Payroll Accounting Adjustment

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Payroll Accounting Adjustment The Payroll Accounting Adjustment process is used when a Costing Allocation change is needed for a

Payroll that has already been completed.

WHO CAN INITIATE

Cost Center Manager, Effort Certification Manager and Payroll Administrator

WHO MUST APPROVE

If there is a Proposed Grant Worktag:

1st Approval – Effort Certification Manager

2nd Approval – Sponsored Programs Manager

If there is a Project Worktag: Project Manager

If there is no Grant or Project Worktag: Cost Center Manager

CREATE PAYROLL ACCOUNTING ADJUSTMENT

1. On the Workday Home Page, enter Create Payroll Accounting Adjustment in the Search field;

select the Create Payroll Accounting Adjustments - Task

2. Complete required fields, A through D; F is an optional parameter.

Search by the employee name or select the menu icon to search by various options such as Manager

or Supervisor.

Click the menu icon for the Pay Group such as FGCU Biweekly

Click the menu icon for the Company; select FGCU

Click the menu icon to select the Change Reason

Click the menu icon to select the Pay Periods

Payroll Result Type will auto-populate to On-cycle (select “Off-cycle” if that is what you are adjusting)

Payroll Accounting Adjustment

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There are two options for creating the Payroll Accounting Adjustment:

OPTION 1: By Percentage

1. Click the plus sign to add a line for additional details required

A. Select Position by selecting the menu icon and entering or selecting the name of the employee

B. Click the menu icon for the Pay Component(s) and choose the Earnings category,

(Deductions should not need payroll adjustments)

For this example, we chose Earnings, then the appropriate Earnings categories

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C. The Worktag will be auto-populated with the employee’s Activity, Cost Center, Fund,

Location and Program

D. This example is for a Prior Cost Allocation, so the Distribution Percentage will need to be

completed

E. Click the Plus Sign to add another line

Follow the same process for steps A and B, Position and Pay Components on the second line.

*NOTE: If Worktag information on the 2nd line auto-populates, click the X’s at the left of the

Worktag definition to clear. This will remove the auto-populated information allowing you to select

the appropriate Cost Center to allocate the remaining percentage.

2. Select the Worktags Menu icon to choose the additional Worktag for the Prior Cost Allocation

3. Select the Worktag option, such as All Active Grants, then select the appropriate Cost Center.

This will auto- populate the Worktag on the second line.

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4. Add the Distribution Percentage. Additional lines can be added if needed

*NOTE: The total distribution percentage should be 100%

5. Click OK; a summary of the Adjustments and Journal Lines display. Journal Lines will display

the current and proposed adjustment.

Current Journal Lines:

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Proposed Adjustments:

6. In the Summary Totals section, use the menu icons to enter the appropriate Pay Components

and Worktags (both are optional); click Update Amounts. Verify the Current Total Amount

equals the Proposed Total Amount, and the Difference is zero.

7. Add comments as desired, review and click Submit

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8. A submission confirmation popup message will appear.

OPTION 2: By Dollar Amount

To complete a Prior Cost Allocation change by dollar amount, follow the steps outlined above for

Number 2

A. Search by the employee name or select the menu icon to search by various options such as

Manager or Supervisor.

B. Click the menu icon for the Pay Group such as FGCU Biweekly

C. Click the menu icon for the Company

D. Click the menu icon to select the Change Reason

E. Click the menu icon to select the Pay Periods

F. Payroll Result Type will auto-populate to On-cycle (select “Off-cycle” if that is what you are

adjusting)

9. Click OK

10. Pay Period, Payroll Result and Change Reason will auto-populate. Fill in the Position and Pay

Component(s) (choose the Earnings category, Deductions should not need payroll adjustments)

by clicking the menu icon, then check the box for Refresh Journal Lines

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11. Refresh will bring up the Current Journal Lines; scroll down to the Proposed Adjustments

section

12. Click + to add a row (multiple rows are necessary for a split distribution)

13. Fill in the Debit Amount, Position, Pay Component(s) and Worktag sections. Budget Date is

auto-populated based on the pay period date (this date should not be changed)

14. In the Summary Totals section, use the menu icons to enter the Pay Components and

Worktags (both are optional); click Update Amounts. Verify the Current Total Amount equals

the Proposed Total Amount, and the Difference is zero.

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15. Add comments as desired, review, and click Submit

16. A submission confirmation popup message will appear