Submitting Costing Allocations to Workday

Costing allocations will be submitted to Workday at the end of the position budgeting period. Note: during late July and early August, the allocations will be posted to the Sandbox tenant of Workday to help system members see how their modified allocations will post to Workday and see if there are any errors.

The application uses the following criteria for deciding which costing allocations will be submitted to Workday:

The costing allocation must have been edited in the application.
The option to submit the costing allocation to Workday must be selected in the application. This is selected by default for each position (see Editing Costing Allocations).

The Costing Allocations and Exceptions reports can be used to view failed attempts to update Workday costing allocations (see Report Types for general info).

What Will Change

When the application posts costing allocations to a position in Workday, it will end-date the currently active costing allocations and add a new record or records based on the account(s) listed in the application.

If the Position is Vacant, the Position Restriction records in Workday will be affected.
If the Position is Filled, the Worker Position records in Workday will be affected.
Worker Position Earning records with an Earning Type of Regular Salary will be end-dated. It is not considered best practice to use Worker Position Earning records with an Earning Type of Regular Salary. These should be used for things like Department Head Stipend, Cell Phone Allowance, etc.

Costing Allocations Report

Navigate to Reports > Costing Allocations.
To filter by Position ID, use the Position ID filter.
To filter by the Costing Allocation’s last attempt to update Workday, use the Last Workday Attempt From and Last Workday Attempt To filters.
To filter by the Costing Allocation’s last successful update to Workday, use the Last Workday Success From and Last Workday Success To filters.
To filter by the Costing Allocation’s last message from Workday, use the Last Workday Message filter.

Exceptions Report

Navigate to Reports > Exceptions.
Filter by Service > Submit Workday Costing Allocations.
To filter by Workstation, use the Workstation filter.
To filter by Position, enter the Position ID in the Message filter.
To filter by a particular error message, enter all or part of the error message in the Exception Message filter.

The report’s Exception Message column contains specific error information.

Exception Message	Suggested Resolution
A connection with the server could not be established.	Contact Support.
The connection with the server was terminated abnormally	Contact Support.
Validation error occurred. Allocation percentage must total 100%.	Check the costing allocation in the Position Budgeting application, and ensure the distribution percentages add to 100%. This error can also occur if a TAMUS Cost Center ID previously selected for a costing allocation is no longer valid. You can verify this by viewing the costing allocation in the application and ensuring that there are no missing TAMUS Cost Center IDs. If not, you will need to reselect a valid TAMUS Cost Center. If this does not correct the problem, contact Support.
Validation error occurred. Costing Allocation Details are required when adding a new Costing Allocation Interval.	Check the costing allocation in the Position Budgeting application and ensure all intervals have at least one detail record. Also, ensure each detail record has a TAMUS Cost Center. This error can also occur if a Cost Center ID previously selected for a costing allocation is no longer valid. You can verify this by viewing the costing allocation in the application and ensuring that there are no missing TAMUS Cost Center IDs. If not, you will need to reselect a valid TAMUS Cost Center. If this does not correct the problem, contact Support.
Validation error occurred. Each Allocation Detail within a Costing Allocation Interval date range should use a unique combination of distribution worktags – the set of worktags assigned for this Allocation Detail matches that used by another Allocation Detail.	Ensure the costing allocation uses a TAMUS Cost Center only once per interval. If this does not correct the problem, contact Support.
Validation error occurred. Invalid ID value. {COST CENTER ID} is not a valid ID value for type = “Custom_Organization_Reference_ID”	Ensure the TAMUS Cost Center is valid in Workday. To do this, search for the TAMUS Cost Center in Workday and verify that it is returned in the search results. If this does not correct the problem, contact Support.
Validation error occurred. Position submitted is not filled by the worker as of the effective date.	This error may occur if a costing allocation is associated with a Worker in the application, but Workday references a different worker occupying the same position as of September 1. To resolve this issue, ensure the Worker in the application matches the Workday occupying the position as of September 1.
Validation error occurred. Position submitted is not filled as of the effective date.	This may occur if the position becomes closed or is vacated before September 1. If the position becomes closed before September 1, the application cannot be used to assign costing allocations for it. If the position is vacated before September 1, it is advised that it be vacated in the application. In this case, the Position Restriction Costing Allocation will be updated in Workday.
Validation error occurred. The entered information does not meet the restrictions defined for this field. (Costing_Override_Worktag_Reference).	This error most often occurs due to an inactive TAMUS Cost Center in Workday. Unfortunately, Workday does not specify which TAMUS Cost Center is inactive in this error message, so all accounts on the costing allocation must be verified. Do this by searching for the TAMUS Cost Center ID in Workday. After the search results are returned, be sure to click All of Workday at the bottom left of the screen, because sometimes inactive TAMUS Cost Centers are hidden in the main search results. You should see “(inactive)” displayed next to the TAMUS Cost Center. If the TAMUS Cost Center is inactive, either activate it in Workday or use a different TAMUS Cost Center. If this does not resolve the issue, contact Support.
Validation error occurred. The position restriction submitted is not valid as of the effective date.	This error is very rare, and its cause is currently unknown. Costing allocations for these scenarios cannot be assigned using the Position Budgeting application and must be done manually in Workday.
Validation error occurred. You cannot initiate a Costing Allocation assignment for this Worker, Position Restrictions, Position or Earning criteria because there is a pending assignment that conflicts with this one. Please complete or close any pending assignment event before initiating this action.	This error means there are pending costing allocation assignment events for this position in Workday. View a list of costing allocation business processes awaiting action by running the Business Process Transactions of Type Awaiting Action report. In the prompt, specify Assign Costing Allocation. You can filter by Position ID in the Business Process Transaction column in the results list.
Costing Allocation Interval date ranges must not overlap — the date range submitted conflicts with an existing Costing Allocation Interval”.	Ensure that the costing allocation intervals do not overlap with intervals already in Workday. There is also a known issue that occurs when the application retrieves current costing allocations from Workday for a position just before end-dating costing intervals and reassigning them in Workday. In these cases, Workday will retrieve Position Restriction costing allocation for a filled position while additionally retrieving the Worker Position costing allocation. However, the returned data makes it impossible for the application to distinguish which costing allocation applies to the Worker Position, so both costing allocation types are submitted back to Workday, resulting in the error. This appears to be a defect in the Workday API, and there is no working solution. Costing allocations for these scenarios cannot be assigned using the Position Budgeting application and must be done manually in Workday. If this error occurs for any other reason, contact Support.
Validation error occurred. Costing Allocation Interval date ranges must not overlap – the date range submitted conflicts with another proposed Costing Allocation Interval.	This error slightly differs from the one above in that the word “proposed” is used instead of “existing.” This error has been seen in the following cases: The worker has multiple positions The worker is a working retiree The worker was previously associated (incorrectly) with a position in Workday and transferred to another position. We do not currently have a fix for this, so the position will have to be updated manually in Workday.
Validation error occurred. Element Content Default_from_Organization_Assignment Required Mutex error Costing Allocation Detail Replacement Data	This is most likely due to the position’s current effective costing in Workday not having an associated TAMUS Cost Center. Ensure that the position’s costing in Workday has a valid TAMUS Cost Center. If this error occurs for any other reason, contact Support.
Validation error occurred. You must select either Default from Organization Assignment or Costing Override Worktag Reference.	This error occurs when no TAMUS Cost Center is specified in the costing allocation details. During the automated costing allocation assignment in the application, the current effective costing allocation interval in Workday is end-dated, and the new interval(s) from the application are added to Workday. It has been observed that sometimes, no TAMUS Cost Center is associated with an effective costing allocation in Workday, which results in an error when trying to end-date the existing interval(s). To verify this, view the costing allocation in Workday and ensure all costing allocation details have an associated TAMUS Cost Center. If not, this will need to be corrected in Workday before the application can automatically update the costing allocation.
Validation error occurred. The Costing Allocation Interval Update Keys submitted do not correspond with an existing Costing Override.	This error occurs when all the current allocations are end-dated in Workday with a date prior to the start of the fiscal year being budgeted. There is currently no fix for this since the application discards all allocation intervals that are end-dated in Workday before the fiscal year being budgeted for, before it tries to update Workday with the new allocation intervals. These must be updated manually in Workday.