Graduate Assistant (GA) Assignment Extension

The steps in this guide apply when an existing Graduate Assistant (GA) assignment is extended for an additional semester(s) and/or academic year(s) within the same department, and the funding authority for the position is changing in whole or in part.

This guide includes:

• Costing Application Navigation

• Payroll Costing Search

• Add New Payroll Costing

• Submit New Payroll Costing

 

	This guide details steps using WyoCloud HCM Payroll Costing Access.
	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.
	The steps in this guide apply when an existing Graduate Assistant (GA) assignment is extended for an additional semester(s) and/or academic year(s) within the same department, and the funding authority for the position is changing in whole or in part.
	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.
	If the Graduate Assistant (GA) is changing position type (Graduate Teaching Assistant, Graduate Research Assistant, or Graduate Administrative Assistant), please complete the following steps and wait until the payroll costing transaction has been fully approved to submit a Position Change Request - DHR.
	Please use the Employee Termination - DHR guide if the Graduate Assistant (GA) intends to change departments for longer than two semesters.

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.

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

Step Two

Payroll Costing Search

• 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 GA Costing.

 

• 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.

• After you have selected the correct Graduate Assistant (GA) from the drop-down menu, a new page will appear 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.

• Click on the correct funding authority within the Stipend Source field using the available drop-down menu.
• Select the total Effort (Full, Half, or ¾) of the Graduate Assistant (GA) using the available drop-down menu.

Step Three

Add New Payroll Costing

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

• On the Cost Details page, use the available drop-down menu within the Costing Detail Type field to select the payroll costing type.

• For this example, Stipend is selected as the payroll costing expenditure type.
• Click on the correct funding period within the Fiscal Year field using the available drop-down menu.
• In the Total Stipend Amount field, enter the allowance the Graduate Assistant (GA) will receive.
• In the Percentage field, enter the portion paid from this payroll costing.
  • If the payroll costing will be split amongst multiple accounts, the Costing Detail Type, Fiscal Year, Total Stipend Amount, and Percentage will need to be completed until 100% of the payroll costing is appropriately allocated.
• 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 new payroll costing will be funded via a project (grant), then the Effective End Date must reflect the final day of the project (grant).

 

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

• 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 the payroll costing is connected to a Project (grant) within WyoCloud, the Organization (department) will automatically populate.
  • Please do not change this field.

 

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 pertinent information specific to this payroll costing.
• 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.

• The payroll costing information will now appear above the Add GA Costing button.
• If necessary, click on Add GA Costing to enter other payroll costing information.
• After payroll costing information has been entered for the Graduate Assistant (GA), click on Save in the bottom left-hand corner.

Step Four

Submit New Payroll Costing

• After all, payroll costing information has been reviewed for accuracy, 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.

 

	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.
	If the Graduate Assistant (GA) is changing position type (Graduate Teaching Assistant, Graduate Research Assistant, or Graduate Administrative Assistant), please complete the following steps and wait until the payroll costing transaction has been fully approved to submit a Position Change Request - DHR.
	After approvals, Human Resources will complete a Salary Change transaction in WyoCloud HCM to ensure the employee’s salary continues for the Effective Start and End Date period indicated.

 

This completes the steps to extend an existing Graduate Assistant (GA) assignment for an additional semester(s) and/or academic year(s) within the same department, and the funding authority for the position is changing in whole or in part.

 

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