Graduate Assistant (GA) Costing Approvals

This guide includes:

• Option A

  • Costing Info Email

  • Payroll Costing Page

• Option B

  • Costing Application Navigation

  • My Costing Page

  • Approve/Reject Costing

 

	This guide details steps using WyoCloud HCM Payroll Costing Access.
	If you do not see the steps detailed within this guide, your WyoCloud HCM Payroll Costing Access Training is most likely incomplete. If you are a Cost Center Approver or DHR, please contact hr@uwyo.edu to have this training assigned.
	The steps in this guide apply when payroll costing updates and/or payroll expenditure corrections, including stipend, tuition and fees, health insurance, and other costing detail types, for an existing Graduate Assistant (GA) require approval. This guide includes two procedural options: A) Costing Info Email and B) Costing Application Navigation.
	All payroll costing updates and/or payroll expenditure corrections, including stipend, tuition and fees, health insurance, and other costing detail types, for a Graduate Assistant (GA) must adhere to UW Payroll Deadlines. Please view the Payroll Services website for current UW Payroll Deadlines.

Step One

Option A

Costing Info Email

• In your UW email, you will receive a notification of a pending costing approval.
  • The contents will look like the screenshot below.
• After reviewing the payroll costing update or payroll expenditure correction details for accuracy, please click on Approve or Reject within the email.

 

After you click on Approve or Reject within the email, you must complete the process in WyoCloud HCM. A subsequent web browser will appear; log in with your UW credentials to continue the steps.

Step Two

Payroll Costing Page

• After logging in to WyoCloud HCM, you will be directed to the Payroll Costing page.
• Please confirm the accuracy of the costing Status.
• Click on Save when finished.

 

In the interim, please do not change any information for the Graduate Assistant (GA) in WyoCloud HCM until the payroll costing transaction is fully approved. If any information is changed, including position and/or manager, the system will error, and the transaction will become stuck.

 

This completes the steps to approve/reject payroll costing updates and/or payroll expenditure corrections for an existing Graduate Assistant (GA).

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Step Three

Option B

Costing Application Navigation

• After logging in to WyoCloud HCM, click on the Navigation Menu designated by the 3-horizontal lines in the upper left-hand corner.

• Click on the arrow next to the My Workforce module to expand and select the Costing application.

Step Four

My Costing Page

• Please ensure you are on the My Costing tab within the application.
  • The My Costing tab will show all previously submitted costing and its status.

• Identify payroll costing awaiting your approval in the Workflow Status column.

• Click on the Costing ID on the left-hand side to review the transaction.

• The Costing ID will provide transaction details, including transaction type, identified at the top of the page: costing update or costing correction.

Step Five

Approve/Reject Costing

• Please review the costing update or costing correction details for accuracy.
  • If necessary, click on Add Note to clarify any transaction details.  
• Click on Approve or Reject when finished.  

• A pop-up window will appear for you to confirm the transaction.
• Click on OK to route the transaction to the next Cost Center Approver, if applicable, for the identified organization/department.
• If multiple organizations/departments were included in the payroll costing line, the transaction will route to all the Cost Center Approvers tied to the identified organizations/departments appropriately.

 

In the interim, please do not change any information for the Graduate Assistant (GA) in WyoCloud HCM until the payroll costing transaction is fully approved. If any information is changed, including position and/or manager, the system will error, and the transaction will become stuck.

 

This completes the steps to approve/reject payroll costing updates and/or payroll expenditure corrections for an existing Graduate Assistant (GA).

 

If you have any questions concerning the steps detailed in this guide, please contact the School of Graduate Education at GradEd@uwyo.edu.