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Administrator Guide
Last Updated: 2023-06-23
Set Control Options for Position Budgets

Set Control Options for Position Budgets

  • Set up a budget for the company using a position budget structure.
  • Create budget periods for the company for that position budget structure.
Set options to control position budgets for each budget structure and fiscal year combination. These settings control:
  • The budgets enabled for budget checking.
  • The level of severity with which to control budget.
Workday only supports up to 50 budgetary control option lines.
  1. Access the
    Edit Budget Check Options
     task.
  2. For the specified
    Company
    , select where you want to set budgetary controls:
    Option Description
    Plan Structure
    Select from the structures you use to define the budgets for the company.
    Fiscal Year
    Select from the years for which you create periods for the company and budget structure.
    You can configure only 1 set of budgetary control options for the duration of a budget, as defined by the budget structure and fiscal year.
  3. As you complete the
    Position
     tab, consider:
    Option Description
    Enable Budget Check
    Select to enable budget checking for position-related tasks where the business process includes the
    Check Budget (Staffing)
     subprocess as a step.
    Budget Check Option
    Select the level of severity with which to control the budget when performing budget checking on position-related tasks:
    • Warn
      : Select to permit the reviewer to continue with transaction approval without taking corrective actions to resolve the exception.
    • Control
      : Select to prevent transaction approval until there’s a revision to the transaction or budget that enables the transaction to pass budget check.
    Control by Period
    Workday automatically selects this option. Workday always checks position budgets against the budget entry period as specified on the budget structure.
    Include Reserved Journal Lines for Budget Check
    Select to include journals in reserved posted status in calculations of the available balance.
    Example: You have 2 position-related tasks that impact the same budget. With this check box selected, you submit the first position-related task. As soon as the first task passes budget check, Workday:
    1. Immediately places the journals in
      Reserved
       status.
    2. Considers these reserved journals when calculating available budget for the second position-related task.
    Ledger Types for Budget Check
    Select which ledger types to include in the budget check.
    Example: You can include only your position-related tasks (obligations) for budget check and exclude your position requisitions (commitments). With this configuration, Workday automatically includes:
    • Obligation and actual ledgers in the background if you select the commitment ledger.
    • Actual ledgers in the background if you select the obligation ledger.
    Allow Budget Check Override
    Select to enable budget check reviewers to request approvals for budget check exceptions. If an authorized approver grants an override, Workday displays
    Override Granted
     next to the budget check status on the transaction for all subsequent approvers. Once the override is approved, the transaction moves forward to the next step in the parent business process.
    You must first select
    Control
     for the
    Budget Check Option
    .
  4. On the
    Entry Periods
     tab, review the years and periods for the budget to see when these settings are in effect.
  5. (Optional) As you complete the
    Budgetary Control Option Line
     tab to create budget check rules for certain combinations of ledger account and dimensions, consider:
    Option Description
    Budget Check Option
    Pass
    : Select to create a rule that allows a transaction to pass budget check even when it's over budget.
    Skip
    : Select to create a rule allowing a transaction to skip budget check and display a
    Not Required
     status even if the transaction fails budget check otherwise.
    The budget check options you select must differ from the budget check option you configure on the
    Position
     tab. If no rules on the grid apply to your transaction, Workday uses the budget check option you configure on the
    Position
     tab.
    Tolerance Percentage
    Tolerance Amount
    Enter a tolerance percentage or amount so that your transaction only fails budget check when it exceeds the tolerance amount over budget.
    You can select only 1 worktag of each type per budgetary control option line.
Workday uses these settings to determine the behavior of the
Check Budget (Staffing)
 business process. You can add
Check Budget (Staffing)
 as a subprocess step to various position-related business processes where required, such as after the initiation, review, or approval steps. For a list of business processes that enable this subprocess, view the
Business Process Configuration Options
 report.