Workday: How to Assign Costing Allocations

Before You Begin

  • You must have access to Workday.
  • Your security role must allow you to assign costing allocations.
  • Costing allocations must be entered before the payroll funding deadline.
  • Grant‑funded allocations require an end date.
  • Budget Managers can review funding using the RPT045 All Positions Costing Allocation report.

Objective or Task

You will assign or update costing allocations for base pay, additional earnings, or positions in Workday.

Instructions

Change funding for a worker’s base pay

Use this option to change funding for base pay only. Do not select an earning.

  1. Open Workday.
  2. Enter Assign Costing Allocation in the Search bar.
  3. Select Assign Costing Allocation from the results.
  4. Enter a date range if existing allocations need to be reviewed.
  5. Confirm the Worker.
  6. Review the auto‑populated Position.
  7. Leave Earning blank.
  8. Select Position Restrictions Costing only if the costing should stay with the position.
  9. Click OK.

Enter base pay costing details

  1. Enter the Start Date.
  2. Enter an End Date if the allocation uses a grant.
  3. Expand Costing Allocation Attachments.
  4. Click the Add icon to create a costing line.
  5. Enter the Fund.
  6. Enter the Costing Organization.
  7. Enter the Distribution Percent.

All distribution percentages must equal 100%.

Manage base pay allocations

  1. Click Add to create additional costing lines.
  2. Select Copy Costing Allocation to duplicate an existing line if needed.
  3. Click Remove to delete unneeded allocations.

Allocations for the same worker or position cannot overlap by date.

Submit base pay costing

  1. Click Submit.

If multiple departments are used, the request routes to each applicable approver.

Change funding for additional pay or earnings

Use this option for allowances, overtime, and other earnings.

  1. Open Workday.
  2. Enter Assign Costing Allocation in the Search bar.
  3. Select Assign Costing Allocation.
  4. Enter a date range if existing allocations need to be reviewed.
  5. Confirm the Worker.
  6. Select the Earning to apply the costing.
  7. Click OK.

When an earning is selected, the costing applies only to that earning type.

Enter earning‑level costing details

  1. Enter the Start Date.
  2. Enter an End Date if the allocation uses a grant.
  3. Expand Costing Allocation Attachments.
  4. Click the Add icon to create a costing line.
  5. Enter the Fund.
  6. Enter the Costing Organization.
  7. Enter the Distribution Percent.

Submit earning‑level costing

  1. Click Submit.

Change funding for a position only

Use this option when funding should follow the position and not the worker.

  1. Open Workday.
  2. Enter Assign Costing Allocation in the Search bar.
  3. Select Assign Costing Allocation.
  4. Enter a date range if existing allocations need to be reviewed.
  5. Confirm the Worker.
  6. Select Position Restrictions Costing.
  7. Click OK.

Enter position‑level costing details

  1. Enter the Start Date.
  2. Enter an End Date if the allocation uses a grant.
  3. Expand Costing Allocation Attachments.
  4. Click the Add icon to create a costing line.
  5. Enter the Fund.
  6. Enter the Costing Organization.
  7. Enter the Distribution Percent.

Submit position‑level costing

  1. Click Submit.

When to Use Costing Allocations vs Change Organization Assignments

Use Assign Costing Allocation when funding should come from:

  • A different costing organization for a specific period
  • A grant
  • Two or more costing organizations

Use Change Worker Organization Assignments when:

  • All salary costs should come from one costing organization
  • The costing organization differs from the supervisory organization default

Changing a worker’s organization assignment does not change the supervisory organization or manager.

Outcome

The worker’s pay is funded using the costing organizations and distribution percentages you entered and routes for approval as required.

Need Additional Help

Contact the ITS HelpDesk: Call 502‑852‑7997 during business hours:

Monday through Thursday: 6:00am – 10:00pm
Friday: 6:00am – 5:00pm
Saturday: 7:00am – 5:00pm
Sunday: 10:00am – 10:00pm

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Closed on Thanksgiving, the day after Thanksgiving, and Christmas.

If you have an emergency during off hours, call the HelpDesk to be transferred to an on‑call technician, or leave your request on voicemail. Your call will be returned the next day starting at 7am unless you specify a time.

Live Chat: Chat with the ITS HelpDesk during business hours.
Submit a Ticket: Use the self‑service portal to log requests or check the status of existing tickets.
In‑Person Support: Visit the iTechConnect 1:1 help location on the lower level of the Miller Information Technology Center during business hours.

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