The Workday Team presents the second edition of the Workday newsletter especially for Cost Center Managers. Please read for details about current enhancements to tools to assist with review of transactions and monitoring costing allocations and for a heads up on items in development.
In This Special Edition:
- Reminder and General Guidance
- All Positions Costing Allocations – RPT0433
- Cost Center Manager Review and Approval Guide
- Cost Center Manager Virtual Lab, Jan. 31st at 2:00 pm
- Give Us Your Feedback!
Reminder and General Guidance
TAs, AIs, and GRAs are a high risk population for costing allocation gaps to occur as they switch between job profiles and transfer to new managers from semester to semester. When these workers’ job profiles are changed or when they are moved to a new manager using the Change Job business process, the tendency is to input costing that starts with the effective date of the Change Job transaction while overlooking the need to ensure that the costing allocation for the previous position is retained. This creates gaps in funding for the worker position and results in charges to the stopgap account.
For example, a student starts a new TA position under one manager in the fall so the costing allocation start date matches the position start date. However, when our student moves to another manager in the Spring, their costing allocations should still include the funding sources and distribution for the fall semester as well as a new added costing allocation segment if the funding sources and/or distribution has changed. See Cost Center Manager Review & Approval Guide for review and approval checklist for Change Job.
All Positions Costing Allocations – RPT0433
What’s New:
New prompts “Date Range Start” and “Date Range End” have been added to allow report to show past, present and future costing allocation segments.
New prompt “Cost Center Hierarchy Level 2” has been added to facilitate filtering report results for multiple cost centers.
New fields “Position End Employment Date” for fixed term employees, “Position Vacate Date” for former employees and “Position Pay Rate Type” to quickly differentiate workers in Hourly, Salary, No Base Pay and No Pay Job Profiles.
How it Works:
This report should help identify when costing allocations need to be updated.
- Compare Position Start Date with Costing Allocation Start Date for the Worker Position level to identify gaps where a funding source is not identified for hours worked.
- Compare End Employment Date with Costing Allocation End Date.Best practice is to maintain the last costing allocation segment for a worker position as open ended, i.e. no end date.
- Prioritize costing allocation updates and corrections based on population, i.e. employees with a FTE greater than 0% and are being paid in the next payroll.
Cost Center Manager Review and Approval Guide
What’s New:
Additional detail provided for the review and approval of Change Job transactions. Emphasis on fields to focus on and indicators of potential errors in checklist.
New screen shots for Change Job approval as reference to navigate to priority information in the consolidation approval step.
Cost Center Manager Virtual Lab, Jan. 31st at 2:00pm
This Virtual Lab is targeted to Cost Center Managers and will focus on interpreting the All Positions Costing Allocations report RPT033 data and how it can be used to identify and resolve funding gaps prior to payroll runs.
Attend online via Zoom at https://utexas.zoom.us/j/902879855
Under Development:
- Dashboard: Job Costing
- Reports: Changes over time for compensation and costing
Related Materials/Information:
Cost Center Manager Review & Approval Guide
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Give Us Your Feedback – Email workday@austin.utexas.edu with any suggestions for improvement, newsletter topics, or general feedback.