This document provides Human Resource Partners (HRPs), Academic HRPs, Lead HRPs, Operation Analysts, Budget Partners, Costing Allocation Partners, and Workday Payroll Expense Cost Correction Initiators – Cost Center with an inventory of reports tied to Costing Allocations in Workday, including their definitions, report prompts, authorized roles who can execute them, and key information found in these reports.

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Library of Workday Knowledge Base Articles

• Costing allocations are maintained for employees in Workday through the Assign Costing Allocations task. For detailed instructions on this process, please refer to the Assigning Costing Allocations in Workday Knowledge Base Article.
• Costing Allocations are assigned using either a Chart of Accounts, otherwise known as COA, or a Project Cost Collection Segment, otherwise known as POET(AF).
  • The Chart of Accounts (COA) is a 10-segment string of numbers that tracks income and spending at the University. In Workday, these segments are represented by the following worktags: Entity, Cost Center, Account, Fund, Purpose, Program, Activity, Site, Affiliate, and Future.
  • Project Cost Collection Segments (POET(AF)) are used to collect business transaction details for capital projects, individual awards and discretionary funds (IADF), grants, and other internal projects. POET(AF) consists of six segments, translated into Workday as these worktags: PPM Projects, Cost Center, Account, Task, Award, and Funding Source.
  • To learn more about COA and POET(AF), please review the following training module available in Workday Learning:
    • Introduction to Oracle and Orbit
• To view a list of top reports that are helpful for HRPs, Academic HRPs, Lead HRPs, Operation Analysts, Budget Partners, Costing Allocation Partners and Workday Payroll Expense Cost Correction Initiators – Cost Center, from the Home page, choose Menu in the top-left corner of the screen, and select the Top Reports for Campus Users App under the Strategy category.
  • If this App is not visible, locate and select the (+) Add button at the bottom of the Menu. Type Top Reports for Campus Users into the Find search bar and select the Plus (+) icon to include this App in the Menu.
• For a full report inventory, run the RPT Report Library report in Workday.
  • To run a report, type its name into the search bar and select the suggested result that appears below the box.
• Reports can be added to either the Apps or Shortcuts tabs in the Menu for easier access. For detailed instructions on how to do this, please refer to the Applications, Shortcuts, and Reports in Workday Knowledge Base Article.
• To ensure authorized users consistently receive up-to-date information, reports in Workday can be programmed to run automatically at set frequencies. For guidance on how to do this, please refer to the Scheduling Reports in Workday Knowledge Base Article.
• My Reports is a centralized hub in Workday for storing reports generated through automated processes, including background reports, scheduled reports, and reports shared among users. For more information, please refer to the Accessing My Reports in Workday Knowledge Base Article.
• Reports are typically presented as structured tables, with data organized based on specific categories relevant to the subject of the report. Horizontal and vertical scroll bars can be utilized to view all the available data.
  • Icons located in the upper right corner of the report provide additional functionalities, allowing users to export the data to Excel, generate a printable PDF, apply column-specific filters, toggle between full screen viewing and standard modes, and expand or collapse both the associated chart and report rows.
  • Any text in blue font within these reports indicates a hyperlink to another screen. Use these hyperlinks to navigate to other pages and/or to find additional details regarding the data displayed in the report.
    • When hovering over these hyperlinks, the Related Actions button appears. This button, represented by an icon resembling a small rectangle with three dots in the middle, becomes visible at the end of the text in blue font. It provides a range of additional actions associated with the specific item and can be used to initiate various business processes in Workday.

 

Report	Definition	Report Prompts1	Authorized Roles2	Key Information
RPT Worker Costing Allocations by Position incl. Default COA and Comp with End Date Prompt	- This report generates a list of ALL employees in the selected organization, including ALL their costing allocations at both the Worker and Position, and/or the Worker, Position, and Earning levels. - If a Costing Allocation End Date is specified in the corresponding prompt, the report will include only those employees whose costing allocations end on or before the specified date. If no end date is selected, the report will include ALL employees.	- Effective Date - Organization* - Include Subordinate Organizations3 - Starting Costing Allocation End Date	- HRPs - Academic HRPs - Lead HRPs - Budget Partners - Operations Analyst - Costing Allocation Partners - Workday Payroll Expense Cost Correction Initiators – Cost Center	- Employee Details in the selected organization, including Chicago ID, Name, Position, Job Profile, Employee Type, Full-Time Equivalency (FTE), Scheduled Weekly Hours, and more - Organization Assignments information - Total Base Pay details - Position Default COA Segments (Entity, Organization/Cost Center, Fund, Purpose, Program, Activity and Site) - Costing Overrides at the Worker and Position level, detailing COA/POET(AF) worktags, Costing Allocation Start Dates, Distribution Percentages, etc. - Costing Overrides at the Worker, Position and Earning level, detailing COA/POET(AF) worktags, Costing Allocation Start Dates, Distribution Percentages, etc. - Period Activity Pay Assignments with Costing Allocation Details
RPT One Time Payments in Date Range	- This report details one time payments for employees within the selected organization(s), limited to a specified date range. - Data can be filtered by selecting one or more worker sub-types in the Employee Type prompt. - For further information on these sub-types, refer to the Worker Sub-Types for Employee Positions in Workday Knowledge Base Article.	- Employee Type - Effective as of Date - Organizations* - Include Subordinate Organizations3 - Date Range Begin* - Date Range End*	- HRPs - Academic HRPs - Lead HRPs - Budget Partners - Operations Analyst - Workday Payroll Expense Cost Correction Initiators – Cost Center	- Details of employees who received one time payments within the specified date range, including Chicago ID, Employee ID, Position ID, Name, Employee Type, and more - Information about the one time payments, including details such as Payment Date, Payment Plan, Amount, COA/POET(AF) worktags for costing allocations, Additional Information, etc.
RPT Supervisory Organization Details	- This report offers detailed information on the selected Supervisory Organization(s) within Workday. - It only displays data for those organizations that are currently active.	- Organizations* - Include Subordinate Organizations3	- HRPs - Academic HRPs - Lead HRPs - Operations Analyst - Costing Allocation Partners	- Details of selected Supervisory Organization(s), including Organization Code, Subtype, Name, and Reference ID - Support roles assigned to the organization(s), such as HRPs, Academic HRPs, Lead HRPs, AMP Planners, and Costing Allocation Partners -Supervisory Manager details, including Work Email and Employee Type - Organizational hierarchy, showing both Superior and Subordinate Organizations - Entity, Cost Center, and Purpose COA worktags assigned to the organization(s) - Primary location of the organization(s) - Worker counts, broken down into Total Employees, Total Staff Employees, and overall Worker Count

¹ Please note that prompts marked with a red asterisk (*) are mandatory and must be entered in order to successfully run the report.

² Roles permitted to execute or run the reports.

³ A Subordinate Organization is an organizational unit within Workday that is part of the hierarchy under a larger or Superior Organization. By checking the Include Subordinate Organization box in the report prompts, data from these organizations will also be included in the report.