Resources

Payroll Timecard Form

Use this form to submit time entries or corrections greater than 30 days old (retroactive time) or to submit hours for a dual position that cannot be clocked in Workday. 

For Retroactive Time Corrections

Payroll Accounting Adjustment Request Form Example.  See actual form here: https://uvafinance.virginia.edu/resources/paa-request-form 

Payroll Accounting Adjustment Request Form.  See example here: https://uvafinance.virginia.edu/resources/paa-request-form-example 

Labor Level Codes are essentially the passthrough 8x/9x MC-Cost Centers that the Medical Center uses in Kronos. You can use the FDM for Medical Center Passthrough Cost Centers report to search for the Grant number provided and see what the Cost Center code is. If a Passthrough Cost Center does not yet exist for a particular driver (Designated, Project, Gift, or Grant), a request to have one created can be made through the Medical Center Passthrough Cost Center Template Form.

This error may occur when the Costing Allocation start date is before the Position start date. To resolve this, make sure that the Costing Allocation start date is on or after the Position start date.  

Another solution may be to leave the Costing Company blank if you aren’t charging payroll outside the Rector and Visitors company. When left blank, Workday will default to charge the Company that the Worker’s Position is assigned to (in HCM). 

Question: An employee has two hourly positions, one in one cost center and one in another. Her Worker Position costing allocation is set up with a 70%-30% split between the two cost centers, each with the appropriate FDM string. It has been agreed that any overtime pay will be charged to the secondary department worktags. How should this be set up? 

Spend Categories = Federal Tax Withholding (SC0722) 

State & Local Tax Withholding (SC0723) 

Employee FICA Tax Withholding (SC0724) 

Employer FICA Tax Withholding (SC0725) 

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.    

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. 

Check your level of security - if they are outside of your Cost Center or Cost Center Hierarchy, you would need Security Access at the Company level to process their PAA. 

Why is Worker Position - Period Activity taking precedence over the costing allocation I had set up?

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.

This Quick Reference Guide (QRG) is designed to walk Payroll Costing Managers through the task of assigning a Worker Position Earning costing allocation for the Temp Service Fee when required. The Temp Service Fee cannot be allocated to a federal grant. When a Temp Worker’s wages are being costed to a federal grant, a separate Worker Position Earning costing allocation must be created so the fee can be charged to other worktags.

This Quick Reference Guide (QRG) is designed to walk a Payroll Accounting Adjustment Specialist through the steps to find and edit a Historical Payroll Accounting Adjustment in Workday. By the end of this QRG, users will be able to successfully find and make edits to an existing historical PAA that you saved for later.

Use this spreadsheet to determine the amount of Fringe based on Fiscal Year and Expenditure Type.