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UW Information Technology

HR/Payroll Modernization Allocation Plan

Overview:

The following provides information on the cost allocation plan for the HR/Payroll Modernization program (HRPM).

HRPM is a transformational program that will improve the University’s critical HR and payroll practices, strengthen regulatory compliance, deliver better information for decision-making and produce substantial efficiencies and productivity gains for all UW organizational units. 

A University-wide effort to allocate implementation costs and ongoing license fees to UW organizational units is effective July 1, 2017.

Letter: Provost and the Executive Vice President for Finance & Administration

Cost Components:
  • Capitalized implementation costs funded through 10-year debt financing.
    • Organizational units will pay for annual debt service and interest on the basis of employee FTE and headcount.
  • Non-capitalized implementation costs, including Workday licensing fees during implementation.
    • Organizational units will pay 50 percent over 10 years based on employee FTE and headcount. The Provost previously agreed to pay for 50 percent of these costs.
  • Post-implementation Workday licensing fees.
    • Organizational Units will pay annual Workday licensing fees on a 10-year average, based on employee FTE and headcount.

The HR/Payroll Modernization (HRPM) Allocation Plan provides allocation details for each organizational unit.  Many organizational units have made pre-payments and these payments have been applied against each organizational unit’s allocation.

Allocation Basis:

Costs will be allocated based on each organizational unit’s percentage share of the University’s total FTE and headcount. This FTE and headcount will be sourced from the home department with the four-quarter average from the prior fiscal year. Therefore, the FTE and headcount allocation base will be recalculated each year.  Please refer to the HRPM Allocation Calculation for additional details.

Billing:

UW Information Technology (UW-IT) is currently responsible for the HRPM Allocation Plan process and will send additional information to each organizational unit with details of the billing process.

Questions:

UW-IT will offer two brown bag information sessions to help answer any cost allocation questions you may have:

  • HRPM Cost Allocation Brown-Bag Session #1:  12-1 p.m., June 6, UW-Tower, Magnolia Room
  • HRPM Cost Allocation Brown-Bag Session #2:  12-1 p.m. June 13, Gerberding, Room 142

Questions can also be directed to help@uw.edu

More Information: