Summary
The steps in this guide apply when current and/or future payroll costing for Assignment Level costing needs updated. This includes costing for hourly non-benefited, temporary lecturers, and monthly pooled positions.
Body
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. Training can be found in WyoCloud at My Profile > Learning & Development. Search for ‘Payroll Costing’ in the Learning Catalog.
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The steps in this guide apply when current and/or future payroll costing for Assignments, including hourly non-benefited, temporary lecturers, and monthly pooled positions need to be updated.
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Payroll costing updates for all non-benefited employees must adhere to UW Payroll Deadlines. Please view the Payroll Services website for current UW Payroll Deadlines.
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Please use the Costing Corrections - Assignment Level Costing guide when payroll costing has already been disbursed to the employee.
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Step One
- 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 Two
- Please ensure you are on the New Costing tab within the application.
- The New Costing tab will show all previously submitted costing and its status.
- Click on Create Costing.
- The New Costing Type Selection window will appear; select Assignment Costing.
Step Three
- Search for the Employee via Person Number, Legal Name (Display Name), or W Number.
- The system will search for the Employee as you type within the fields.
- Click on the correct person from the available drop down menu.
- After you have selected the correct Employee, the page will populate with the employee’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 with the Assignment and Position fields to select another assignment and position.
Cost Details
- The employee’s current costing information will appear at the bottom of the page.
- Click on Add New Costing to start a new payroll costing expenditure.
Step Four
One Costing Row
- Enter the Effective Start Date for the new payroll costing.
- 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.
- When finished, click on Save.
Multiple Costing Rows
- Enter the Effective Start Date for the new payroll costing.
- 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.
- When finished, click on Save And Create Another.
- An Action Processed pop-up window will appear; click on the X in the corner to close.
- Enter additional payroll costing details until 100% of the funding has been appropriately allocated.
- Dates will default to what was entered on the first costing row. Dates cannot be changed.
- After 100% of the payroll costing has been appropriately allocated, click on Save to finish.
Projects (Grants)
- Load the Project (grant) with the earliest end date first.
- An Effective End Date must be entered with a 4-digit year.
- 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.
Step Five
- After payroll costing information has been reviewed for accuracy, click on Save.
- 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 Note to enter any important details regarding this payroll costing.
- Click on Apply after you have entered your notes.
- When finished, click on Submit.
- 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 update current and/or future payroll costing for Assignment Level Costing (hourly non-benefited, temporary lecturers, and monthly pooled positions).