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Administrator Guide
Last Updated: 2025-01-24
Define Cost Allocations for a Worker as Part of a Staffing Event

Define Cost Allocations for a Worker as Part of a Staffing Event

  • Enable worktags for cost allocations. See: Steps: Enable Worktags for Cost Allocations.
  • Add the
    Assign Costing Allocation
     business process as a step in your staffing business processes, such as
    Hire
     or
    Termination
    .
  • Configure the
    Assign Costing Allocation
     business process and security policy in the Core Payroll functional area.
As a step in the hiring process or another staffing event, you can allocate 1 or more worker earnings across:
  • Cost Centers.
  • Projects.
  • Grants.
  • Other organization types and locations.
For Payroll for Canada, the UK, and the U.S., if you enable multiple jobs on your Workday tenant, workers can have cost allocations that differ by position.
The costing hierarchy for employee earnings overrides the cost allocations you specify for an employee's earnings or their position.
  1. When you receive an automated notice requesting you to assign costing allocations to a worker as part of the hiring process or staffing event, select:
    Option
    Description
    Include Existing Allocations
    Revise the cost allocations using the
    From
     and
    To
     date filters and reload the data using
    Refresh Costing Allocation
    .
    By default, the
    From
     field is the current date.
    Costing Allocation Level
    Identify which earnings to allocate:
    • Worker
      : all the worker's earnings
    • Worker, Position, and Earning
      : a selected earning for the worker's position
    • Worker and Earning
      : a selected earning for the worker
    • Worker and Position
      : all earnings for the worker's position
    Earning
    When the
    Costing Allocation Level
     is
    Worker, Position, and Earning
     or
    Worker and Earning
    , select from all earnings or the earnings belonging to the worker's (or position's) compensation plans.
  2. (Optional) Select the
    Copy Position Restriction Costing Allocation
     check box to modify position restrictions for the employee's position.
    This check box is available for
    Worker and Position
     allocations, only if you:
    • Use the Position Management staffing model.
    • Are allocating costs as part of the
      Hire
       business process.
  3. As you complete the task, consider:
    Option
    Description
    Copy Costing Allocation
    Workday doesn't copy attachments when copying a costing allocation.
    Start Date
    End Date
    Dates can't overlap past or future costing allocation intervals.
    Default (As of Start Date)
    When you don't enter
    Costing Override
     values, Workday uses the worktag values for the worker's assigned organizations to allocate costs for their earnings.
    Required with no Default (Must have Costing Override)
    When a worktag is
    Required
     under
    Payroll Costing Allocation
     on the
    Maintain Worktag Usage
     task but a worker has no organization default, you must select a
    Costing Override
     value from the Additional Worktags field.
    Costing Company
    Enter a costing company to assign costing allocations. The
    Costing Company
     column is only available when you select the
    Intercompany Accounting - Enable
     check box in the
    Payroll Accounting
     section on the
    Edit Tenant Setup - Payroll
     task.
    Worktags
    Select a value for each worktag listed in the
    Required with no Default (Must have Costing Override)
     field. Example: If business unit and program are the required worktags, you must select values for both.
    You can also select values for:
    • Worktags listed in the
      Default (As of Start Date)
       column. When you select a value, Workday removes the default value from the display field.
    • Any worktag that's enabled for payroll costing.
    If you have set up related worktags, Workday adds the one you select and its related worktags. You can remove any you don't want.
    You can only select 1 of these worktags as an override:
    Project
    ,
    Project Plan Phase
    , or
    Project Plan Task
    .
    Distribution Percent
    You can add rows to split the costing allocation for the salary over cap portion. The sum of all rows must equal 100%.
Allocations for a Worker
Enter cost allocations for Ben:
  • To allocate 34% of his earnings to his default cost center.
  • To split the rest evenly between cost centers 0002 and 0003.
Default (As of Start Date)
Costing Override
Distribution Percent
Cost Center: 0001
No entry
34
Cost Center: 0002
33
Cost Center: 0003
33