Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2024-12-13
Set Control Options for Spend Plans

Set Control Options for Spend Plans

Create your financial plans or award proposal, award, or project budgets.
Set budgetary control options for each plan that you want to budget check. These settings control:
  • The plans or budgets enabled for budget checking.
  • The level of severity with which to control budget.
  • The periods you control budget against.
  • Whether plan or budget amounts accumulate from prior periods.
Workday only supports up to 50 budgetary control option lines.
  1. Access the
    Edit Budget Check Options
     task.
  2. As you complete the
    Financials
     tab, consider:
    Option Description
    Fiscal Year
    You can configure only 1 set of budgetary control options for the duration of a plan or budget, as defined by the structure and fiscal year.
    Enable Budget Check
    Select to enable budget check for financial transactions where the business process includes the
    Check Budget (Financial)
     subprocess as a step.
    Allow Credit Transactions to Pass
    Select to automatically pass credit transactions that increase the budget if Workday finds a matching plan line.
    Include Reserved Journal Lines
    Select to include journals in
    Reserved
     status in calculations of the available balance. Workday also includes reserved journal lines on the
    Current Spend
     column when you amend financial plans with
    Use Contextual Amendments
     selected on the plan structure.
    Example: You have 2 purchase requisitions that impact the same budget. With this check box selected, you submit the first requisition. As soon as the first requisition passes budget check, Workday:
    1. Immediately places the journals in
      Reserved
       status.
    2. Considers these reserved journals when calculating available budget for the second requisition.
    You can select this check box even if you don't also select
    Enable Budget Check
    . With
    Enable Budget Check
     cleared, you can still include reserved journals in commitment accounting even without running budget check.
    Budget Check Option
    Select the level of severity with which to control budget. Both options alert the person responsible for reviewing the impact of a transaction on a plan or budget when:
    • There are insufficient funds for the transaction.
    • No plan lines match the journal lines on the transaction.
    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.
    Cumulative Control Periods
    Select to accumulate the amount from all control periods up to the budget date or accounting date. Unspent budget from prior periods carries forward into the next period and is available for use in that next period.
    Clear to check the transaction only against the amount for the control period that the budget date or accounting date of the transaction falls in.
    Example: If a requisition created halfway through the year is subject to a budget, then Workday checks the transaction against the accumulative budget amount across the first 6 months.
    Control by Entry Periods
    Specify which periods to control budget against. You can control your amount by different periods than your plan entry periods.
    Example: You can enter budget amounts by month and control by grouping the entire budget amount across a quarter or budget duration.
    Ledger Types for Budget Check
    Select which ledger types to include in the budget check.
    Example: You can include only your purchase orders (obligations) for budget check and exclude your purchase 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 the
    Override Granted
     status 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
    .
  3. (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 that allows a transaction to skip budget check and display a
    Not Required
     status even if the transaction would have failed budget check otherwise.
    The budget check options you select must differ from the budget check option you configure on the
    Financials
     tab. If no rules on the grid apply to your transaction, Workday uses the budget check option you configure on the
    Financials
     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 (Financial)
 business process. You can add
Check Budget (Financial)
 as a subprocess step to financial business processes to check budget before approving the spend transaction. For a list of business processes that enable this subprocess, view the
Business Process Configuration Options
 report.
You can use the
View Budgetary Control Options
 report to review your budget check configuration for a company and plan structure.