Setup Considerations: Position Budgets

You can use this topic to help make decisions when planning your configuration and use of position budgets. It explains:

Why to set them up.

How they fit into the rest of Workday.

Downstream impacts and cross-product interactions.

Security requirements and business process configurations.

Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What They Are

Position budgets in Workday are budgets you can use to manage and budget check your staffing transactions. They contain the compensation and fringe benefits for a position restriction. You can generate position budgets using payroll commitments. Workday groups multiple position budgets together into 1 budget for each plan structure and fiscal year.

Business Benefits

You can use position budgets to:

Compare budgets against actuals.

Make staffing decisions based on your overall company budget.

Identify overspending in any staffing modifications.

Realize any savings throughout the year.

Track salaries.

Use Cases

View and manage compensation and fringe benefit expenses for positions. Example: For a sales position, you consider a commission rate along with salary, while for IT you only consider salary.

Control your compensation and costing allocations using budget check to make better staffing and financial decisions based on your commitments and obligations. Example: As a university budgets administrator, you decide on the hourly compensation for student jobs based on the time, effort, and training required.

Questions to Consider

Questions	Considerations
Which staffing model do you use?	You must use the position management staffing model to use position budgets since the job management staffing model doesn't support position restrictions. However, if you already use the job management staffing model, you can create a financial plan to support your staffing transactions not restricted to any position. If you want to use both position and job management staffing models, you can create a virtual plan hierarchy with these child plans: Financial plan with job management structured dimensions on the plan structure. Position budget for position management positions.
What job dimensions do you want to use?	You can use job profiles, job families, and job family groups to help determine the correct population of employees to create position budgets for. Workday locates the position that you want to create a position budget for by filtering matching dimensions between your plan structures and position restrictions. You can only use 1 of the 3 job dimensions per plan structure.

Questions

Considerations

Which staffing model do you use?

You must use the position management staffing model to use position budgets since the job management staffing model doesn't support position restrictions. However, if you already use the job management staffing model, you can create a financial plan to support your staffing transactions not restricted to any position. If you want to use both position and job management staffing models, you can create a virtual plan hierarchy with these child plans:

Financial plan with job management structured dimensions on the plan structure.

Position budget for position management positions.

What job dimensions do you want to use?

You can use job profiles, job families, and job family groups to help determine the correct population of employees to create position budgets for. Workday locates the position that you want to create a position budget for by filtering matching dimensions between your plan structures and position restrictions.

You can only use 1 of the 3 job dimensions per plan structure.

Recommendations

Workday recommends:

You include costing allocation or pay component worktags on your plan structure so that Workday can perform budget check on your transactions.

When you're generating position budgets from your payroll commitments, ensure you have the correct fringe benefit rates to avoid manually revising them later.

Requirements

You must configure payroll commitment accounting to track commitments, obligations, and actuals for Workday to reflect accurate compensation for active employees in your available budget.

Use the position management staffing model.

Limitations

Payroll commitments are available in Payroll for the U.S. and Payroll for Canada only.

Tenant Setup

No impact.

Security

In the Budgets functional area:

Domains	Considerations
Access Plan Type (Segmented)	Enables you to: Control which users have access to different plan types. Configure a segment-based security group for the financial, position, and award plan type segment. You must configure this domain for all budget types.
Process: Position Budget	Enables you to edit and view position budgets.
Process: Manager Position Budgets	Enables managers to edit and view these budgets when assigned to an organization: Position budgets. Position budget amendments.
Process: Cancel Position Budget Process: Cancel Position Budget Amendment	Enables you to cancel position budgets and position budget amendments.
Reports: Company Position Budgets	Enables you to view position budget and position budget amendment lines for your company.
Reports: Manager Position Budgets	Enables you to report on position budgets by manager.
Set Up: Budget General	Create and edit plan structures and plan templates. Create a budget fringe rate table. Edit budget check options. Mass generate position budgets. Roll forward or close budgets. Submit a position budget group.

Business Processes

Business Processes	Considerations
Position Budget Event	Enables you to: Create, edit, and submit position budgets and budget amendments. Import position budgets using the Import Position Budget web service.
Position Budget Group	Enables you to: Create a position budget group to run the Import Position Budget web service. Mass generate position budgets.

Reporting

Reports or Dashboards	Considerations
Find Position Budgets and Amendments	View: A particular position budget. All position budgets for your plan structure and year. Information about the position budgets like current incumbent, compensation budget, and total plan.
Position Budgetary Balance Report	View a summary of your position budgets and the commitments, obligations, and actuals.
Manager Position Budgetary Balance Report	View budgetary balance for position budgets for the company, plan structure, and year of an organization. Limited to manager roles.
Position Budgets	Use this report data source when creating position budget reports for organization managers.
View Available Budget	View line-level details about your position budgets.

You can also use the Position Budgets report data source when creating position budget reports for organization managers.

Integrations

You can create an EIB based on the Import Position Budget
web service to mass:

Upload or update position budgets.

Import budget amendment lines for an approved position budget.

You must import the annual amount when you import position budget amendments.

Connections and Touchpoints

When you use commitment accounting and budget check, Workday checks your compensation and staffing transactions against position budgets.

To budget check your position budgets, you must have Workday Payroll.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships across your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Concept: Position Budgets

Steps: Set Up Position Budgets

Steps: Generate Multiple Position Budgets

Define Position Budget Structures