Job Costing

Training, guidance, and tools for Cost Center Managers, Financial Analysts, and University HCM Fiscal Analysts.

Key :  WIG - Workday Instructional Guide    WPO - Workday Process Overview

Related Instructor-Led Training (ILT)

Overview

Costing and Funding Overview - WPO

Key concepts and fields associated with job costing within Workday.

Worker Profile Navigation Handout

Visual screenshots of costing related information found within worker’s profile.

View Worker History Handout

Visual screenshots of how to navigate to Worker History.

Financial Data Model Handout

Shows *DEFINE account structure and correlation in Workday.

Terminology for Financial Analysts and Cost Center Managers 

Workday Terminology important within job costing.

Managing Funded By Organization Assignments Report Guidance 

Risks and impacts related to Funded By Organizations.

Cost Center Manager Review & Approval Guide

Visual guide and tips for Cost Center Managers when approving business processes.

Change Organization Assignments & Assign Costing Allocation

Assign Costing Allocation as Sub-Process - WIG

Steps for HR roles to add or update costing allocations within a Hire, Add Job, or Change Job.

Assign Costing Allocation as a Stand-Alone Process - WIG

Steps for HR roles to add or update costing allocations within a Hire, Add Job, or Change Job.

Change Organization Assignments - WIG

Steps to add a Funded By account to a worker/position. This is a subprocess of Hire, Add Job, and Change Job. It can also be a stand-alone process.

    Job Costing Tools 

    The Job Costing Tool is designed to estimate compensation charges and resulting costing allocation distribution percentages or amounts based on Workday's payroll actual calculations.

    • Working days will include UT holidays by default (benefits-eligible). To adjust Working days to exclude UT holidays, select the Benefits Ineligible rate from the Fringe % dropdown field. These details and more are available in the Header tab of the tool.
    • The Job Costing Excel spreadsheets use advanced features that are not available when viewed in Box or via Excel Online. To make use of these features, download the file to your computer and then open with Excel.

    Job Costing Tool

    Example – JCT Faculty Release from Instructional Budget – Percentage Basis

    Guided example of specific faculty release scenario.

    Example – JCT Hourly Employee including Longevity Pay – Dollar Basis

    Guided example of hourly employee scenario

    Faculty Summer Job Costing Tool

    Tool only for faculty job profiles for summer employment.

    Faculty Summer Job Costing Tool Overview

    General guidance on using the tool, along with common summer scenarios. 

    Workday Financial Transaction Guidance Highlights

    Find more information on the Workday Financial Transaction Guidance page.

    Guide to entering *DEFINE Codes in Workday.

    Steps and tips to setting up Workday costing segments correctly, especially for costing segments with mid-month end dates.

    Scenarios and explanations for setting up costing segment dates.

    Guidelines for properly entering costing for faculty on salary spread.

    Allocation Details

    Allocation Details provides allocation amounts for salaried and hourly employees that can be viewed by EID, account number, budget group, and other options. It combines Workday job and compensation details with payroll actuals/encumbrances from *DEFINE.

    Webpage of the tool.

    Access to definitions and guidance for running and reviewing the results.

    Position Budgeting

    Mainly utilized during the university's Budget season.

    View and Update Costing Allocations for Position Restrictions - WIG

    Steps to view and update budgeted position costing which will flow into the BUD document.

    View and Update Budgeted FTE for Position - WIG

    Steps to view and update the FTE for a position that is budgeted.