This error means that there are restrictions on one, or more, of the cost center accounts used in your costing allocation, usually 26-grant accounts. When entering or making changes to costing segments, the validation will evaluate all the costing segments and not just the segment that is being changed or added.
Example:
- Account A has a funding period from 12/1/2018 – 5/31/2019 that is used for a segment 1/1/2019 – 3/31/2019. Because the segment falls within the funding period, there is no validation error when the costing allocation segment is entered.
- Later, the accountant receives an award change notification and updates the account’s funding period to end on 2/28/2019, instead of the original 5/31/2019 date.
- The next time a Cost Center Manager processes an Assign Costing Allocation BP on that worker, the validation will show an error for the segment 1/1/2019 – 3/31/2019 since that segment now falls outside the new funding period. This will happen even if no changes are being made to that specific costing segment.
Note – There is no validation in *DEFINE to catch potential issues with costing segments caused by changes made to the funding period. Validation errors will only occur in Workday when changes are made to costing allocations using that account.
To check the funding start and end dates for a cost center, complete the steps below:
- Enter the cost center (AC + account number) in the Workday Search bar.
- Click the cost center hyperlink.
Result: The Cost Center Details page appears.
- Click the Additional Data tab.
Result: The Funding Period Begin and Funding Period End dates appear on the page. (These dates originate in *DEFINE and can only be updated by the accountant.)
Another option is to run the report, All Positions Costing Allocations - RPT0433, based on the worker and the dates of their employment. The report results will show the costing segment begin and end dates, as well as any applicable funding period begin and end dates for comparison.
Note: You will not be able to include the cost center account in a costing allocation outside of the cost center's funding period begin and end dates. Because all grant accounts have end dates, a grant account cannot be used in a costing allocation segment with an open End Date. As a best practice, all costing for Worker and Position or Worker, Position, and Earning using grant accounts must include a costing allocation segment using a Business Officer approved HCM Stopgap account or another cost center that is left open-ended. See Examples of Workday Validations & How to Correct section of Assign Costing Allocation as a Stand-Alone Process- Workday Instructional Guide.