UBI 2.0 Payroll Apps (QRG)

Updated March 5, 2025

Overview

This QRG provides employees with the EDW_P_Finance role with information for using the Workday Payroll Costing Allocations and Workday Ledger Details apps. These apps are part of the UBI 2.0 roll out implemented to streamline and enhance UBI finance reporting.

The apps can be accessed via the UBI Portal (recommended) or Qlik Sense® Hub.

Table of Contents

Workday Costing Allocations - View Costing Allocations .........................................................

Workday Costing Allocations - Find Uncosted or Suspense Costing Allocations ....................

Workday Payroll Ledger Details - View Actuals and Obligations ............................................

Workday Payroll Ledger Details - View Actuals Distribution Analysis .....................................

Workday Costing Allocations - View Costing Allocations

The Workday Payroll Costing Allocations app provides information about costing allocations including the costing start and end date, the total base and annualized salary, and distribution percent.

When you open the Workday Payroll Costing Allocations app, it defaults to the Payroll Costing by Employee sheet.

1. You can filter by the Employee's primary (home cost center) or any cost centers they have been costed to.

   • Select Employee's Org and select by the employee's MBU, department, or primary cost center name.

     OR

   • Select Costing Org and select by MBU, department, or cost center.

2. Select any additional filters as needed.

   For example, to see historical costing allocations, select H in the Current/History/Future field.

3. Review the information in the table. Be sure to scroll to the right to see all of the columns.

   The End Date for past costing allocations or those ending in less than 60 days will display highlighted in yellow.

Note: Hover your mouse over the table to display the space bar. Scroll to the right to see more fields including the worktags and salary information.

4. Select any filters from within the table, as needed, to drill down on specific data. Select the value directly in the table or select the magnifying glass icon to search for the value and then select it.

Note: When there is more than one costing allocation for an employee, use the Per Pay Period Distribution and Annualized Distribution Amt columns to see how much money will hit the associated worktags. Use the Distribution Percent to view the percentages by worktags.

5. Select a specific Employee and Earning Name to populate the visualizations at the top right of the sheet.

6. Click the Select Employee, Goto Actuals button to jump directly to that employee in the Workday Payroll Ledger Details app. The Workday Payroll Ledger Details app will open to that specific employee, allowing you to move seamlessly between the two apps.

Workday Payroll Costing Allocations - Find Uncosted or Suspense Costing Allocations 

The Employees with Uncosted or Suspense Costing Allocations sheet is your one-stop option to identify employees whose costing needs to be updated because they are missing a costing allocation or they are set to go to suspense.

Find Expired Costing Allocations (Uncosted)

From the Workday Payroll Costing Allocations app:

1. Select the Uncosted/Suspense button.

2. Select the Set "No Costing" Filters button.

Note: If desired, you can select the  Employee’s Org or Costing Org filters on the Payroll Costing by Employee – All Worktags sheet first to filter the report.  If there are no retired costing allocations for the selected filters, then no data will display when you select the Set “No Costing” filters button. 

3. The table updates with a list of employees with missing/retired costing allocations.

4. Select the Clear "No Costing" Filters button to clear the table.

Find Suspense Costing Allocations

From the Workday Payroll Costing Allocations app:

1. Select the Uncosted/Suspense button.

Note: If desired, you can select the Employee's Org or Costing Org filters on the Payroll Costing by Employee - All Worktags sheet first to filter the report.

2. Select the Set "Suspense" Filters button.

   The table updates with a list of employees assigned to a suspense program worktag. Be sure to scroll to the right to see all of the data in the table. 

Note: Right-click on the table and select Full Screen to view the table in full screen mode.

3. Filter the table as needed by selecting values directly in the table or searching from the Column headers.
4. Select the Clear "Suspense" Filter button to clear the table.

Workday Payroll Ledger Details - View Actuals and Obligations

The Workday Payroll Ledger Details app shows you payroll actuals data since the inception of Workday. Obligations data is included for the current fiscal year. Obligations for the next fiscal year are coming as a future enhancement. 

Note: This app provides enhanced data visibility for School of Medicine users. They will be able to access expanded UPG data for employees with both ACD and UPG positions. Salary over the cap reporting is also available from this app.

1. Open the Workday Payroll Ledger Details app.
2. Select the Payroll Actuals and Obligations by Pay End Date sheet.

3. The sheet opens on the Help Info tab.

Note: The Pay Period Start and End Dates open by default to a one-year range.

4. Change the Pay Period range as needed to increase or decrease the time range for viewing the data. You can also remove the Start Date completely to view all available records. 

   In the example below, pay periods between July 1, 2024 and June 30, 2026 will display in the table.

5. Select the Payroll Details tab to display the table.

6. In the Pay Period End Date field, select the specific end dates within the Pay Period time range you want to view, as desired.  If you select an end date outside the Pay Period range, then no data will display.

7. Filter the table as needed by selecting a value directly in the table or searching a column header. Be sure to scroll to the right to view all of the data.
8. Select a specific Employee and/or a Grant to enable the buttons at the top right of the sheet.
   • Click the Select Grant, Goto RAD button to jump directly to the Workday RAD app with the specific grant selected in the app.
   • Click the Select Employee, Goto Costing button to jump directly to the Workday Payroll Costing Allocations app with the specific employee selected in the app.

9. To view the payroll data in a summarized view, select the Summary by Pay Period End Date tab.
10. Expand or collapse the Ledger Accounts (under Totals) as desired.

11. Filter the table as needed using the fields at the top of the table.

    In the example below, Salary Pay - Academic was selected from the Pay Component field.

Workday Payroll Ledger Details - View Actuals Distribution Analysis

The Actuals Distribution Analysis sheet allows you to view and analyze Payroll Actuals and Payroll Accounting Adjustments for one employee at a time for any pay period timeframe. For employees who have multiple costing allocations, you can easily see where the actuals were paid from and the percentage. This report also supports analysis for terminated employees. 

1. Open the Workday Payroll Ledger Details app.
2. Select the Payroll Actuals Distribution Analysis sheet.

3. Select an Employee Name.

   Payroll data for the employee displays in both tables.

4. Select specific Pay Period End Dates or Budget Dates as needed.

5. Expand the data on the left side to view more details.

   In the example below, the employee is being paid by two different costing allocations.

Note: Right-click on the table and select Full Screen to view the table in full screen mode.

6. Filter the report further by the field headers (e.g., select Payroll Accounting Adjustment from the Journal Source field to only see adjustments).