Update a Costing Allocation as Part of a Job Change

The Assign Costing task will generate for Fixed Term employees as part of the Job Change process. A Costing Allocation is assigning an employee’s payroll to a certain expense account (the Worktag). Please follow these steps to update the costing allocation for current and future dated changes.

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.
 

This is what the task will look like in your Workday inbox:

1. From the drop-down options for the Costing Allocation Level, choose “Worker and Position”.

2. 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:

3. 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.

4. Click Add to add a new blank Costing Allocation.

5. 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.

6. 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.

7. Add only one Worktag per line of the Costing Allocation.

7. 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%.

7. 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.