Workday Costing Allocation

COSTING ALLOCATION = FUNDING SOURCE

In Workday, what's being allocated is funding (in this case, research funding) that is meant to cover salary (or other types of income) for a person who is working/employed on a particular project. 

Processing initial costing allocation details or changes to existing costing allocations are tasks that can have enormous repercussions if handled incorrectly.

• The Workday system doesn't communicate efficiently with the university's central computing unit, and there are no audits built in to prevent some of the common mistakes.
   

When a Business Process includes the Costing Allocation component as part of the process, a directive appears prior to advancing to the Costing Allocation section to help clarify the required details. It is important that you are fully trained and understand all the details contained in this message before creating any action related to Costing Allocation. 

If you are new to Workday, or don't hold the roles that grant you access to this process, then the message below is being shared with you just for exposure to the process, so you can see what's involved. The details in this directive are included in COLA's Costing Allocation form that folks use to request changes to funding sources. 

Workday's costing allocation message:

PLEASE READ BEFORE PROCEEDING:

Only make changes to costing allocations in consultation with the appropriate Cost Center Manager(s).

• Use the Include Existing Allocations date range, as needed, to expand or decrease the costing segments that will appear in the business process.

  • From defaults to effective date of the main process. Remove or update the date ranges if prior dated costing segments need to be edited.

  • Enter appropriate Start Date and End Date, if applicable, of each costing allocation segment. Enter an End Date and start a new segment if costing should not change prior to the effective date of the BP.

• Worker and Position level is used for base pay costing. This is directly related to compensation plans, such as Academic Salary, Hourly, and Salary.

• Worker, Position, and Earning should only be used by the Cost Center Manager via the stand-alone Assign Costing Allocation business process.

Reference the Assign Costing Allocation as Subprocess for more detailed instructions.

Event Details

• Event: Costing Allocation for Data Change: Bxxxx Dxxxx (bxx4xx)
• Effective Date: 12/01/2023

Include Existing Allocations

• From: 12/01/2023

• To: MM/DD/YYYY
  (Refresh Costing Allocation Data)

Costing Allocation Details

• Costing Allocation Level

  select one (Worker, Position, and Earning or Worker and Position)

  • Select Worker and Position

  • Upon selecting the Costing Allocation Level, the Costing Allocation interface will appear.

• Earning (Empty)
  (Add button)
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