The Allocations tab is where a Structure Item allocates costs to other Structure Items by function using an “Allocation Basis.” A few examples of an Allocation Basis are: Full Time Employees per department, Expenditures per department and, Transactions per department. These Allocations correlate to the services that have been provided.
For example, the Payroll Function could use the “# of payroll checks per department/fund supported” because the cost of service from the payroll function increase as the number of paychecks increase.
To input Allocations you will first need to have your functions defined for the Structure Item for which you are entering Allocations.
Open the Allocations table in the workspace by expanding the Structure Item in the left hand Navigation Menu and clicking the View icon to the right of the Allocations menu item.
You cannot add rows to this table. To edit the data simply click into the field that you would like to edit and start entering data:
Org - The number associated with the parent Organization for the Structure Item in that row.
Fund - The number associated with the Fund or parent Fund for the Structure Itemin that row.
Dept - The number associated with the Department or parent Department for the Structure Item in that row.
Div - The number associated with the Division for the Structure Item in that row.
Structure Item - The name of the Structure Item in that row.
- Function Columns - There is one Function column for each Function of the Structure Item. In the Function Column header it will show you the name of the function, as well as the Allocation Basis used. In the Column you will enter the Allocation basis for each Structure Item in that row. For example, if the Allocation Basis for the Payroll function is FTEs and Finance has 4 FTEs, you would enter a 4 into the field in the Finance row of the Payroll Column.
If you would like to quickly find the Structure Item that you are looking for you can use the Name and Number filters at the top of the column to filter the table. Simply enter the value you are looking for in the Name or Number columns and the filter will limit the rows to only the values that match the terms you have typed into the filter.
Allocation Output
All Allocations will appear on the Detail Allocation page of your report which will be the X.5 for a Full Cost Plan and X.6 for 2 CFR part 200 Cost Allocation Plan. There will be a separate detail allocation for each function within a Report Item (schedule X.X.1). In the example below, the Allocation is coming from the Human Resources Department and from the function Labor Relations. The allocation distribution for each function is listed under allocation units with their respective department to the left.
The “Allocation Units” column is based upon the inputs entered by the user; all other columns on this schedule are calculated columns within the system.
