Cost Transfers using Workday

Cost transfers in Workday follow UW-Madison policy UW-4013 (https://policy.wisc.edu/library/UW-4013)  and fall into one of the categories below.  Additional guidance and job aids are available through CALS Business Services:  https://admin.cals.wisc.edu/offices/business-services/accounting/  and  https://businessservices.wisc.edu/accounting/workday-financial-accounting-and-pre-workday-historical-reporting/

Types of Cost Transfers

• Pre-Workday Payroll Accounting Adjustment (PWPAA):  Salary cost transfer from WISER to Workday.
• Pre-Workday Journal:  Non-salary cost transfer or internal services transfer from WISER to Workday.
• Payroll Accounting Adjustment (PAA):  Salary cost transfer in Workday. https://kb.wisconsin.edu/workday/internal/144684
• Accounting Adjustment:  Non-salary cost transfer in Workday for paid supplier invoice, paid supplier invoice adjustment, paid expense report, or paid p-card transaction. https://kb.wisconsin.edu/workday/internal/148639
• Manual Journal:  Non-salary cost transfer in Workday involving split funding transfer, updates to spend categories on an ER / p-card transaction, or other transfer that does not qualify as an accounting adjustment.   https://kb.wisconsin.edu/workday/internal/144752

A decision tool is available to help determine the correct transfer type:  https://uwmadison.app.box.com/s/3lvoml8appi2b6inahk63zrgrwv2vslr

Workday FDM Mapping Tool

Use the FDM Mapping Tool to find pre-Workday accounting values https://fdmmapping.atp.wisconsin.edu/:

Crosswalk: Converts between Workday worktags and WISER project, fund, and function.

Account Mapping: Converts WISER account numbers to Workday Ledger Accounts and Spend Categories.

Pre-Workday Payroll Accounting Adjustment (PWPAA)

• Instructions  https://uwmadison.app.box.com/s/chntp8lp726p55enjya5rmd6uwk375w9 and https://uwmadison.app.box.com/s/56mpngzmefh77zvug7ptvd0cw2mm1g0d
• EIB template  https://uwmadison.app.box.com/s/08754iythhqxotkzmpf4u4ljwzeez91a
• Pre-Workday payroll adjustment memo  https://uwmadison.app.box.com/s/uvppiloq634xxdtx8csuuxrrwxts7i85
• Over 90-day pre-Workday PAA questionnaire  https://uwmadison.app.box.com/s/iegalxecvsnmj71583bsrqfictgh6i8x

Pre-Workday Journal

• Instructions  https://uwmadison.app.box.com/s/9vr6a448pbc7vnuvgpc8enyy0tcmm03j
• No EIB template is needed (this is a change from the original process)
• No adjustment memo is needed
• Over 90-day non-salary accounting journal questionnaire  https://uwmadison.app.box.com/s/ibnqdpydk3pramqhjlqd09xv5gm3ko76

Submitting the Transfer

• Pre-Workday Payroll Accounting Adjustment – submit all forms and documents to Tissa Jojo Thottan atissajojo.thottan@wisc.edu in the CALS Finance Office
• Pre‑Workday Journal: Attach the over‑90‑day questionnaire (if applicable), expense documentation, and WISER accounting documentation to the Workday Journal, then submit.
• PAA: After submitting the PAA in Workday, the appropriate under/over‑90‑day questionnaire will automatically follow.
• Manual Journal – once submitted in Workday, the questionnaire may or may not follow, depending on the funding source.

*  All transfers involving FD0142, FD0144, and most FD0133 funds require documentation of non-salary expenses to be attached to the business process.

Approval Process

The approval timeline varies; typically, two weeks to several months, especially when grants are involved.

• Business Process Transaction Details (UW) Report will provide information on the status of PAA’s  (pre-Workday PAA’s will take days to weeks to show up in the report, because information needs to be manually entered into Workday)
• Find Journals Report will provide information on the status of manual journals.

Process & Workflow Changes

Workday cost transfer processes continue to evolve. If you encounter issues or unexpected steps, consult the UW System Workday KB website for the most current workflow guidance https://kb.wisconsin.edu/workday/internal/topics.php  .