Job Costing

Training, guidance, and Job Costing Tools (JCT) 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)

• Workday Costing (Basics) ILT
• Workday Costing (Advanced) ILT
• Workday Job Costing Tool ILT
• Workday Costing Approval 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 Cost Center Managers to add or update costing allocations only. 

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 (JCTs) 

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 - All-in-One (FY 24-25 and forward)

This tool provides functionality for all populations to be used within the fiscal year, academic year, and summer time periods. 

• What's New in the All-in-One JCT?
• Tour the All-in-One JCT (video) 

Daily Rate Calculator

Used to help calculate funding amounts to comply with Guidelines for Charging Faculty Summer Salary to Sponsored Projects

Previous JCT Versions

The following older Job Costing Tool versions are available to use: 

• Job Costing Tool (FY 24-25 and forward): This tool has features that will allow usage for faculty throughout the academic year. This continues to be the tool for all populations. 
• Job Costing Tool (FY 23-24 and prior): Use for prior fiscals years and related functionality. 
• Faculty Summer Job Costing Tool (Summer 2024): 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. 
• Faculty Summer Job Costing Tool (Summer 2019 - 2023): Use only if needing to calculate prior summer job costing.  

Workday Financial Transaction Guidance Highlights

Find more information on the Workday Financial Transaction Guidance page.

• *DEFINE Codes Cheat Sheet

Guide to entering *DEFINE Codes in Workday.

• Guidance for Costing for Compensation Plans with Mid-Month End Dates

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

• Mid-Month Encumbrance Issue Scenarios

Scenarios and explanations for setting up costing segment dates.

• Guidance for Funding Changes during Long Session with Salary Spread

Guidelines for properly entering costing for faculty on salary spread.

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.