What does an end user need?
When transacting in Workday, users are required to enter, at a minimum:
- A Cost Center
- A Function
- A Resource
However, to accurately account for expenses and revenue, additional worktags may be required.
Some worktags will automatically populate other worktags—these are known as Related Worktags. Related Worktags are configured when a new worktag is created and help streamline data entry. We highly recommend using or giving driver worktags when asking others to transact and only giving related worktags if there is a required “override”. This will reduce errors.
Driver Worktags
A Driver Worktag is a worktag that, when entered, automatically populates related worktags based on the configuration set in Workday.
Advantages of Driver Worktags
- End users can often enter a single driver worktag (e.g., a Cost Center or Grant), and Workday will automatically populate related worktags.
- This improves efficiency and helps reduce data entry errors.
Disadvantages of Driver Worktags
- If multiple driver worktags are entered in the same transaction, the order of entry matters.
- One driver worktag can override related worktags pulled in by another, which may lead to unintended costing results.
- Sometimes a Driver Worktag’s related worktags get left on if a correcting driver does not use the same worktag. See example in this demo.
Worktag-Specific Behavior for Common Drivers
Cost Centers
- Automatically drive:
- Function
- Balancing Unit
Programs
- Behavior depends on how the program is configured.
- Tip: Look up the program in Workday and review the related worktags assigned to it.
Stand-Alone Grants (SAGs)
- Similar to Programs—behavior depends on setup.
- Tip: Look up the SAG in Workday and check the assigned related worktags.
Gifts
- Automatically drive:
- Resource
- Function
- Fund
- Parent Cost Center
- Parent Balancing Unit
- Caution: This can complicate entry when transferring gift funding or when trying to recognize expenses on the gift under a different cost center or program.
Grants
This will drive the resource, fund, cost center, function, and may drive the program and assignee if the unit set the new grant up with them in the award set up request (ASR) process.
Activities
- Behavior depends on configuration.
- Tip: Look up the Activity in Workday to see the assigned related worktags.