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Administrator Guide
Last Updated: 2023-06-23
Review Position Budget Check Results

Review Position Budget Check Results

  • Include the
    Check Budget
     business process as a step in position-related business processes.
  • Set up position budgetary control options for each budget structure and fiscal year.
  • Perform the position-related task.
Review the results of the failed budget check for a staffing transaction and decide how to proceed. Your choices depend on whether you configured the budgetary control to:
  • Warn if it failed budget check.
  • Control the budget and prevent transaction approval until it passes budget.
Workday only displays transaction lines that failed budget check in My Tasks, not transaction lines that met any
Pass
 or
Skip
 budget check rules.
The failed transaction can be subject to budgets across multiple companies and budget structures. Workday displays all budgets that a transaction fails to pass on My Tasks.
  1. Access My Tasks to review budget check.
  2. As you review the budget check on My Tasks, consider:
    Option Description
    Request Override
    Sends a request for overriding a failed budget check to an authorized approver. If an authorized approver grants an override, Workday displays an
    Override Granted
     status next to the budget check status on the transaction for all subsequent approvers. Once approved, the transaction moves forward to the next step in the parent business process.
    Control Periods
    The periods that Workday controlled budget against. They can differ from your budget entry periods. Example: You can enter budget amounts by month but control by grouping the entire budget amount across a quarter or budget duration. A transaction can impact multiple budgets, which could have different control periods.
    Budget Check Option
    The budget check option that caused the transaction to fail budget check.
    • Warn
      : Enables you to continue with transaction approval without taking corrective actions to resolve the exception.
    • Control
      : Prevents transaction approval until there’s a revision to the transaction or budget that enables the transaction to pass budget check.
    Plan to Date
    If you configured the budget check option to use cumulative control periods, Workday determines the budget amount based on the current control period and any prior control periods.
    View
    For each budget, click to view the
    Budget Check Exceptions
     report.
    The report displays the impact of the transaction on the budget, and how much it's over budget. To pinpoint what's causing the exception in the proposed payroll journal, you can:
    • Drill into the
      Current Transaction
       value on this report.
    • Access the
      Payroll Commitment Summary
       report for the transaction.
  3. After you’ve reviewed the information about why the transaction failed budget check, take 1 of these actions:
    • Amend the budget.
    • Fix the journal error.
    • Send the transaction back to the requester for revision. Example: You send the transaction back to the requester because they requested too much.
    • Deny the request.
    • Continue with transaction approval anyway. You can only continue despite failing budget check if you configured budget check as Warn.
  4. Return to My Tasks to review budget check and click
    Submit
     to rerun budget checking for the transaction.
Once the transaction passes budget:
  • The position-related business process completes.
  • Workday posts the accounting for the approved transaction to the commitment, obligation, or actuals ledger.
Access the
Position Budgetary Balance Report
 report to review the available balance.