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).

*Tableau will not be updated after 7/1/2025. More information to come.

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

Costing Allocations Webinar

Prerequisites

- - Workday Fundamentals: Workday for All Employees
  - Workday Fundamentals: Finance Core Concepts

How

SMPH Workday Pre-Transaction Process

- SMPH Payroll Cost Allocation for New Hire and Changes

Core Workday Job-Aids

- Assign Costing Allocation
- To enter multiple entries, follow: Assign Costing Allocation Spreadsheet EIB Template (FIN) (Workday job aid)
  - FIN EIB Assign Costing Allocation Template (Excel)

*Note: If payroll includes grant worktag, the payroll allocation end date should be set to the earliest grant end date. To determine expiring grant costing allocations, run Worker's with Expiring Grant Cost Allocations (UW) report in Workday.