Description of the decision to be made and corresponding recommendation to steering committee on July 26, 2017:

The following, non-costing allocation accounts need to be housed in Workday HCM:

1. Budgetary Funding Account - assigned to the position in HRMS

Recommendation: The Position Restriction costing allocation in Workday should be used to identify the budgetary funding account(s) for unfilled positions that are budgeted.

1. Default Payroll Account - assigned to the position in HRMS

Recommendation:  The default payroll account should be identified* at the supervisory organization level which will cause the account to default in to the position’s organization assignment in Workday. 

*Note:  This field is intended for identification of the default payroll account only and is not intended to be used for payroll processing as it exists in the organization assignment field in Workday.  Workday payroll will only look at this account if costing allocations are missing on job management (JM) workers (position restrictions level of costing allocations doesn’t exist for JM workers), but for position management organizations, the position restrictions level will be used when worker/position and worker/position/earning level costing allocations have expired.

Recommendation:  Require that at least worker/position level costing allocations always carry through to the end of the job/compensation end date for all workers.  This should be enforced centrally and locally through reports in Workday.  A unit’s default payroll account should be used within the costing allocations if funding is fully or partially missing/unavailable. 

1. Incidental Account (i.e. background check account) - assigned to the position in HRMS

Recommendation: The Incidental Account should be assigned via a custom organization on the organization assignments of the position. 

1. Owning unit code – assigned on position in HRMS.  Owning unit code will not exist in Workday in a static field. 

Recommendation: A crosswalk should exist between supervisory organization code in Workday and the department code in the department system.  The department system will tie then tie to a unit code. In some cases, the department system may have an old/out dated department code, which will show up as part of the supervisory organization name. These should be updated prior to Workday go-live.

Concerns/Feedback/Outstanding from subcommittee

Ensure changes to the way campus processes transactions is closely tracked and included in readiness activities.

Timeframe

These account number decisions are fundamental to the remaining bridging decisions and should therefore be made based on the recommendation from the subcommittee presented at the July 26, 2017 steering committee meeting. 

Recommended decision maker

ASMP Steering Committee based on recommendation from ASMP Bridging Subcommittee

Recommended Campus Stakeholders to Engage

ASMP Bridging Team (includes payroll, accounting, budget, sponsored projects)

ASMP Bridging Subcommittee

Important Terms and Definitions:

Costing Allocations:  Workday’s term for funding of a position.  There is no limit to the number of costing allocations that can be entered for a worker in Workday.  For example, an allocation can entered from 7/1/17-12/31/17, from 1/1/18-6/30/18, and so on.  There is no restriction on the granularity of date ranges.  There is no limit to the number of  accounts (i.e. cost centers) that can be used within a given costing allocation as long as the allocation’s account distribution adds up to 100% (e.g. 50%:  account A and 50% account B).  Workday will not allow the entry of costing allocations that do not total 100%.

Costing Allocation Level: In Workday, costing allocation’s level denotes what portion of the employee’s compensation for which the costing allocation will be used.

Levels: 

Worker/Position/Earning:  Workday allows different costing allocation(s) to be assigned to specific earnings.  Examples of earnings are endowed supplements, overtime and shift differential. 

Worker/Position:  All compensation components for an employee will be funded from this level of earning unless a specific earning level costing allocation is denoted for the employee.

Position Restrictions: only exists on budgeted positions and is not referenced for actual salary funding unless costing allocations at the worker/position level are missing.

Costing Hierarchy for Employee Earnings

Organizational Assignment:  Organizational assignments exist independently of costing allocation on all positions.  Organizational assignments are set up when positions are created (or in the case of job management organizations, when employees are hired) and can be maintained at any time by users.  If all three costing allocation levels go unassigned, the cost center assigned to the organization assignment will be used by Workday payroll.   Custom organizations can also be assigned here.  

Examples

Roberta Research Scenario 1 (all three compensation components have different funding):

Note that the salary plan does need a specific worker/position/earning (earning level) costing allocation assigned to it: any compensation component that does not have an earning level costing allocation will use the worker/position level.

Roberta Research Scenario 2 (Only one of the supplements has different funding):

Note that the salary plan AND the faculty salary supplement will use the costing allocations assigned at the worker/position level since only the non-salaried supplement has a costing allocation assigned at the worker/position earning/level (earning level).

Note there is an end date on the non-salaried supplement that is before the end date of the compensation plan indicated on the worker profile.   Unless fixed, for the month of September, the non-salaried supplement will charge to the worker/position level costing allocations. 

Roberta Research Scenario 3 (All compensation components are funded the same):

Note that the salary plan AND the faculty salary supplement will use the costing allocations assigned at the worker/position level since only the non-salaried supplement has a costing allocation assigned at the worker/position earning/level (earning level).

Note there is an end date on Account B.  Since the salary plan and faculty salary supplement do not have end dates on their plans, unless the date is extended or new accounts are added beginning 1/1, 50% of Roberta’s entire compensation will be charged to the funding indicated at the position restrictions level costing allocations.

Action items