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Administrator Guide
Last Updated: 2025-09-19
Steps: Set Up Approval Routing for Costing

Steps: Set Up Approval Routing for Costing

Security:
Set Up: Payroll
 domain in Core Payroll functional area.
You can configure the
Assign Costing Allocation
 business process to route cost allocation approval requests to:
  • Administrative security groups, such as HR administrators and partners.
  • Selected role-based (constrained) security groups, such as cost center managers and fund managers.
When an allocation requires approval from a role-based security group, Workday notifies the role, such as cost center managers in the proposed organizations. If you allocate costs to multiple organizations that have the same manager, Workday sends 1 approval request to that manager. When cost allocations change, the approval request goes to the roles in all proposed organizations.
Example: You allocate costs for a position evenly between cost center 1 and cost center 2. When you update these costing allocations and split them between cost centers 1 and 3, the managers of cost centers 1 and 3 receive an approval request.
  1. On the
    Assign Costing Allocation
     business process, add security groups to either the:
    • Approve
       action.
    • Review Costing Allocation Event Review Start
       action step.
  2. Edit Business Processes.
    Add security groups to either of these steps on the
    Assign Costing Allocation
     business process:
    • Approve
    • Review Costing Allocation Event Review Start
    1. Add the
      Complete Questionnaire
       step to the
      Assign Costing Allocation
       business process using the
      Edit Business Process
       task. Workday recommends that you attach only 1 questionnaire.
    2. (Optional) For Payroll for the U.S., make the questionnaire response viewable in the approval step. See: View Questionnaire Responses in Approval Steps.
    3. Add security groups on the approval or review steps of the
      Assign Costing Allocation
       business process to the
      Questionnaire Results
       domain.
You configure the
Assign Costing Allocation
 business process to route approval requests to HR administrators and fund managers:
  • 34% to fund 001 (the default fund)
  • 33% to fund 002 (entered as a costing override)
  • 33% to fund 003 (entered as a costing override)
When each fund has a different manager, Workday sends an approval notification to each of the 3 fund managers and to every HR administrator. However, if 1 person manages both funds 002 and 003, they would receive only 1 approval request.
If you update the allocations for funds 002 and 003 to 40% and 26% respectively, Workday notifies the managers for all 3 funds. If you later update the allocations to 0% for fund 001, 50% for fund 002 and 50% to fund 003, Workday notifies only the managers of funds 002 and 003.