can be changed by your System Administrator as required.
System Tray	An area of the Taskbar that contains the clock and icons with information about special active functions. See also: Taskbar, Quick Launch Toolbar
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Tab	A clickable projection that looks like a file folder tab. Allows you to change the panel displayed within a window. See also: Window, Panel
Taskbar	Displays buttons that represent windows for programs that are currently running. Tips: The Taskbar usually appears at the bottom of the NDS desktop, next to the Windows® Start button. Your computer may be configured to hide the Taskbar when not in use. See also: Menu Bar, Status Bar, Title Bar, Toolbar, System Tray
Title Bar	Appears at the top of a window and usually displays the program or function name. Tip: In the main module window, the Menu Bar and Button Bar appear below the Title Bar. See also: Menu Bar, Status Bar, Taskbar, Toolbar
Tool Tips	A level of help that displays a single-line description when the pointer hovers over a field or button. See also: WebHelp, Cue Cards, Field-Level Help, Form-Level Help, Context-Sensitive Help
Toolbar	Appears near the top of the Internet Explorer window and contains a group of buttons for functions commonly used within the module. The Toolbar is usually located below the Menu Bar, which is near the top of the window. See also: Menu Bar, Status Bar, Taskbar, Title Bar Example Buttons on the Toolbar: Save , Search , and Clear .
Type	To press a key or series of keys on the keyboard. To enter data.
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UCI	Unemployment Compensation Insurance
URL	Uniform Resource Locator. The address of a web page on the Internet. Also called: Internet address, website address, HTTP address
User ID	The code that you enter when you log onto the NDS software. Each person has a unique User ID. See also: User Number, Operator Number
User Number	A unique number automatically associated with each User ID. The User Number is stored in some files, displayed in some windows, and printed on some reports. See also: User ID, Operator Number
User Profile	A special file that contains several preset parameters for a user, including their NDS User ID, User Number, default printers, passwords, and other module-specific information. Tip: For more information, contact NDS Technical Support.
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Vacation Pay	Vacation Pay, a type of Other Pay, is identified by Other Pay Type 3 - Vacation.
Viewing Pane	The right side of the WebHelp window containing the topic of information. See also: Navigation Pane
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W/H (or WH)	Withholding amount (of taxes or deductions).
W-2 Form	Wage and Tax Statement. Tip: For more information about forms, refer to www.irs.gov.
WebHelp	An online Help system that operates within an Internet browser application such as Internet Explorer™. Also called: Web Manual, WebHelp (two words) See also: Help, Cue Cards, Tool Tips, Field-Level Help, Form-Level Help, Context-Sensitive Help
Window	A bordered area within a screen that can be resized and closed independently of other windows on the screen. Tip: For a description of all of the parts of a window, see Window Terminology. See also: Screen, Panel, Tab
Windows®	A Microsoft operating system.
Wizard	An interactive assistance routine that guides the user through a complex task. Wizards are often implemented as a sequence of prompts through which the user can move forward and backward, filling in the details required. Example: Wizard Button
WWW	World Wide Web. Another name for the Internet.
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XML	Extensible Markup Language, a subset of SGML that is even richer than HTML. XML provides the easy interchange of documents on the Internet. Tip: Certain reports have the option to generate the data in XML format to provide flexibility for formatting the report.