Change Costing Allocation Request – Instructions

The Change Costing Allocation Request Form is used to update where an employee’s or position’s salary and benefits will be charged going forward.

• Use this form to request future changes to costing allocations.
• For changes to amounts already paid (salary transfers), use the Restricted Fund Salary Expense Transfer Request Form.

Submitter (see Instructions)

• Complete the form accurately and promptly.
• Ensure all new cost centres are activated by Finance.
• Obtain all required approvals.
• Submit all documentation to Human Resources before the effective date.
  (See HR’s submission cut‑off dates.)

Human Resources – Payroll

• Review submitted forms for 100% accuracy.
  • Note: Incomplete forms will be returned and may impact processing timelines.
• Process approved forms in Workday.

You must complete the form in full. Please provide: 

• Ensure you complete all the employee information.

  • Employee ID
  • Employee name
  • Job title and position number
  • Monthly salary
  • Location
  • Supervisory organization (name and number)
  • “Reports To” name and position number

• Include the current cost allocation

  • List the current cost centre(s) to which the salary is charged.
  • Include the percentage and dollar amount charged to each cost centre.
  • If more than one page is required, attach a second form labelled “Page 2 of 2.”

• Effective Date

  • Enter the effective date of the new allocation in: “As of effective date //__ allocate as follows:”

• New Cost Allocation

  • List the new cost centre(s) for salary distribution.
  • Benefits will automatically follow the salary cost centre(s).
  • Include percentage and amount for each cost centre.
    • Total must equal the employee’s monthly salary.
    • Percentages will be rounded to two decimal places if not provided.
  • For multiple cost centres, indicate the default cost centre.

• Approvals Required

  • Cost centre manager(s) for each listed cost centre
  • Faculty/Department Financial Officer or Executive Officer

• Duration of Allocation

  • Select one option:
  • Ongoing allocation (continues until a new form is submitted), or
  • Allocation until a specified end date
    • After the end date, allocations revert to the default cost centre.

• Email the completed and approved form to: payroll@uwaterloo.ca