Resources

Labor Level Codes are essentially the passthrough 8x/9x MC-Cost Centers that the Medical Center uses in Kronos. You can use the FDM for Medical Center Passthrough Cost Centers report to search for the Grant number provided and see what the Cost Center code is. If a Passthrough Cost Center does not yet exist for a particular driver (Designated, Project, Gift, or Grant), a request to have one created can be made through the Medical Center Passthrough Cost Center Template Form.

This error may occur when the Costing Allocation start date is before the Position start date. To resolve this, make sure that the Costing Allocation start date is on or after the Position start date.  

Another solution may be to leave the Costing Company blank if you aren’t charging payroll outside the Rector and Visitors company. When left blank, Workday will default to charge the Company that the Worker’s Position is assigned to (in HCM). 

Question: An employee has two hourly positions, one in one cost center and one in another. Her Worker Position costing allocation is set up with a 70%-30% split between the two cost centers, each with the appropriate FDM string. It has been agreed that any overtime pay will be charged to the secondary department worktags. How should this be set up? 

Spend Categories = Federal Tax Withholding (SC0722) 

State & Local Tax Withholding (SC0723) 

Employee FICA Tax Withholding (SC0724) 

Employer FICA Tax Withholding (SC0725) 

When Workday posts payroll liabilities for a dually/cross-company employed Worker, the accounting “inherits” the Cost Center from the Worker’s primary position, even if the payroll result and company on the pay result is associated with their additional job.  

Example: 

• Primary Position --> P465392 Undergraduate Student --> Assigned to R&V Company, ACD Bi-weekly Pay Group, and CC0221 BU-BK-Central Grounds Cost Center. 

When a PAA is processed, fringe “follows” the updated distribution for the pay period, but when the reallocation of fringe benefits occurs, Workday reverses the entire original fringe journal and recalculates, even if the worktag combination was not used in the most recent PAA for salaries/wages.   

No, unfortunately the system does not allow you to pull back a Payroll Accounting Adjustment once you’ve submitted it. You will need to reach out to the person it has routed to and ask them to cancel it or send it back.   

You can find out who has it by looking at the Process details of the Payroll Accounting Adjustment (reference this QRG).  

Most likely, this is due to a Period Activity Pay (PAP) that was rescinded.  

• If the PAP had a costing override, there is currently a functionality gap in Workday that ignores the costing override and instead costs to the active Worker Position costing allocation in place at the time the credit is being processed.    

This appears for a Medical Center employee or position is funded by Academic or UPG FDM strings. The forward accruals functionality is used by the Medical Center to estimate payroll costs through the end of a financial reporting period, but while these expenses may appear as part of month-end close, they are reversed out with an accounting date of the 1^st of the next fiscal period. 

Check your level of security - if they are outside of your Cost Center or Cost Center Hierarchy, you would need Security Access at the Company level to process their PAA. 

Why is Worker Position - Period Activity taking precedence over the costing allocation I had set up?

Workday follows a costing allocation hierarchy.  If an employee is receiving pay through a Period Activity Pay, this takes precedence over any other costing allocations that may be set up for that worker (Ex.

If an employee has been overpaid by the University, it is considered a legal debt and must be repaid in full.

FORM W-2: WAGE AND TAX STATEMENT

UVA is required by federal law to provide each employee with a Form W-2. Employees can expect to receive a Form W-2 by January 31 of each year.  For years 2018 and prior, you may access W-2s in your legacy system (Workday for the Academic Division, UltiPro for University Physicians Group).

2020 BIWEEKLY PAYROLL

Note:  The deadlines on the payroll calendars indicate the last day that any hires, compensation changes, terminations, and any other transactions must be completed (not initiated) in order to ensure that they are included for the pay date for that period.  Any transactions that are initiated or completed after the Data Entry & Approval Deadline are not guaranteed to be included in the pay date for that period.  All payroll inputs and manual adjustments for the period are also due by the deadlines.