Costing Correction - Benefited Position

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 for a Benefited Position needs to be corrected and has already been disbursed to the employee.

Caution Icon

Payroll costing updates for all benefited positions must adhere to UW Payroll Deadlines. Please view the Payroll Services website for current UW Payroll Deadlines.

Payroll Icon

If you have any questions, please contact UW Payroll at payroll1@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 employee via Person Number, Legal Name (Display Name), or W Number.
    • The system will search for the individual 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 employee, a new page will populate with the individual’s current assignment and costing information.
  • Please ensure the Assignment and Position fields for the employee 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

Costing Corrections

One Line Correction

  • The employee’s current costing information will appear at the bottom of the page.
  • Identify the payroll costing transaction that needs correcting.
  • Click on the plus sign on the right-hand side of the line item.

Screenshot 7

 

Caution Icon

If an employee has split funding for a month, you must show 100% of the funding even if only one of the costing rows is changing.

For example:  If October had two costing rows at 50% each and only one line item was corrected, you would still need to show both rows at 50% each. One row has the corrected funding, and the other has the same funding/no change.

If you only select the corrected line item, it will result in 100% of the funding being allocated to that account.

 

  • On the History Details page, correct the Percentage field accordingly.
    • You can split what was initially paid from a single account amongst multiple accounts.
  • Please select if the payroll costing will be funded via a Project (grant) by toggling between Yes/No in the appropriate field.
    • Additional fields will populate based on your response.
  • The system will search for existing funding sources as you type within each field.
    • Tab over to the following field once the correct information is listed.
  • In the Comments section, please include any important information specific to this 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 8

 

Caution Icon

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


Projects (Grants)

  • After selecting the correct Project (grant), the Organization field will automatically populate.
  • In the Expenditure Type field, click on the drop-down arrow and select the appropriate option from the available menu.
  • The Task field will default to 1. Please do not change.
  • In the Comments section, please include any pertinent 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 9


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 payroll 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 10

 

  • 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.
  • Additional fields will populate based on your response.
    • If selecting a Project (grant), the Organization field will automatically populate.
    • In the Expenditure Type field, click on the drop-down arrow and select the appropriate option from the available menu.
    • The Task field will default to 1. Please do not change.
  • In the Percentage field, enter the portion paid from this payroll costing.
  • The system will search for existing funding sources as you type within each field.
    • Tab over to the following field once the correct information is listed.
  • 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 costing is appropriately allocated.
  • If 100% of the payroll costing has been appropriately allocated, click on Create to finish.

 

Caution Icon

If the benefited employee has additional pay, such as a Temporary Increase or Supplemental Pay, you can also correct the funding for these. However, you can only submit corrections for the same description at a time.

For example: If you need to correct costing information for an employee’s Salary and Temporary Increase Recurring, you need to complete two separate payroll costing transactions.

Screenshot 11

 

Caution Icon

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

 

  • 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 edit (pencil) or delete (x) any incorrect costing row information
  • Click on Save at the bottom of the page when finished.

Screenshot 12

Step Four

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 13

 

  • 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 14

 

 

This completes the steps to correct payroll costing for a Benefited Position that has already been disbursed to the employee.

 

 

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If you have any questions, please contact UW Payroll at payroll1@uwyo.edu.

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Details

Article ID: 145040
Created
Wed 3/29/23 11:08 AM
Modified
Mon 6/17/24 1:17 PM