This new process replaces the manual Payroll Action Form (PAF), currently used to update payroll Worktags. A Costing Allocation is assigning an employee’s payroll to a certain expense account (the Worktag).
This process works for current and future pay periods and cannot be used:
- to update prior payroll expenses
- for Adjunct employees
- for graduate student updates
- students with stipend-paid positions
Financial Managers will now approve these changes in Workday. Approval requests will route via a task in Workday. If you need to make a change to a Costing Allocation for previous pay periods, you submit a Payroll Reallocation form in TDX.
Depending on the employee’s record, you will be working from one of two “levels.” Navigate to the employee’s profile in Workday. The employee may have multiple positions listed under their name. If they do, make sure you are on the desired position record before navigating to Pay and Costing Allocations.
Click Pay in the menu, then the Costing Allocations tab to view the current Costing Allocation setup.
The next step is determined by which Costing Allocation Level you see on this screen. Skip to the relevant section below based on which Costing Allocation Level you see.
Position Restriction Level
Worker Position Level
Position and Worker Level: Contact MAPS for further assistance
Position Restriction Level:
- Left click on the (…) next to the position number in the Position Restrictions section of the Costing Allocation.
- Navigate to Payroll in the menu, then click Assign Costing Allocation
- The position information will auto populate in the Position Restrictions Costing section.
- Enter the effective date for the change, then click OK.
Follow steps 5-10 below, which are the same for both levels.
Worker Position Level:
- Click “Maintain” under the Costing Allocations tab.
- The “Worker” and “Position” fields will auto populate in the Worker Costing section. If the employee has multiple positions, click the three lines to the right of the position (looks like a hamburger) to review the list of Current Positions to select from.
- Enter the effective date of the Costing Allocation.
- Click OK.
Follow steps 5-10 below, which are the same for both levels.
The current costing allocation information will display. We want to keep this Allocation and not remove or delete it. Therefore, we will only add or adjust the end date for the current Allocation. Enter the end date as the day before the new Costing Allocation will begin.
Now, we are ready to add the new Costing Allocation. You have two options for adding a new one:
- If you want to copy the current Worktag information to the new Allocation as a starting point, check the box next to Copy Costing Allocation. This is helpful if there are multiple Worktags listed and you only need to update one or two.
Now, we are ready to add the new Costing Allocation. You have two options for adding a new one:
If you want to copy the current Worktag information to the new Allocation as a starting point, check the box next to Copy Costing Allocation. This is helpful if there are multiple Worktags listed and you only need to update one or two.
- Click the Add button to add a new blank Costing Allocation.
- The start date will auto populate, but you can edit it. If they are a fixed term employee (labeled “Temporary”, “Student”, or “Research”), you should edit the end date to match the “End Employment Date” listed under their job details on their record.
- It’s optional, but you can add any documents you deem necessary to support this change for historical purposes. Click the down arrow next to Costing Allocation Attachments.
- Add only one Worktag per line of the Costing Allocation.
- If you anticipate using multiple Worktags for this employee’s payroll, you can click on the + and – buttons in the Worktag section to add or remove lines from the new Costing Allocation section. Just make sure the total distribution percent adds up to 100%.
- Click Submit.
What’s Next in the Process?
The Costing Allocation will go through an approval process from the Worktag Fund Managers or Budget team. If the Worktag has multiple Fund Managers, all of them will be assigned approval tasks. All Worktags within the start and end date sections shown on the Costing Allocation will generate approval tasks and will not update the employee’s record until all approvals are completed.