ADMIN JOB COST PROCESSING – TIME ENTRY/PAYROLL/JOB COST
Admin Job Cost Processing - Time Entry/Payroll/Job Cost
Overview:
This document is a guide for the Financial
Managers and Admin Timekeepers on the Semi-Monthly job cost process. The focus of this document is to ensure that
Job Cost is being captured and calculated. With Dionne Prier’s assistance, I
have included the steps Financial Managers and Timekeepers are taking to
validate that the time cards are entered into the system for processing.
Impacts to Job Cost:
-
In Workday, job cost is calculated when time cards are approved.
- Job profile, cost
center, and worker group changes will affect actual time entry.
- If
any of the above, do not exist on the project resource plan, the resource plan
line needs to be created before time can be entered.
- The
Workday Projects team has asked HR to add a notification from these business
processes to be sent to the Financial Managers when these changes occur.
- Any changes made to
resource plan lines, (i.e.: cost rate, job
profile, promotions, transfers or worker group updates that occur prior to time card approval will
not impact the job cost calculations.
- Any changes made to
resource plan lines, (i.e.: cost rate,
job profile, promotions, transfers or worker group updates that occur after time card approval will require the
time block to be re-submitted and re-approved.
- To
re-submit an existing time card after it has been approved, simply open the time
block(s), add a comment and click OK. At
the bottom of the screen, click Submit to resubmit the time for approval.
- It is crucial that all
time be entered in time tracking consistently and on time so that Job Cost can
be captured accurately.
- Missed time entered in
a prior period does not get captured in
the current period’s job cost file. If
“missing time” is not entered for an employee, the payroll dollars are captured
in the “non-project labor” account in the overhead business unit.
Below is
a high-level workflow of the steps that should be followed to assure that Job
Cost is calculating correctly.
Due Dates:
STEP 1: At
the end of each pay period, an Active Employee list is sent by the Payroll Team
to the Admin Timekeepers and Financial Managers.
STEP 2: Upon
receipt, the Admin Timekeepers should be running the TT-Audit Reports
STEP 3:
Navigate to Workday
STEP 4: In the search bar enter
TT Audit, hit Enter
STEP 5: Run any or all the
reports shown above
STEP 6: Enter the appropriate
parameters for your review
STEP 7: Admin Timekeepers
should be contacting the employees to resolve any issues found in these reports
STEP 8: Timekeepers
or Financial Managers run the Swinerton Project rate Report to validate and
resolve cost rate calculations.
STEP 9: If
there are penny errors or missing resource plan lines on the Swinerton Project
Rate Report the Timekeepers need to work with the Job Set up Admins or
Financial Managers to research the errors in Workday and resolve. Things to
look for are listed below:
a. Issue can be at the project hierarchy level or project specific
level
b. Resource plan line with no assigned worker group or assigned
worker
c. Incorrect/missing cost centers on worker groups
d. Missing job profile on worker group
e. Project Resource screen shows project role line with no assigned
employee (check c and d above)
f. Employee on loan to a different division and resource plan set
up is incomplete
STEP 10: If
the penny errors were the result of Resource plan line changes the affected
time blocks need to be re-submitted and approved.
g. Navigate
to employee who needs to be corrected
h. Select
Time and Leave>Enter Time
i. Click
OK
j. Navigate to Time block that needs to be corrected and double click
k. Add
a comment indicting why this time block was updated
l. Click
OK
m. Click
Submit
n. Request
time block be approved
STEP 11: Re-run
the Swinerton Project Rate Report to confirm resolution.
STEP 12: 1st Pay Calculation (process can be
repeated until all issues are resolved). The Payroll Teams sends out an email to
Timekeepers and FM’s to validate the TT
Audit reports.
STEP 13: Issues are corrected as needed.
STEP 14: As issues are resolved, if they affect job cost,
the Swinerton Project Rate report should be re-run to validate cost rates are
still resolving correctly.
STEP 15: Payroll is notified by Timekeepers when all
issues are resolved.
STEP 16: All issues must be resolved by the Lockout
Date/Time. Payroll to notify Timekeeper
at the time of Lockout
STEP 17: Payroll is calculated and settled.
STEP 18: Job Cost Integration is run:
o.
Workday data is validated
p.
File is uploaded to CMiC
q.
CMiC uploaded file is validated
r.
Coding errors corrected
s.
Once errors are resolved job cost batch is
created and posted.
STEP 19: GL Actual cost integration is run: (data
includes Overhead non-project pay and Additional Pay)
t. Workday data is validated
u. File is uploaded to CMiC
v. CMiC uploaded file is validated
w. Coding errors corrected
x. Once errors are resolved job cost batch is
created and posted.