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If the start date that was selected in the Add Job business process is not a Monday (Academic Division/Wise) or Sunday (MC or UPG), the costing allocation may hit default account for days prior to the position start date and need to be adjusted.

To verify the Start Date for a position, look up the employee in Workday, then select Job from the blue menu on the left. Clicking on the Jobs tab will display each Position and the Start Date:

This appears for a Medical Center employee or position is funded by Academic or UPG FDM strings. The forward accruals functionality is used by the Medical Center to estimate payroll costs through the end of a financial reporting period, but while these expenses may appear as part of month-end close, they are reversed out with an accounting date of the 1^st of the next fiscal period. 

There are two ways to do this:

1) From your inbox task:

a. Find the Revise Costing Allocation task in your My Tasks inbox, then click on the gear icon in the upper right corner.

b. Select “Delete Incomplete”

               c. Click OK to confirm that you want to delete the incomplete business process.

When a One-Time Payment is initiated from an offer or hire business process, you will need to manually enter a Worker Position Earning costing allocation (unlike other One-Time payments that route to your inbox for you to enter the costing into the One-Time Payment itself).  Follow the instructions for entering a Worker Position Earning costing allocation.

Certain costing allocation business processes will trigger a To Do task to appear in your My Tasks inbox (Ex. Assign Worker Position Earning Costing Allocation for FWS Overage).  When you complete that task, the inbox message does not automatically disappear from your inbox.  You need to manually clear it out of your inbox by clicking Submit within the task message.  

Workday follows a costing allocation hierarchy.  If an employee is receiving pay through a Period Activity Pay, this takes precedence over any other costing allocations that may be set up for that worker (Ex.

Since the Payroll Actuals and Fringe Benefits associated with the 05/25/2023 - 06/24/2023 Academic Monthly pay period post in the July fiscal period, Workday considers the related obligations to still be in place at FY23 year-end (e.g., as of 6/30/2023) and are therefore liquidated in the new fiscal year (FY24).   

If you want to exclude the liquidation journals from your FY24 obligation numbers, be sure to filter your report by budget date and ensure the start date being used on the prompt is AFTER 6/24/2023. 

Workday evaluates the pay period end date on a payroll result to determine the fringe rate to apply as part of a fringe benefit journal.   

Example – 05/25/2023 - 06/24/2023 Academic Monthly 

Fiscal Period Posting = Jul - FY2023-2024 

Fringe Rate Applied = FY2022-2023 (because the pay period end date is 6/24/2023, which is in FY2022-2023) 

This behavior is similar to Oracle where the expenditure item date (which was typically the pay period end date) was used to determine the fringe rate to apply during the burdening process. 

This is a nuanced way Workday pulls the data.  It replaces the Created By user with the Approver once that step has been completed in the Business Process.  If you want to find out who initiated the Payroll Accounting Adjustment, the better way of finding that information is by finding the Payroll Accounting Adjustment in the worker history and then navigating to the process tab.  This is detailed in this Quick Reference Guide: https://uvafinance.virginia.edu/resour

When Workday posts payroll liabilities for a dually/cross-company employed Worker, the accounting “inherits” the Cost Center from the Worker’s primary position, even if the payroll result and company on the pay result is associated with their additional job.  

Example: 

• Primary Position --> P465392 Undergraduate Student --> Assigned to R&V Company, ACD Bi-weekly Pay Group, and CC0221 BU-BK-Central Grounds Cost Center. 

When a PAA is processed, fringe “follows” the updated distribution for the pay period, but when the reallocation of fringe benefits occurs, Workday reverses the entire original fringe journal and recalculates, even if the worktag combination was not used in the most recent PAA for salaries/wages.   

No, unfortunately the system does not allow you to pull back a Payroll Accounting Adjustment once you’ve submitted it. You will need to reach out to the person it has routed to and ask them to cancel it or send it back.   

You can find out who has it by looking at the Process details of the Payroll Accounting Adjustment (reference this QRG).  

Most likely, this is due to a Period Activity Pay (PAP) that was rescinded.  

• If the PAP had a costing override, there is currently a functionality gap in Workday that ignores the costing override and instead costs to the active Worker Position costing allocation in place at the time the credit is being processed.    

This QRG is designed to walk users through pulling a report that will show them all payroll journal lines that hit the “suspense account” set up for their cost center.

No, unfortunately, the system does not allow you to pull back a Payroll Accounting Adjustment once you’ve submitted it. You will need to reach out to the person it has routed to and ask them to cancel it or send it back.

You can find out who has it by looking at the Process details of the Payroll Accounting Adjustment (reference this QRG).

Most likely, this is due to a Period Activity Pay (PAP) that was rescinded.

How do I clear obligations?

Most likely these are related to a taxable gift.  To verify, you can run the Details for Account Certification report for the impacted worktags and find transactions that originally posted to Spend Category: Employee Recognition Awards Cash & Non Cash taxable (SC0564). These amounts are often related to gift cards that are taxable to employees and therefore, the expenses are assessed the wage fringe rate.  This does not occur until month-end close, which is why you’re seeing it now on your Account Certification.

If the start date that was selected in the Add Job business process is not a Monday (Academic Division/Wise) or Sunday (MC or UPG), the costing allocation may hit default account for days prior to the position start date and need to be adjusted.

This appears for a Medical Center employee or position is funded by Academic or UPG FDM strings. The forward accruals functionality is used by the Medical Center to estimate payroll costs through the end of a financial reporting period, but while these expenses may appear as part of month-end close, they are reversed out with an accounting date of the 1^st of the next fiscal period.