{"id":7401,"date":"2026-08-18T10:27:27","date_gmt":"2026-08-18T15:27:27","guid":{"rendered":"https:\/\/www.macalester.edu\/payroll\/?page_id=7401"},"modified":"2026-08-21T10:50:01","modified_gmt":"2026-08-21T15:50:01","slug":"costing-allocations","status":"publish","type":"page","link":"https:\/\/www.macalester.edu\/payroll\/time-approver-staff\/costing-allocations\/","title":{"rendered":"Costing Allocations"},"content":{"rendered":"<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"612\" height=\"459\" src=\"https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/costing-allocations.jpg\" alt=\"\" class=\"wp-image-7569\" style=\"width:827px;height:auto\" srcset=\"https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/costing-allocations.jpg 612w,  https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/costing-allocations-300x225.jpg 300w\" sizes=\"auto, (max-width: 612px) 100vw, 612px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading has-text-align-center\">Costing Allocation Setup and Management<\/h2>\n\n\n\n<p>Your <strong>Costing Allocation Setup and Management<\/strong> resource is designed for <strong>Supervisors and Managers<\/strong> to help navigate how to assign and update <strong>Worktags<\/strong> for employee wages in Workday. <\/p>\n\n\n\n<p>Costing Allocations help ensure payroll expenses are charged to the appropriate funding source, such as a <strong>Cost Center, Fund, Function, Grant, Gift, or Project<\/strong>.<\/p>\n\n\n\n<p class=\"has-text-align-center\">\ud83d\udcbb <strong>Need to Enter or Update a Costing Allocation?<\/strong><em><br>Review the <strong>How-To<\/strong> guides below for step-by-step instructions on entering, updating, and managing Costing Allocations.<\/em><\/p>\n\n\n<accordion-container\n    tag=\"section\"\n    class=\"accordion-group block-container\"\n    >\t\n\t<div class=\"accordion-group__outer\">\n\t    \t    <ul class=\"accordion-group__list\">\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-1\"\n\t                        id=\"accordion-group-heading-button-1\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Before You Begin: Costing Allocation<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-1\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><div class=\"colorblock-heading-1\">\n<h4>\ud83d\udcb0 What is a Costing Allocation?<\/h4>\n<p>A <strong data-start=\"326\" data-end=\"348\">Costing Allocation<\/strong> in Workday determines where an employee&#8217;s wages are charged by assigning specific <strong data-start=\"431\" data-end=\"443\">Worktags<\/strong> to the payroll expense.<\/p>\n<p class=\"PDq2pG_selectionAnchorContainer\" data-start=\"469\" data-end=\"490\">Worktags may include:<\/p>\n<p data-start=\"492\" data-end=\"550\"><strong data-start=\"492\" data-end=\"550\">Cost Center \u2022 Fund \u2022 Function \u2022 Grant \u2022 Gift \u2022 Project<\/strong><\/p>\n<p data-start=\"552\" data-end=\"660\">Managers use Costing Allocations to ensure employee wages are charged to the <strong data-start=\"629\" data-end=\"659\">appropriate funding source<\/strong>.<\/p>\n<p>Once a costing allocation is submitted, it routes to <strong>Finance<\/strong> <strong>for review and approval.<\/strong><\/p>\n<\/div>\n<div class=\"colorblock-heading-1\">\n<h4>\u26a0\ufe0fImportant Before You Begin<\/h4>\n<p>Before starting a Costing Allocation, please make sure the employee and position are set up correctly in Workday.<\/p>\n<p><strong>The employee must be hired first<\/strong><\/p>\n<ul>\n<li>Managers can update a costing allocation<strong> only after the employee has been hired into the position in Workday<\/strong>.<\/li>\n<li>A Costing Allocations <strong>can entered<\/strong> <strong>before the employee&#8217;s start date<\/strong>, as long as the position has been created and the employee has been successfully hired.<\/li>\n<\/ul>\n<p><strong data-start=\"1231\" data-end=\"1251\">\ud83d\udca1 Good to Know:<\/strong> You do not need to wait until the employee&#8217;s first day to enter the Costing Allocation.<\/p>\n<\/div>\n<div class=\"colorblock-heading-1\">\n<h4>\ud83d\udccbBefore You Start<\/h4>\n<p>Make sure you have the appropriate <strong data-start=\"1404\" data-end=\"1430\">accounting information<\/strong> available before beginning the Workday process.<\/p>\n<p class=\"PDq2pG_selectionAnchorContainer\" data-section-id=\"1mrhsat\" data-start=\"1480\" data-end=\"1529\"><span role=\"text\"><strong data-start=\"1484\" data-end=\"1529\">Do you have the employee&#8217;s Banner FOAPAL?<\/strong><\/span><\/p>\n<ul>\n<li data-start=\"1531\" data-end=\"1693\">If you know the employee&#8217;s <strong data-start=\"1558\" data-end=\"1575\">Banner FOAPAL<\/strong>, you can use the <strong data-start=\"1593\" data-end=\"1616\">Worktag Lookup Tool<\/strong> to translate the legacy Banner FOAPAL into the appropriate Workday Worktags.<\/li>\n<\/ul>\n<p data-section-id=\"1nfaxlb\" data-start=\"1695\" data-end=\"1738\">Before entering the Costing Allocation:<\/p>\n<ol>\n<li data-start=\"1740\" data-end=\"1807\">Look up the Banner FOAPAL using the <strong data-start=\"1783\" data-end=\"1806\">Worktag Lookup Tool<\/strong>.<\/li>\n<li data-start=\"1740\" data-end=\"1807\">Review the Worktags provided by the tool.<\/li>\n<li data-start=\"1740\" data-end=\"1807\">Confirm the Worktags represent the <strong data-start=\"1901\" data-end=\"1927\">correct funding source<\/strong> for the employee&#8217;s wages.<\/li>\n<li data-start=\"1740\" data-end=\"1807\">Use the appropriate Worktags when completing the Costing Allocation in Workday.<\/li>\n<\/ol>\n<\/div>\n<div class=\"colorblock-heading-1\">\n<h4>\ud83d\udd0eWorktag Lookup Tool<\/h4>\n<p class=\"PDq2pG_selectionAnchorContainer\" data-section-id=\"1y72g49\" data-start=\"2074\" data-end=\"2134\"><span role=\"text\"><strong data-start=\"2078\" data-end=\"2134\">Need to convert a Banner FOAPAL to Workday Worktags?<\/strong><\/span><\/p>\n<ul>\n<li data-start=\"2136\" data-end=\"2210\">Use the <strong data-start=\"2144\" data-end=\"2167\">Worktag Lookup Tool<\/strong> before completing your Costing Allocation.<\/li>\n<li data-start=\"2136\" data-end=\"2210\">If you know the employee&#8217;s <strong>Banner FOAPAL<\/strong>, you can use the <strong>Worktag Lookup Tool<\/strong> to translate the FOAPAL into the appropriate Workday Worktags before completing the costing allocation.<\/li>\n<\/ul>\n<p>To access the lookup tool, click here: \ud83d\udd17<a class=\"external\" href=\"https:\/\/www.macalester.edu\/payroll\/time-approver-staff\/costing-allocations\/\">Open the Worktag Lookup Tool<\/a><\/p>\n<p>Need help using the tool?<\/p>\n<p>For additional information on how to use the tool, click here: \ud83d\udcd6<a class=\"external\" href=\"https:\/\/www.macalester.edu\/business-services\/workdayworktaglookup\/\">Tips to Use Worktag Lookup Tool<\/a><\/p>\n<p><strong>Worktag Lookup Tool<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-7421\" src=\"https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/Workday-lookup-tool-300x130.png\" alt=\"\" width=\"999\" height=\"434\" srcset=\"https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/Workday-lookup-tool-300x130.png 300w,   https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/Workday-lookup-tool.png 624w\" sizes=\"auto, (max-width: 999px) 100vw, 999px\" \/><br \/>\n<\/strong><\/p>\n<div class=\"colorblock-heading-1\">\n<h4>\ud83d\udccc Ready to Continue?<\/h4>\n<p>Once you have confirmed the appropriate <strong data-start=\"2622\" data-end=\"2634\">Worktags<\/strong> and accounting information, you are ready to complete the Costing Allocation in Workday.<\/p>\n<\/div>\n<div class=\"colorblock-heading-1\">\n<h4>\ud83d\udcacNeed Assistance?<\/h4>\n<p>If you need assistance determining the appropriate <strong>Worktags<\/strong> or <strong>Account(s)<\/strong> to use for a costing allocation, or if you have additional questions regarding accounting Worktags:<\/p>\n<p><strong>Accounting Department<\/strong> at \ud83d\udce7<a href=\"mailto:accounting@macalester.edu\"><strong>accounting@macalester.edu<\/strong><\/a><\/p>\n<\/div>\n<\/div><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-2\"\n\t                        id=\"accordion-group-heading-button-2\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Which Costing Allocation Process Do I Need?<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-2\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><div class=\"colorblock-heading-1\">\n<p><strong>Not sure which Costing Allocation process to use?\u00a0 Use the guide below to determine which process applies to your situation.<\/strong><\/p>\n<table class=\"w-fit min-w-(--thread-content-width)\" data-start=\"328\" data-end=\"882\">\n<thead data-start=\"328\" data-end=\"388\">\n<tr data-start=\"328\" data-end=\"388\">\n<th class=\"last:pe-10\" data-start=\"328\" data-end=\"342\" data-col-size=\"sm\"><strong data-start=\"330\" data-end=\"341\">Process<\/strong><\/th>\n<th class=\"last:pe-10\" data-start=\"342\" data-end=\"366\" data-col-size=\"md\"><strong data-start=\"344\" data-end=\"365\">What You&#8217;re Doing<\/strong><\/th>\n<th class=\"last:pe-10\" data-start=\"366\" data-end=\"388\" data-col-size=\"lg\"><strong data-start=\"368\" data-end=\"386\">Key Difference<\/strong><\/th>\n<\/tr>\n<\/thead>\n<tbody data-start=\"403\" data-end=\"882\">\n<tr data-start=\"403\" data-end=\"509\">\n<td data-start=\"403\" data-end=\"437\" data-col-size=\"sm\"><strong data-start=\"405\" data-end=\"436\">Create a Costing Allocation<\/strong><\/td>\n<td data-start=\"437\" data-end=\"465\" data-col-size=\"md\">Creating a new allocation<\/td>\n<td data-start=\"465\" data-end=\"509\" data-col-size=\"lg\">No existing allocation is being changed.<\/td>\n<\/tr>\n<tr data-start=\"510\" data-end=\"670\">\n<td data-start=\"510\" data-end=\"550\" data-col-size=\"sm\"><strong data-start=\"512\" data-end=\"549\">Edit a Pending Costing Allocation<\/strong><\/td>\n<td data-start=\"550\" data-end=\"622\" data-col-size=\"md\">Correcting an allocation that has been submitted but not yet approved<\/td>\n<td data-col-size=\"lg\" data-start=\"622\" data-end=\"670\">You can modify the existing pending request.<\/td>\n<\/tr>\n<tr data-start=\"671\" data-end=\"882\">\n<td data-start=\"671\" data-end=\"715\" data-col-size=\"sm\"><strong data-start=\"673\" data-end=\"714\">Update an Approved Costing Allocation<\/strong><\/td>\n<td data-start=\"715\" data-end=\"771\" data-col-size=\"md\">Changing an allocation that has already been approved<\/td>\n<td data-col-size=\"lg\" data-start=\"771\" data-end=\"882\">You must create a <strong data-start=\"791\" data-end=\"835\">new allocation with a new effective date<\/strong> rather than editing the approved allocation.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<div class=\"colorblock-heading-1\">\n<p><strong>\ud83d\udca1Quick Guide<\/strong><\/p>\n<div class=\"group TyagGW_tableContainer\">\n<div class=\"TyagGW_tableWrapper flex flex-col-reverse w-fit\">\n<table class=\"w-fit min-w-(--thread-content-width)\" data-start=\"20\" data-end=\"419\" data-is-last-node=\"\" data-is-only-node=\"\">\n<thead data-start=\"20\" data-end=\"65\">\n<tr data-start=\"20\" data-end=\"65\">\n<th class=\"last:pe-10\" data-start=\"20\" data-end=\"41\" data-col-size=\"md\"><strong data-start=\"22\" data-end=\"40\">Your Situation<\/strong><\/th>\n<th class=\"last:pe-10\" data-start=\"41\" data-end=\"65\" data-col-size=\"md\"><strong data-start=\"43\" data-end=\"63\">Use This Process<\/strong><\/th>\n<\/tr>\n<\/thead>\n<tbody data-start=\"76\" data-end=\"419\" data-is-last-node=\"\">\n<tr data-start=\"76\" data-end=\"153\">\n<td data-start=\"76\" data-end=\"118\" data-col-size=\"md\">\ud83c\udd95 <strong data-start=\"81\" data-end=\"117\">No Costing Allocation exists yet<\/strong><\/td>\n<td data-col-size=\"md\" data-start=\"118\" data-end=\"153\"><strong data-start=\"120\" data-end=\"151\">Create a Costing Allocation<\/strong><\/td>\n<\/tr>\n<tr data-start=\"154\" data-end=\"263\">\n<td data-start=\"154\" data-end=\"222\" data-col-size=\"md\">\ud83d\udfe1 <strong data-start=\"159\" data-end=\"221\">Costing Allocation has been submitted but is still pending<\/strong><\/td>\n<td data-col-size=\"md\" data-start=\"222\" data-end=\"263\"><strong data-start=\"224\" data-end=\"261\">Edit a Pending Costing Allocation<\/strong><\/td>\n<\/tr>\n<tr data-start=\"264\" data-end=\"419\" data-is-last-node=\"\">\n<td data-start=\"264\" data-end=\"318\" data-col-size=\"md\">\ud83d\udfe2 <strong data-start=\"269\" data-end=\"317\">Costing Allocation has already been approved<\/strong><\/td>\n<td data-col-size=\"md\" data-start=\"318\" data-end=\"419\" data-is-last-node=\"\"><strong data-start=\"320\" data-end=\"361\">Update an Approved Costing Allocation<\/strong> \u2014 create a <strong data-start=\"373\" data-end=\"417\" data-is-only-node=\"\">new allocation with a new effective date<\/strong><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<div class=\"colorblock-heading-1\"><strong>\ud83d\udca1<\/strong><strong> Quick Tip:\u00a0<\/strong><\/p>\n<ul>\n<li>The navigation to open Assign costing Allocations is the same for all Costing Allocation processes.<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/div><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-3\"\n\t                        id=\"accordion-group-heading-button-3\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">How to Create a Costing Allocation<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-3\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><div class=\"colorblock-heading-1\">\n<div class=\"colorblock-heading-1\">\n<h4>Steps to Create a Costing Allocation<\/h4>\n<p class=\"isSelectedEnd\"><em>Use this process when creating a new Costing Allocation for an employee.<\/em><\/p>\n<p class=\"PDq2pG_selectionAnchorContainer\" data-start=\"661\" data-end=\"865\"><strong data-start=\"661\" data-end=\"764\">The navigation to open Assign Costing Allocations is the same for all Costing Allocation processes.<\/strong> Refer to the <strong data-start=\"778\" data-end=\"818\">Steps to Update an Approved Costing Allocation<\/strong> section below for the navigation instructions.<\/p>\n<p data-start=\"867\" data-end=\"939\">Once you have opened <strong data-start=\"888\" data-end=\"918\">Assign Costing Allocations<\/strong>, follow these steps:<\/p>\n<ol start=\"1\" data-spread=\"false\">\n<li>Follow the navigation steps in\u00a0<strong>How to Update Costing Allocations<\/strong>\u00a0to open\u00a0<strong>Assign Costing Allocations<\/strong>.<\/li>\n<li>On the <strong>Assign Costing Allocation<\/strong> pop-up window, enter the appropriate <strong>Effective Date<\/strong>.<\/li>\n<li>Click <strong>OK<\/strong>.<\/li>\n<li>Enter the appropriate <strong>Worktags<\/strong> and allocation information.<\/li>\n<li>Review the <strong>Effective Date, Worktags, amounts, and percentages<\/strong> to make sure everything is correct.<\/li>\n<li>Click <strong>Submit<\/strong> to submit the Costing Allocation for approval.<\/li>\n<\/ol>\n<\/div>\n<div class=\"colorblock-heading-1\">\n<h4>\ud83d\udccc <strong>Important<\/strong><\/h4>\n<p class=\"isSelectedEnd\">Costing Allocations should be reviewed carefully before submitting to ensure payroll expenses are charged to the appropriate funding source.<\/p>\n<p class=\"isSelectedEnd\">If you need assistance determining the appropriate <strong>Worktags or Account(s)<\/strong> to use for a Costing Allocation, please contact the <strong>Accounting Department<\/strong> at <a href=\"mailto:accounting@macalester.edu\"><strong>accounting@macalester.edu<\/strong><\/a>.<\/p>\n<\/div>\n<\/div><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-4\"\n\t                        id=\"accordion-group-heading-button-4\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">How to Update an Approved Costing Allocations?<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-4\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><div class=\"colorblock-heading-1\">\n<h4>Assigning a Costing Allocation<\/h4>\n<p>A <strong>Costing Allocation<\/strong> in Workday allows employee wages to be charged to specific <strong>Worktags<\/strong> (such as Cost Center, Fund, Function, Grant, Gift, or Project). Managers use this process to ensure payroll expenses are charged to the appropriate funding sources.<\/p>\n<p>Once a costing allocation is submitted, it routes to <strong>Finance<\/strong> for review and approval.<\/p>\n<p><strong>Important Notes<\/strong>:<\/p>\n<ul>\n<li>Managers can update a costing allocation only after the employee has been hired into the position in Workday.<\/li>\n<li>Costing allocations may be entered <strong>before the employee&#8217;s start date<\/strong>, provided the position has been created and the employee has been successfully hired.<\/li>\n<\/ul>\n<p><strong>Before you Begin<\/strong><\/p>\n<p>Before starting the costing allocation process, make sure you have the appropriate accounting information available.<\/p>\n<ul>\n<li>If you know the employee&#8217;s <strong>Banner FOAPAL<\/strong>, you can use the <strong>Worktag Lookup Tool<\/strong> to translate the FOAPAL into the appropriate Workday Worktags.<\/li>\n<li>Review the Worktags provided by the Worktag Lookup Tool before entering the costing allocation to ensure the payroll expenses are charged to the correct funding source.<\/li>\n<\/ul>\n<p><strong>Worktag Lookup Tool<\/strong><\/p>\n<p>If you know the employee&#8217;s <strong>Banner FOAPAL<\/strong>, you can use the <strong>Worktag Lookup Tool<\/strong> to translate the FOAPAL into the appropriate Workday Worktags before completing the costing allocation.<\/p>\n<p>To access the lookup tool, click here:\u00a0 <a href=\"https:\/\/macadmsys.macalester.edu\/macssb\/customPage\/page\/macArgosAPI?datablock=19254\">\ud83d\udd17<\/a><a class=\"external\" href=\"https:\/\/www.macalester.edu\/payroll\/time-approver-staff\/costing-allocations\/\">Open the Worktag Lookup Tool<\/a><\/p>\n<p>For additional information on how to use the tool, click here: \ud83d\udd17<a class=\"external\" href=\"https:\/\/www.macalester.edu\/payroll\/time-approver-staff\/costing-allocations\/\">Open the Worktag Lookup Tool<\/a><\/p>\n<p><strong>Worktag Lookup Tool<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-7421\" src=\"https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/Workday-lookup-tool-300x130.png\" alt=\"\" width=\"999\" height=\"434\" srcset=\"https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/Workday-lookup-tool-300x130.png 300w,   https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/Workday-lookup-tool.png 624w\" sizes=\"auto, (max-width: 999px) 100vw, 999px\" \/><br \/>\n<\/strong><\/p>\n<div class=\"colorblock-heading-1\">\n<h4>Additional Assistance<\/h4>\n<p>If you need assistance determining the appropriate <strong>Worktags<\/strong> or <strong>Account(s)<\/strong> to use for a costing allocation, or if you have additional questions regarding accounting Worktags:<\/p>\n<ul>\n<li>Please contact the <strong>Accounting Department<\/strong> at <a href=\"mailto:accounting@macalester.edu\"><strong>accounting@macalester.edu<\/strong><\/a><\/li>\n<\/ul>\n<\/div>\n<div class=\"colorblock-heading-1\">\n<h4>How to Update Costing Allocations:<\/h4>\n<p class=\"isSelectedEnd\"><em>Need to make a change to a Costing Allocation that has already been approved?<\/em><\/p>\n<p>Once a Costing Allocation has been approved, you cannot edit the existing allocation. You must create a <strong>new Costing Allocation<\/strong> with the appropriate effective date and updated Worktags.<\/p>\n<ol>\n<li>Log in to <strong>Workday, <\/strong>use <strong>Single Sign on (SSO)<\/strong><\/li>\n<li>Go to <strong>Employee<\/strong><strong>\u2019s Profile<\/strong>\n<ul>\n<li>Locate Employee using the <strong>search<\/strong> box by entering their<strong> Name or Employee ID<\/strong><\/li>\n<\/ul>\n<\/li>\n<li>Click<strong> Actions <\/strong><\/li>\n<li>Select <strong>Payroll<\/strong><\/li>\n<li>Click<strong> Assign Costing Allocations<\/strong><strong><br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-7437\" src=\"https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/Costing-Allocation-1-300x177.png\" alt=\"\" width=\"600\" height=\"354\" srcset=\"https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/Costing-Allocation-1-300x177.png 300w,   https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/Costing-Allocation-1.png 529w\" sizes=\"auto, (max-width: 600px) 100vw, 600px\" \/><\/strong><\/li>\n<li><strong>Complete the Assign Costing Allocation window update the following fields:<\/strong>\n<ul>\n<li><strong>Effective date<\/strong> will default to today\u2019s date<\/li>\n<li><strong>Worker<\/strong> \u2013 The employee\u2019s name will default automatically<\/li>\n<li><strong>Position<\/strong> \u2013 Select the <strong>employee\u2019s current active position<\/strong> (only required if the employee has multiple active positions).<\/li>\n<li>Click <strong>OK<br \/>\n<\/strong><strong><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-7443\" src=\"https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/Costing-Allocation-2-269x300.png\" alt=\"\" width=\"400\" height=\"446\" srcset=\"https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/Costing-Allocation-2-269x300.png 269w,   https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/Costing-Allocation-2.png 351w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/strong><\/li>\n<\/ul>\n<\/li>\n<li><strong>Complete the<\/strong> <strong>Proposed Costing Allocation tab<\/strong>\n<ul>\n<li><strong>Start date<\/strong> \u2013 Enter the effective date for the costing allocation<\/li>\n<li><strong>End date \u2013<\/strong> <em>(if applicable)<\/em> \u2013 Enter an end date only if the costing allocation is temporary and should revert to the employee&#8217;s primary costing allocation after a specified period<\/li>\n<\/ul>\n<\/li>\n<li><strong>Complete<\/strong> <strong>the Costing Allocations details grid<\/strong>\n<ul>\n<li>Using the <strong>Worktag Lookup Tool<\/strong>, enter the applicable Worktags<\/li>\n<li><strong>Cost Center<\/strong>\n<ul>\n<li>Example: CC2710<\/li>\n<li>If the <strong>Cost Center<\/strong> shown under <strong>Costing Worktags Defaults (As of Start Date)<\/strong> matches the Worktag Lookup Tool, <strong>leave the Cost Center field blank<\/strong>.<\/li>\n<li>If the Cost Center does <strong>not<\/strong> match, enter the correct Cost Center from the Worktag Lookup Tool.<\/li>\n<li><strong>Note:<\/strong> When adding <strong>Additional Worktags<\/strong>, Workday may automatically update the Cost Center. Always review the Cost Center after entering Additional Worktags to ensure it still matches the Worktag Lookup Tool. If it changes, remove the incorrect value and enter the correct Cost Center<\/li>\n<\/ul>\n<\/li>\n<li><strong>Additional Work Tags<\/strong>\n<ul>\n<li><strong>Gift<\/strong> \u2013 Example: GF10960<\/li>\n<li><strong>Fund<\/strong> \u2013 Example: FD250<\/li>\n<li><strong>Function<\/strong> \u2013 Example: FN02<\/li>\n<\/ul>\n<\/li>\n<li><strong>\ud83d\udccc<\/strong><strong> Important &#8211; For Payroll costing allocations, Spend Category is not required within Workday.\u00a0<\/strong><\/li>\n<li><strong>Distribution Percent<\/strong>\n<ul>\n<li><strong>Single Costing Allocation<\/strong>\n<ul>\n<li>Enter 100%<\/li>\n<\/ul>\n<\/li>\n<li><strong>Multiple Costing Allocation<\/strong>\n<ul>\n<li>In the top left corner of the Costing Allocation Details table, click the + (Add Row) button to create an additional allocation line<\/li>\n<li>Enter the appropriate <strong>Cost Center<\/strong> and <strong>Additional Worktags<\/strong> for each allocation<\/li>\n<li>Update the <strong>Distribution Percent<\/strong> for each row<\/li>\n<li><strong>Important:<\/strong> The total of all distribution percentages <strong>must equal 100%<\/strong><\/li>\n<\/ul>\n<\/li>\n<li><strong>Comment<\/strong>\n<ul>\n<li>Enter a comment, if applicable<\/li>\n<\/ul>\n<\/li>\n<li>Click<strong> Submit<\/strong><\/li>\n<li><strong>Confirmation: <\/strong>A successful submission is indicated when the system displays the message<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<li><strong>Review Entry<\/strong>\n<ul>\n<li>Click <strong>View details<\/strong><\/li>\n<\/ul>\n<\/li>\n<li>Expand<strong> Details <\/strong>and<strong> Process <\/strong>to review the submitted costing allocation and routing information<img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-7587\" src=\"https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/review-300x135.png\" alt=\"\" width=\"999\" height=\"449\" srcset=\"https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/review-300x135.png 300w,   https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/review.png 603w\" sizes=\"auto, (max-width: 999px) 100vw, 999px\" \/><\/li>\n<\/ol>\n<p><strong>Example of a Single Costing Allocation<\/strong><\/p>\n<p style=\"padding-left: 40px\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-7599\" src=\"https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/single-300x144.png\" alt=\"\" width=\"998\" height=\"480\" srcset=\"https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/single-300x144.png 300w,   https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/single.png 624w\" sizes=\"auto, (max-width: 998px) 100vw, 998px\" \/><\/p>\n<p><strong>Example of Multiple Costing Allocations<\/strong><\/p>\n<p style=\"padding-left: 40px\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-7597\" src=\"https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/multiple-300x138.png\" alt=\"\" width=\"999\" height=\"458\" srcset=\"https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/multiple-300x138.png 300w,   https:\/\/www.macalester.edu\/payroll\/wp-content\/uploads\/sites\/521\/2026\/08\/multiple.png 624w\" sizes=\"auto, (max-width: 999px) 100vw, 999px\" \/><\/p>\n<p>&nbsp;<\/p>\n<ul>\n<li style=\"list-style-type: none\">\n<ul>\n<li style=\"list-style-type: none\"><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div>\n<\/div><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-5\"\n\t                        id=\"accordion-group-heading-button-5\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">How to Edit a Pending Costing Allocation? (Before Approval)<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-5\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><div class=\"colorblock-heading-1\">\n<h4>Steps to Edit a Pending Costing Allocation<\/h4>\n<p>Need to make a change to a Costing Allocation that has not yet been approved?<\/p>\n<p class=\"isSelectedEnd\">Use this process when correcting a Costing Allocation that has been submitted but has not yet been approved.<\/p>\n<p><strong data-start=\"1107\" data-end=\"1210\">The navigation to open Assign Costing Allocations is the same for all Costing Allocation processes.<\/strong> Refer to the <strong data-start=\"778\" data-end=\"818\">Steps to Update an Approved Costing Allocation<\/strong>\u00a0section below for the navigation instructions.<\/p>\n<ol start=\"1\" data-spread=\"false\">\n<li>Follow the navigation steps in <strong>How to Update Costing Allocations<\/strong> to open <strong>Assign Costing Allocations<\/strong>.<\/li>\n<li>On the <strong>Assign Costing Allocation<\/strong> pop-up window, <strong>remove the Effective Date<\/strong> so the field is blank.<\/li>\n<li>Click <strong>OK<\/strong>.<\/li>\n<li>Workday will display the existing <strong>pending Costing Allocation<\/strong>.<\/li>\n<li>Make the necessary changes to the <strong>Worktags, amounts, percentages, or other allocation information<\/strong>.<\/li>\n<li>Review the updated information.<\/li>\n<li>Click <strong>Submit<\/strong> to resubmit the Costing Allocation for approval.<\/li>\n<\/ol>\n<p><strong>Important:<\/strong> This process only works while the Costing Allocation is <strong>pending approval<\/strong>. Once it has been approved, you will need to create a new Costing Allocation using the <strong>How to Update an Approved Costing Allocation<\/strong> process.<\/p>\n<\/div><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-6\"\n\t                        id=\"accordion-group-heading-button-6\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">How to Review a Costing Allocation?<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-6\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><div class=\"colorblock-heading-1\">\n<h4>\ud83d\udd0dSteps to Review a Costing Allocation<\/h4>\n<p class=\"isSelectedEnd\"><em>Need to review an employee&#8217;s Costing Allocation or confirm which Worktags are being used for their payroll expenses?<\/em><\/p>\n<p class=\"isSelectedEnd\">Use the steps below to open <strong data-start=\"262\" data-end=\"292\">Assign Costing Allocations<\/strong> and review the employee\u2019s current allocation.<\/p>\n<ol start=\"1\" data-spread=\"true\">\n<li>Go to the employee&#8217;s <strong>Worker Profile<\/strong>.<\/li>\n<li>Select <strong>Actions &gt; Payroll &gt; Assign Costing Allocations<\/strong>.<\/li>\n<li>On the <strong>Assign Costing Allocation<\/strong> window, enter the applicable <strong>Effective Date<\/strong>, if needed, to locate the Costing Allocation you want to review.<\/li>\n<li>Click <strong>OK<\/strong>.<\/li>\n<li>Review the Costing Allocation information displayed for the employee.<\/li>\n<li>Review the applicable <strong>Worktags<\/strong>, such as:\n<ul data-spread=\"false\">\n<li><strong>Cost Center<\/strong><\/li>\n<li><strong>Fund<\/strong><\/li>\n<li><strong>Function<\/strong><\/li>\n<li><strong>Grant<\/strong><\/li>\n<li><strong>Gift<\/strong><\/li>\n<li><strong>Project<\/strong><\/li>\n<\/ul>\n<\/li>\n<li>Review the allocation details, including the <strong>amount, percentage, or other allocation information<\/strong>, to confirm the payroll expenses are being charged appropriately.<\/li>\n<li>Review the <strong>Effective Date<\/strong> to confirm when the Costing Allocation begins.<\/li>\n<\/ol>\n<p><strong>\ud83d\udd04If Changes are Needed:<\/strong><\/p>\n<table class=\"w-fit min-w-(--thread-content-width)\" data-start=\"2464\" data-end=\"2704\">\n<thead data-start=\"2464\" data-end=\"2514\">\n<tr data-start=\"2464\" data-end=\"2514\">\n<th class=\"last:pe-10\" data-start=\"2464\" data-end=\"2496\" data-col-size=\"sm\"><strong data-start=\"2466\" data-end=\"2495\">Costing Allocation Status<\/strong><\/th>\n<th class=\"last:pe-10\" data-start=\"2496\" data-end=\"2514\" data-col-size=\"md\"><strong data-start=\"2498\" data-end=\"2512\">What to Do<\/strong><\/th>\n<\/tr>\n<\/thead>\n<tbody data-start=\"2525\" data-end=\"2704\">\n<tr data-start=\"2525\" data-end=\"2625\">\n<td data-start=\"2525\" data-end=\"2551\" data-col-size=\"sm\">\ud83d\udfe1 <strong data-start=\"2530\" data-end=\"2550\">Pending Approval<\/strong><\/td>\n<td data-col-size=\"md\" data-start=\"2551\" data-end=\"2625\">Follow <strong data-start=\"2560\" data-end=\"2622\">How to Edit a Pending Costing Allocation (Before Approval)<\/strong>.<\/td>\n<\/tr>\n<tr data-start=\"2626\" data-end=\"2704\">\n<td data-start=\"2626\" data-end=\"2644\" data-col-size=\"sm\">\ud83d\udfe2 <strong data-start=\"2631\" data-end=\"2643\">Approved<\/strong><\/td>\n<td data-col-size=\"md\" data-start=\"2644\" data-end=\"2704\">Follow <strong data-start=\"2653\" data-end=\"2701\">How to Update an Approved Costing Allocation<\/strong>.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<div class=\"colorblock-heading-1\">\n<h4>\ud83d\udccc Additional Information<\/h4>\n<p><strong>Before submitting or updating a Costing Allocation, carefully review the:<\/strong><\/p>\n<ul>\n<li><strong>Worktags \u2022 Allocation Amount\/Percentage \u2022 Effective Date\u00a0<\/strong>are correct<\/li>\n<li class=\"isSelectedEnd\">If you need assistance determining which <strong>Worktags or account(s)<\/strong> should be used, please contact the <strong>Accounting Department<\/strong> at <a href=\"mailto:accounting@macalester.edu\"><strong>accounting@macalester.edu<\/strong><\/a>.<\/li>\n<\/ul>\n<\/div>\n<\/div><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t    <\/ul>\n\t<\/div>\n<\/accordion-container>","protected":false},"excerpt":{"rendered":"<p>Costing Allocation Setup and Management Your Costing Allocation Setup and Management resource is designed for Supervisors and Managers to help navigate how to assign and update Worktags for employee wages in Workday. Costing Allocations help ensure payroll expenses are charged to the appropriate funding source, such as a Cost Center, Fund, Function, Grant, Gift, or [&hellip;]<\/p>","protected":false},"author":471,"featured_media":0,"parent":102,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-7401","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.macalester.edu\/payroll\/wp-json\/wp\/v2\/pages\/7401","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.macalester.edu\/payroll\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.macalester.edu\/payroll\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/payroll\/wp-json\/wp\/v2\/users\/471"}],"replies":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/payroll\/wp-json\/wp\/v2\/comments?post=7401"}],"version-history":[{"count":134,"href":"https:\/\/www.macalester.edu\/payroll\/wp-json\/wp\/v2\/pages\/7401\/revisions"}],"predecessor-version":[{"id":8721,"href":"https:\/\/www.macalester.edu\/payroll\/wp-json\/wp\/v2\/pages\/7401\/revisions\/8721"}],"up":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/payroll\/wp-json\/wp\/v2\/pages\/102"}],"wp:attachment":[{"href":"https:\/\/www.macalester.edu\/payroll\/wp-json\/wp\/v2\/media?parent=7401"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}