Charges to the Location Worktag - Reminder

June 13, 2018

The Location Worktag is optional on all Workday platforms.  This Worktag is meant to track the costs of any building related charges.  A Location Worktag should only be used when charging expenses to a building. The one exception is for Human Resources (HR), where employees are associated with a particular building.  These location worktags associated with employees should not be changed by anyone other than HR.  

The following is a summarized list of transactions or entries that are permitted on buildings. Please  note: Central Process Owners (i.e. Facilities, ITS, University Finance, Med School Financial Operations, Public Safety, and New Haven State Affairs) typically perform accounting transactions with a Location Worktag.  In rare instances, a department will book a transaction with a Location worktag, as noted below:

Departments are allowed to use the Location Worktag for the following Revenue and Expense transactions/entries:

Revenues:

  • Other Income related to buildings such as occupancy revenue and parking income
  • Transfers and Reclassifications

Expenses:

  • Units that do not use Facilities for building maintenance and/or custodial services may be permitted to use the “Central Process Owner” codes as indicated below.
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Central Process Owners (Facilities, New Haven State Affairs, Controllers Office, Medical School Financial Operations) are permitted to use the location Worktag for the following Revenue and Expense transactions/entries:

Revenues:

  • Contribution & Endowment Income

Expenses:

  • Taxes
  • External Utilities for property outside of New Haven
  • Building Maintenance and Alterations
  • Building and land acquisition
  • Telecom charges for emergency phones and fire lines
  • Interest and Amortization charges
  • Security Assessment
  • Internal Utilities and Facilities Operations charges
  • Materials & Supplies (including custodial), Equipment & Furnishings, and Other Service Expenses from capital, alterations, and R&R projects
  • Rent and other Occupancy Costs