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Administrator Guide
Last Updated: 2023-06-23
Concept: Charge Codes

Concept: Charge Codes

Charge codes in Workday VNDLY provide detailed information about financial entries in time, expenses, adjustments, and Statements of Work (SOW). You can use a charge code to set up an accounting code structure to track and report on contingent labor spending. This ensures that funds are allocated to the correct areas for later identification during invoicing. Example: If your organization uses a cost center to track all expenses for a department, you can set up a charge code in VNDLY to manage the expenses tied to that cost center.
You can configure a charge code to display on:
  • Jobs
  • Work Orders (extended workforce management and work profile management)
  • Statement of Work (settings)
  • Statement of Work (roles and payments)
  • Timesheets
  • Expenses
  • Miscellaneous adjustments
A worker can allocate time and expenses against different charge codes.
Accounting Codes
An accounting code in VNDLY refers to the financial structures used to track fees and invoice line items. It is an alphanumeric string or set of segments, such as cost center or GL accounts, that are used to allocate financial responsibility for contingent labor spend.
The term accounting code is often used interchangeably with the term charge code, but they are different. Charge code is a configurable feature in VNDLY while accounting code describes the output or the specific field in the user interface.
Accounting codes in VNDLY enable the separation of program fees from labor costs. If an invoicing program uses a strategy of splitting fees from the supplier amount, an administrator can configure the system to charge all fees to a different accounting code than the one used for a supplier’s labor amount.
You can import accounting codes from an external system through an API or a bulk upload to ensure VNDLY aligns with your organization’s financial system of record.
HCM Charge Codes
HCM charge codes are specific organization types that are imported from Workday HCM into VNDLY to function as charge codes for cost allocation. They specifically refer to standard and custom organizational structures synced from Workday to ensure financial and organizational alignment between the two systems.
When configuring the Workday Connector, you can map these standard HCM organization types to VNDLY charge codes:
  • Cost Center
  • Company
  • Region
  • Business Unit
  • Project
  • Program
You can also load custom organizations defined in Workday into VNDLY as charge codes.
HCM charge codes are often required when creating a position or contracting a contingent work to ensure the worker is tied to the correct organization, such a specific cost center or region that exists in Workday.