Purpose
The costing allocation process is used to override default funding sources.
Process
Costing allocations for EHE workers, (faculty, staff, BW students) must be assigned as Worker Costing. The assignments must be made prior to the payroll close to ensure the default funding source is overridden.
Workers starting in the Job Management staffing model can only be identified by payroll funding reports. Cost Center Mangers (CCM) will need to run and review new hire, additional job and change job report prior to payroll running to ensure that salary and fringe expense does not post to the default. Workers identified on this report with a blank base pay, will need a corresponding PAP. The PAP will include costing worktags and should be reviewed prior to payroll processing. Additionally, CCM should monitor missing and expired funding by reviewing the Payroll Funding- Costing Allocation for Filled positions, expired or missing report. This report will identify workers who have missing or expired costing allocations. These will need to be entered prior to payroll processing to ensure the costing allocation does not process to the default.
Other types of Costing Allocations for payroll-
One time payments- EHE Cost Center Managers (CCM) should review the Payroll Funding- Onetime Payment report, prior to payroll processing to identify these payments and to ensure costing is correctly allocated. If funding is to be split, the worktags should be blank. Cost center managers will need to assign costing on the Earnings level.
Period Activity Pay – EHE CCMs will be asked to provide work tags by unit initiators. These allocations require CCM approval. Please review data entry values are correct and include all values, including academic program codes.
Allowances – EHE HR and Managers will need to process allowances for FAAs and Overload (interim duties). Costing defaults to existing costing allocation entered for these workers. Overrides for these payments must be entered at the Earnings level. Cost Center Managers will receive a To-Do step to enter an earnings costing allocation for the allowance payment.
Termination Payouts- These payouts will be paid out of assigned Default Funding. If they should be allocated to a different source, a costing allocation on the Earning (the payout) must be created for the vacation or sick leave payout using the start and end date of the pay period the payout will occur. The HR for Finance – Termination and End Additional Job” report will identify any terminations that have occurred.
Federal Work Study (FWS) student positions– FWS must be closely monitored to ensure correct payroll costing. Hiring managers and cost center managers MUST partner with the federal work study team, noting first that both the position and the worker must be FWS eligible. If the position was not vetted by the FWS Office and is missing the FWS work tags, any student hired into that position cannot be paid with work-study funds, even if the student is eligible for those funds.
Costing by HR transaction type
Tools and Resources
Federal work study
- https://sfa.osu.edu/jobs/jobs-form-files/Federal_Work_Study_Hiring_Checklist.pdf
- https://sfa.osu.edu/jobs/employer-services/federal-work-study-on-campus-employer/on-campus-employer-resources
Reporting tools-
Costing allocation job aid-
Release Time-
Summary
Accurate and timely costing allocation entries are necessary to maintain EHEs foundational data model and correct budget structure. It is also necessary to reduce PAA entries and minimize rework and send backs.
