Assign Costing Allocation

Overview

This tip sheet provides steps for completing Assign Costing Allocation. This transaction allows you to assign employees and positions to specific chartfield accounts, including splitting, shared funding, and assigning costing start/end dates. A position’s costing defaults from the Organization Assignments, but can be changed using the Assign Costing Allocation transaction.

If completing this as a standalone process, begin at step 1.

If completing this as part of the Hire, Job Change, or Add Additional Job transactions, begin with step 7.

Roles & Approval Chain

The transaction is initiated by the HR Analyst and routes to Finance Executive for final review and approval.  

(Note: Many of the roles in PeopleSync share the same functionality. The Finance Executive, as well as other roles, can also submit this transaction. Refer to the Organization Support Roles Descriptions guide for a list of roles and function.)

Steps

1. Navigate to the employee record.
2. Click the Actions ellipse >Payroll > Assign Costing Allocations.
3. If you are updating an existing allocation, ensure the Include Existing Allocations date range includes the allocation you are editing. Otherwise, leave as is.
4. Fill out the Worker Costing fields.
   • For filled positions, under Worker Costing, enter:
     • The employee in the Worker field.
     • The filled position requiring costing allocation edits in the Position field.
     • Do not select anything for Earnings.
     • Do not enter information under Position Restrictions Costing.
   • For unfilled positions, under Position Restrictions Costing, enter:
     • The effective date of the costing allocation in the Effective Date field.
     • The unfilled position requiring costing allocation edits in the Position Restrictions Field.
     • Do not enter information under Worker Costing.
5. Click OK.
6. For filled positions, if the position already has a costing allocation at the Position Restriction level, it can be copied to the Worker Position level by clicking Copy Costing Allocation.
   • Existing positions should show the current costing allocations on this page which default from the organization assignments. If additional costing changes are required, click plus (+) icon to add another row to the existing costing details.
   • The default chartfield information is visible in the top right portion of the costing allocations page. If the default organization assignments for a supervisory organization need revisions, refer to the Change Organization Assignments tip sheet.
   • Note: If you select the “>” icon next to Costing Allocation Attachments you will see a section for uploading files, however do not use this section.
7. Click the calendar icon to select the start date for the costing allocation.
   • End dates are not required, but can be entered if applicable.
   • Once the end date passes, the costing will default to the position’s organization assignments.
8. Click the grey plus icon to add a new row to assign costing overrides or splits. Even if you are not overriding the default costing elements, you must click the grey plus icon and add a row.
9. If a costing override is required, the appropriate override, along with all other chartfield elements should be selected from the Costing Override prompt box and a Distribution Percent Value must be added.
   • When assigning costing allocations, you should ensure that a complete chartfield, containing all chartfield elements, is listed either on the Default or the Override section of the costing allocation page.
   • For elements of the chartfield you are not changing, use your mouse to highlight an element of a chartfield under the Default section (just the name, not the type), press Ctrl + C.
   • In the Costing Overrides field, press Ctrl + V and hit Enter – this will assign the same costing element in the Overrides section.
   • Costing allocation splits may only be assigned by percent, not dollar amount. The percentages of the costing elements must total 100%. However, costing allocation splits can be assigned by percent or dollar amount for activity pay only.
10. Click Submit.
11. The transaction routes to the Finance Executive for review and approval. If you are an approver, review the How to Approve a Transaction tip sheet.
12. Once the Finance Executive approves the transaction, the PeopleSync sends the chartfield details to FAME for validation
    • If the chartfield is not valid, PeopleSync sends the Finance Executive and Initiator an email with the invalid chartfield elements.

Last updated in September 2020.