Procedure: Split Billing Process

Split Billing Process

Summary

This procedure details the process required to split billing charges based on a request and breakdown provided by a responsible account manager or their authorized designee.

Applies To

ATS, WOCU, Telecom, Delivery Services, Parking, Central Billing.

When

This procedure must be performed every time splitting charges is required/requested.

Requirement

Mandatory

Procedure

Prerequisites

To perform a split billing process for charges requires the following information/resources:

1. A request from the authorized account manager, or their pre-approved designee, stating the specifics of the billing split including:
   1. The Workday Employee ID of the staff member associated with the charge
   2. The specific existing account number(s) that need to be split
   3. A detailed breakdown of the account numbers and percentages being requested to perform the split
2. A ticket must be submitted to ATS for the acquisition or creation of the appropriate Split Billing Conversion Calculator (Excel workbook) template spreadsheet. All of the information in the initial request must be provided to ATS in a TDX ticket.
   1. For new account splits, ATS will create a new tab in the calculator spreadsheet and provide an updated version for use
   2. If the split billing breakdown requested matches the split performed on an existing tab of the spreadsheet, ATS will provide the current version of the spreadsheet
3. Two (2) copies of the CB Charge Template (Excel spreadsheet) containing the required format for a Central Billing file upload. This template is attached to this KB article.

The following is a breakdown of the fields within this template along with their formatting requirements so the resulting file will successfully process in Central Billing:

1. Column A: Employee ID (Required) - This must be the Workday Employee ID of the person associated with the charge. This must be exactly nine (9) digits in length, and must contain all preceding zeros to meet the character length requirement.
2. Column B: Charge Amount (Required) - This must be the amount of the charge in decimal format.
3. Column C: Markup (Required) - This column allows a markup percentage to be applied to the charge. This field cannot be blank, so if no markup is being applied this field must contain a zero (0).
4. Column D: Debit Account (Required) - This column must contain the Workday charge account number for the department being assessed the charge.
5. Column E: Charge Type (Required) - This column must contain a valid charge type defined in the Central Billing application of the Admin Web Portal (AWP).
6. Column F: Activity Code (Optional) - This column can be used to append a specific activity code to the charge. This column is optional, and can be left blank.
7. Column G: Memo/Description (Required) - This column must contain information describing the purpose of the charge.
8. Column H: Date (MM/dd/yyyy) (Required) - This column must contain the date the charge is being assessed, and must be in MM/DD/YYYY format.
9. Column I: Ticket # (Optional) - This column can be used to specify a ticket number associated with the charge if desired. This column is optional, and can be left blank.

4. All required information related to the charges to be split must be populated in a copy of the CB Charge Template (example shown below). This template is attached to this KB article.

Populate the CB Charge Template

The CB Charge template rows must be populated with all of the required information for each charge to be split. It is vital to keep Column A where the Employee ID must be entered formatted as text in the Excel template or the preceding zeros will be automatically removed by Excel. Once all the charges have been populated in the template, the charge splitting can be performed.

Performing the Charge Split

To perform the process to split the charges will require you to have three different Excel spreadsheets open simultaneously:

• The CB Charge template populated with the charges from the previous step of the process (example shown below). This template is attached to this KB article.

• The Split Billing Conversion Calculator provided by ATS based on the ticket (example shown below):

• A fresh copy of the CB Charge template where the split charge lines will be copied (example shown above):

To perform the charge split, you must select and copy the row for the charge (including columns A-I) from the spreadsheet of charges completed in the previous step. Once copied, you must navigate to cell D2 on the Split Billing Conversion Calculator for the correct split type you are performing, and paste the row into the conversion calculator.

Once you have pasted the information in cell D2, the spreadsheet will automatically calculate the charge splits based on the required parameters provided by the initial request. You will see rows beginning in cell D8 below the row where you pasted the information. The number of rows displayed is determined by the number of accounts the charge must be split across. You must highlight and copy all rows containing the split charges (columns D-L).

Next, the split charges must be pasted into the fresh copy of the CB Charge template. This must be done using Excel’s paste values function to ensure correct formatting is maintained. To paste values you will right click in column A of the row in which you want to begin adding the split charges, and in the pop-up/tool windows you will select the Paste Values icon (as shown below):

This process must be repeated until all charges have been split appropriately, and you have a completed CB Charge Template properly formatted.

Finally, the file must be saved as a comma separated value (CSV) file for upload into Central Billing. To do this click on File, and then Save As in the left side navigation as shown below:

You must choose the location you want to save this file to proceed. Once you have specified the location, you will see the following window:

In the “File name:” box type the name of your choice for the file. In the “Save as type:” box, click the dropdown arrow at the far right and select “CSV UTF-8 (Comma delimited)” from the list as shown in the image above.

The file created with the name and in the location you specified is ready for upload into Central Billing for processing.

*Warning: Do not open the CSV file you saved using Excel. If you do open it using Excel, Excel will truncate all of the preceding zeros from your Employee ID’s rendering the file no longer suitable for processing in Central Billing.