Graduate Assistant (GA) Rejected Transactions

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 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.  

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The steps in this guide apply when addressing a rejected payroll costing transaction for an existing Graduate Assistant (GA).

Caution Icon

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

Costing Info Email

  • You will receive a notification of a rejected costing transaction in your UW email.
    • The contents will look like the screenshot below.

Screenshot 1

 

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After you receive the email notification of the rejected costing transaction, log into WyoCloud HCM with your UW credentials to continue the steps.

Step Two

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 2

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

Screenshot 3

Step Three

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.

Screenshot 4

  • Identify the rejected payroll costing transaction in the Workflow Status column.
  • Click on the Costing ID to review the transaction.

Screenshot 5

  • The Costing ID will provide transaction details.
    • Please ensure you are reviewing the rejected payroll costing transaction by double-checking the Status field at the top of the page.

Screenshot 6

  • After you have assessed the rejected payroll costing transaction details, please review any specific concerns in the Comments section at the bottom of the page.
    • For this example, the Stipend Source, Effective Start Date, and Stipend Amount will need to be modified in the identified line item.
  • To initiate changes, click on Revise.
    • Please note that only the initial transaction generator will have access to the Revise button.

Screenshot 7

Step Four

Revise Costing Transaction

  • Identify the rejected line items.
    • For this example, the Stipend Source, Effective Start Date, and Stipend Amount will need to be modified in the identified line item.
  • In the Stipend Source field, click on the drop-down arrow on the right-hand side to revise the information.
  • To revise the Effective Start Date and Stipend Amount, click on the pencil icon on the right-hand side of the line item.

Screenshot 8


Add Line to Existing Category

  • If you need to add a line to an existing category in the rejected costing transaction, click on the plus sign on the right-hand side of the line item.
    • For Stipend changes, click on the plus sign next to the current stipend line item.
    • For Tuition and Fees, Health Insurance, Department Fees, and Other costing detail types click on the plus sign that corresponds to the current information.
    • If necessary, please revise the funding Percentage for each line item accordingly.

Screenshot 9


Add Line to Non-Existing Category

  • If you need to add a line to a non-existing category in the rejected costing transaction, click on the plus sign on the right-hand side of an existing line item.
  • For example, Health Insurance needs to be included in the costing transaction.
    • Click on the plus sign next to the existing Tuition and Fees line item.
    • You will not be able to change the Costing Detail Type at this time, but you will be able to add the appropriate funding information for Health Insurance.
    • Click on Save.

Screenshot 10

  • After you click on Save, you should see two Tuition and Fees line items instead of one.
  • Click on the pencil icon on the right-hand side of the new Tuition and Fees line item.
    • Click on the drop-down arrow on the right-hand side of the Costing Detail Type to change the category to Health Insurance.
    • If necessary, please change the funding Percentage and/or other costing information accordingly.

Screenshot 11

Screenshot 12

  • Please review all payroll costing transaction changes for accuracy.

Screenshot 13

  • Click on Save at the bottom of the page when finished.
    • If necessary, click on Add Note to clarify any costing transaction details.

Screenshot 14


Step Five

Submit Costing Revisions

  • The Status field at the top of the page will indicate: Not Submitted.

Screenshot 15

  • Therefore, you will need to click on Submit to finalize the payroll costing transaction changes.

Screenshot 16

  • 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 17

 

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 address a rejected payroll costing transaction for an existing Graduate Assistant (GA).

 

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

 

 

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Details

Article ID: 143274
Created
Tue 11/29/22 11:59 AM
Modified
Mon 12/12/22 10:42 AM