Rejected Transaction - Graduate Assistant (GA)

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

This guide includes:

• Costing Info Email

• Costing Application Navigation

• My Costing Page

• Revise Costing Transaction

  • Add Line to Existing Category

  • Add Line to Non-Existing Category

• Submit Costing Revisions

 

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.

 

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.

 

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

 

• Click on the Costing application.

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.

 

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

 

• 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.

 

• After assessing 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.

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.

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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.

 

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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 cannot change the Costing Detail Type at this time, but you can add the appropriate funding information for Health Insurance.
• Click on Save.

 

• 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.

 

• Please review all payroll costing transaction changes for accuracy.
  • If necessary, click on Add Note to clarify any costing transaction details.
• Click on Save at the bottom of the page when finished.

Step Five

Submit Costing Revisions

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

 

• Therefore, you must click on Submit at the bottom of the page to finalize the payroll costing transaction changes.

 

• 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.

 

 

 

This completes the steps to address a rejected payroll costing transaction for an existing Graduate Assistant (GA).