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Budget Contacts and Workday

About the Budget Contact Security Role
Employees with the Budget Contact security role in Workday can perform actions on costing allocation steps as part of other business processes such as Hire, Change Job, Compensation Change, etc. Additionally, they can initiate a standalone Assign Costing Allocation business process to enter account details and submit for approval.

To request the Budget Contact security role, employees will need to complete the top section of the Budget Contact Statement of Responsibility Form, then route it to the appropriate Finance Approver for signature (see list below).

  • Deborah Wright, Associate Vice President for Finance
  • Texas A&M Health - Kristin Nace, Vice President & CFO
  • Texas A&M at Galveston - Vanessa Garza, Assistant Director, Budgets
Route the completed Statement of Responsibility to HROE Continuous Improvement & Service Quality (CISQ) at hrnetwork@tamu.edu. For assistance, contact CISQ.

Below are a variety of resources for Budget Contacts who are new to the Workday application. Click on the respective section below to learn more (or click expand all to view them all at once).
Workday Help, accessible through Single Sign On, is an online library of learning resources to help users learn how to use Workday. This online library is managed by the Workday Services team within the Texas A&M University System Office of Information Technology. It includes curriculum guides, job aids, reference guides, and webinars to teach users about the Workday application. New employees who have been assigned the Budget Contact security role are highly encouraged to check out all of the resources available through Workday Help with a special emphasis on the following:

Working in Workday for Employees
Working in Workday for Managers
Workday Core Concepts for Security Roles
Workday Advanced Navigation for Security Roles
Costing Allocations Reference Guide
Assign Costing Allocations Job Aid (see Member version: TAMU)

Assign Costing Allocation

This business process in Workday is used to designate the accounts from which the employee’s salary and/or a specific earning will be paid. The Assign Costing Allocations business process affects costing on positions and/or workers for future payrolls. Workday will allow you to update costing allocations for a prior pay period, but it will not result in any changes occurring for payroll already processed/paid. For changes to payroll payments already made, use the Payroll Cost Transfer (PCT) process available in Canopy to move the expenses to the correct account(s).

Updating Costing Allocations

  • Inbox step – part of another business process prompting to add costing allocation information (required) or skip (optional)
    • Add Additional Job (required)
    • Change Job (optional)
    • Create Position (required)
    • Hire (required)
  • To Do step – prompts Budget Contact to initiate the standalone business process (To Do in Workday means “go do what is requested” and then come back and SUMBIT the To Do step to continue routing the business process)
    • Termination (optional)
    • Edit Position Restriction (optional)
    • Request Compensation Change (optional)
  • Standalone Business Process
    • From the Worker Profile, go to Actions > Payroll > Assign Costing Allocation
    • Review and/or update the displayed information as necessary

Changing Costing Allocations

  • Close out existing cost set with appropriate End Date
  • Use the Copy Costing Allocations check box to populate a new cost set group, then complete information for new cost set
  • Note: Existing costing allocations should not be changed or removed; instead, they should be end dated. If not end dated, this might have downstream impacts with encumbrances not being released on the account.

No Costing Allocation Changes Needed

  • Skip – if it is an Inbox step for sub processes, select the gear icon and select “Skip this Task”
  • Submit – if it is a To Do step for a standalone process, select Submit
  • Costing Allocations for Worker Position – returns worker position allocation details for a specified organization, position, and/or worker as of an effective date
  • Costing Allocations for Position Restrictions – returns position restriction allocation details for a specified organization, position, and/or worker as of an effective date
  • Positions Missing Costing Allocations – returns positions without current Worker Position and/or Position Restriction costing allocations; used to prevent salary payment on the FAMIS default accounts; may also be run to find positions that could have encumbrance impacts
  • Positions with Inactive Costing Allocations – returns position which have inactive TAMUS Cost Center in the current costing allocations
  • Assign Costing Allocations Sent Back – for Assign Costing Allocation business process, returns any events where a step was sent back, or the business process was denied
  • Pay Calculation Results for a Period – returns payroll results, positions and costing allocations for employees in certain organizations and pay periods
  • Time Tracking Details – returns active employees’ period schedules, work schedules, timesheet type, and whether compensatory time was banked
  • Audit – Worker Compensation and Default Compensation – returns compensation for vacant and filled positions, used to compare differences in workers’ actual compensation and their positions’ default compensation
  • Compensation Allowances with Annual Work Period – returns positions with allowance plans in prompted organizations including annual work period, allowance plan details, worker position earning costings
  • Compensation Changes Reports – returns compensation change events for employees in specified date range, organizations, and/or workflow states