Costing Correction - Graduate Assistant (GA)

Tags hcm GA costing

This guide includes:

 

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This guide details steps using WyoCloud HCM Payroll Costing Access.

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If you do not see the steps in 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.

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The steps in this guide apply when payroll costing expenditures, including stipend, tuition and fees, health insurance, and other costing detail types, for an existing Graduate Assistant (GA) need to be corrected and have already been disbursed to the employee.

Caution Icon

Payroll costing updates for all Graduate Assistants (GAs) must adhere to UW Payroll Deadlines. Please view the Payroll Services website for current UW Payroll Deadlines.

Grad School Icon

If you have any questions, please contact the School of Graduate Education at GradEd@uwyo.edu.

Step One

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.

Screenshot 1

 

  • Click on the arrow next to the My Workforce module.

Screenshot 2

 

  • Click on the Costing application.

Screenshot 3

Step Two

Create Correction

  • Please ensure you are on the Corrections tab within the application.
    • The Corrections tab will show all previously submitted costing and its status.
  • Click on Create Correction.

Screenshot 4

 

  • Search for the Graduate Assistant (GA) via Person Number, Legal Name (Display Name), or W Number.
    • The system will search for the Graduate Assistant (GA) as you type within the fields.
  • Click on the correct name from the search results using the available drop-down menu.

Screenshot 5

 

  • After you have selected the correct Graduate Assistant (GA), a new page will populate with the employee’s current assignment and costing information.
  • Please ensure the Assignment and Position fields for the Graduate Assistant (GA) are accurate.
    • If necessary, use the drop-down menus on the left-hand side within the Assignment and Position fields to select another assignment and position.

Screenshot 6

Step Three

Add GA Correction

  • The employee’s current costing information will appear at the bottom of the page.
  • Click on Add GA Correction to start a payroll costing expenditure correction for a costing detail type, including tuition and fees, health insurance, department fees, and/or other.

Screenshot 7

 

  • On the History Details page, please enter the Previous Costing Information (GL String or Project/grant) you are correcting.
    • Please include any important notes to the School of Graduate Education and/or Student Financial Services within this field.
  • Use the available drop-down menu within the Costing Detail Type field to select the type of payroll costing requiring correction.

Screenshot 8

 

  • For this example, Tuition and Fees needs to be corrected.
  • Click on the correct funding period within the Fiscal Year field using the available drop-down menu.
  • Please check the box if the Graduate Student (GA) has a GA Optional Package.
  • Select the appropriate GA Full Part (Full, Half, or ¾) to indicate the number of credit hours the Graduate Assistant (GA) is currently enrolled.
  • Please select the first day of the academic semester and the last day of the final month of the academic semester for the Effective Start and End Date fields accordingly.
    • If the payroll costing is being funded via a project (grant), then the Effective End Date must reflect the final day of the project (grant).
  • In the Percentage field, enter the portion paid from this payroll costing.
    • If the payroll costing is split amongst multiple accounts, the Costing Detail Type, Fiscal Year, GA Optional Package, GA Full Part, Effective Start and End Date, and Percentage must be completed until 100% of the payroll costing is appropriately allocated.

 

Caution Icon

The History Details steps must be completed for each costing detail type. For instance, if you need to Add GA Correction for Health Insurance and Department Fees, the steps must be completed separately for each Costing Detail Type.

Screenshot 9

 

  • Please select if the payroll costing will be funded via a Project (grant) by toggling between Yes/No in the appropriate field.
  • In the Entity, Account, Fund Class, Fund Source, Organization (department), Exp Class, Program, and Activity fields, enter the entire payroll costing (GL String or Project/Grant) information.
    • If selecting a Project (grant), the Organization (department) field will automatically populate. Please do not change.

Screenshot 10

 

Caution Icon

Please note that all segments of the payroll costing (GL String or Project/Grant) information are required, including Program and Activity. If left incomplete, the system will error.

 

  • If the payroll costing will be split amongst multiple accounts, click on Save and Create Another to enter further details until 100% of the payroll costing is appropriately allocated.
  • If 100% of the payroll costing has been appropriately allocated, click on Save to finish.

Screenshot 11

 

  • The payroll costing correction(s) will now appear above the Add GA Correction button.
  • If necessary, click on Add GA Correction to correct other costing row information.

Screenshot 12

Step Four

Stipend Corrections

One Line Correction

  • Identify the costing transaction that needs correcting.
  • Click on the plus sign on the right-hand side of the line item.

Screenshot 13

 

  • On the History Details page, correct the Percentage field accordingly.
    • You can split what was initially paid from a single account amongst multiple accounts.

Screenshot 14

 

  • Please select if the payroll costing will be funded via a Project (grant) by toggling between Yes/No in the appropriate field.
  • In the Entity, Account, Fund Class, Fund Source, Organization (department), Exp Class, Program, and Activity fields, enter the entire payroll costing (GL String or Project/Grant) information.
    • If selecting a Project (grant), the Organization (department) field will automatically populate. Please do not change.

Screenshot 15

 

Caution icon

Please note that all segments of the payroll costing (GL String or Project/Grant) information are required, including Program and Activity. If left incomplete, the system will error.

 

  • In the Comments section, please include any important information specific to this payroll costing correction.
    • If the payroll costing is being funded via a Project (grant), please include a justification for the payroll costing correction.
  • If the payroll costing will be split amongst multiple accounts, click on Save and Create Another to enter further details until 100% of the costing is appropriately allocated.
  • If 100% of the payroll costing has been appropriately allocated, click on Save to finish.

Screenshot 16


Multiple Line Corrections

  • If multiple rows of costing have the same description, and the payroll costing will be the same for all line items, you can correct multiple costing transactions simultaneously.
    • Identify the costing transactions that need to be corrected and check the box on the left-hand side of each transaction, as shown below.
  • Click on the Multiple button at the bottom of the page when finished.

Screenshot 17

 

  • Please ensure the multiple costing transactions selected on the Costing page are accurate and have the same description.
  • Select if the payroll costing will be funded via a Project (grant) by toggling between Yes/No in the appropriate field.
  • In the Percentage field, enter the portion paid from this payroll costing.
  • In the Entity, Account, Fund Class, Fund Source, Organization (department), Exp Class, Program, and Activity fields, enter the entire payroll costing (GL String or Project/Grant) information.
    • If selecting a Project (grant), the Organization (department) field will automatically populate. Please do not change.

Screenshot 18

 

Caution Icon

Please note that all segments of the payroll costing (GL String or Project/Grant) information are required, including Program and Activity. If left incomplete, the system will error.

 

  • In the Comments section, please include any important information specific to this payroll costing correction.
    • If the payroll costing is funded via a Project (grant), please include a justification for the payroll costing correction.
  • If the payroll costing will be split amongst multiple accounts, click on Save and Create Another to enter further details until 100% of the payroll costing is appropriately allocated.
  • If 100% of the payroll costing has been appropriately allocated, click on Save to finish.

Screenshot 19

 

  • The payroll costing correction(s) will now appear under the New Account column.
  • Please review all payroll costing correction(s) for accuracy.
    • If necessary, use the icons on the right-hand side to add (+), edit (pencil), or delete (x) any incorrect costing row information
  • Click on Add GA Correction to correct other costing row information.
  • Click on Save at the bottom of the page when finished.

Screenshot 20

Step Five

Submit Payroll Costing Corrections

  • Please review all payroll costing correction(s) for accuracy.
    • If necessary, click on Add Note to clarify any costing transaction details.
    • Click on Apply after you have entered your notes.
  • When finished, click on Submit.

Screenshot 21

 

  • A pop-up window will appear for you to confirm the transaction.
  • Click on OK to route the transaction to the Cost Center Approver 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.

Screenshot 22

 

Caution Icon

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 correct payroll costing for an existing Graduate Assistant (GA) that has already been disbursed to the employee.

 

 

Grad School Icon

If you have any questions, please contact the School of Graduate Education at GradEd@uwyo.edu.

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Details

Article ID: 109962
Created
Sun 6/14/20 2:02 PM
Modified
Wed 3/29/23 12:31 PM