UW Payroll Costing Allocation
Definition 
This reference guide shows how to assign payroll funding for a new hire and how to perform an ad hoc payroll funding change for an existing employee. If applicable, cost share associated with non-sponsored funding must be entered concurrently with the costing allocation.
Related Reference Guide(s): N/A
Who
Department/Unit Initiators
-
- Cost Center Accounting Specialist
*There are other initiator roles at the campus level listed within the Assign Costing Allocation Workday job aid.
Department/Unit Approvers
-
- Gift Manager
- Grant Manager
- Project Manager
- Program Manager
- Position Budget Manager
Obtaining Access
If you need any security roles to complete this process, discuss with your next level leader. If approved, reach out to your department/unit’s Workday Role-Based Access Requester.
To check your security role access set up prior to Workday :
- Click on the Employee Lookup tab in Tableau.
- Enter your name in the legal name field (last name, first name).
To find your department/unit’s Workday Role-Based Access Requester:
- Go to your Workday profile and click "Job” in the left navigation menu.
- Click “Support Roles” in the top header.
- In the Assignable Role column, scroll to find the Role-Based Access Requester.
Training
Prerequisites
How
SMPH Standardized Workday Pre-Transaction Process
Core Workday Job Aids
Related Workday Job Aids
Related Reports
-
- SMPH Fiscal Master Report Inventory (Excel) – Filter the Category column to show Payroll.
- If payroll includes a grant worktag, the payroll allocation end date should be set to match the earliest grant end date.
- Note: Prior to payroll calc, it is recommended that you run the following three reports to ensure costing allocations are allocated appropriately.
- Payroll Accounting 360 Report – Run by CCHL7 or CCHL8 to review employees on your placeholder worktag. These employees need to have their Payroll Costing Allocations updated to avoid additional Payroll Accounting Adjustments.
- All Workers Costing Allocations by CCHL, Company, Sup Org or Worker (UW) – Run by CCHL8 to determine which employees have costing allocations expiring soon.
- Workers with Expired or Invalid Costing Allocations (UW) – Run by CCHL7 or CCHL8 to ensure that the grant end date aligns with the costing allocation. This will also review expiring grant costing allocations.
Questions
For help with content questions or technical issues, please visit the ATP in SMPH – How to Get Help section. It includes instructions for submitting tickets and connecting with SMPH subject matter experts or technical support teams.
References
Policies
Guidelines
Forms
-
- FIN EIB Assign Costing Allocation Template (Excel)
- SMPH Payroll Costing Allocation Change Request Form (Smartsheet)
- SMPH Recruitment Intake Form (only for new hires; form owned by HR)