Workday: Creating a Budget Amendment: Single Cost Center

Workday Procurement P2P Budget CostCenter Amendment Funding Allocation CCM Organization

Budget amendments within a single Cost Center are a reallocation of a department’s existing budget funds between different Spend Categories to cover an expense.

Create Budget Amendment for Organization

In Workday, type “Create budget” in the search bar and select the “Create Budget Amendment for Organization” task that populates below the search.

The following form box will appear on screen.

In the top portion of the form:

Select your Cost Center for the Organization field.
Select “ACC Financial Budget” for the Plan Structure field.
Select “Austin Community College District” for the Company field.
Select the current fiscal year, “Financial Budget FY2X - 2Y” for the Plan Name field.

Under Populate Existing Budget Lines:

Enter your Cost Center in the Worktags field.
If you already know the To/From Spend Categories, also enter them in the Worktags field.

Create Budget Amendment for Organization

In this example, the Physics department is wanting to move some of their funds from the Spend Category Consumable Supplies to the Spend Category Equip Repair/Maintenance.

Notice the Cost Center is listed twice, in the Organization field and in the Worktags field under Populate Existing Budget Lines. Both Spend Categories are also populated in the Worktags field.

Verify the information in the populated form is accurate and click “OK.”

Create Budget Amendment for Organization (con't)

In the required fields at the top portion of the page:

The Amendment Date is pre-populated to the current date.
Enter “Budget Amendment” in the Description field.
Select “Reallocation Amendment” for the Amendment Type.

Reallocating Budget Funds

In the bottom portion of the page, only the line with existing funds has populated. If both Spend Categories had funding, both would have populated with the relevant information.

Click the + sign to add a row.

Use the Ledgers & Spend Categories reference to determine the correct Ledger for the Spend Category you will be adding funds to. This is found on the Budget Management Resources page under Tools & References.

For this example, we can see that the Ledger is 6034: Equip Repair/Maintenance.

Fill in all six of the fields with the budget worktags.

Enter a negative amount in the line you are moving money from.

Enter the positive of that amount in the line you are moving funds to.

If you are moving funds between more than two Spend Categories in your Cost Center, be sure it is balanced and the total nets to zero. You can verify this by checking the top left corner of the page to see if the Budget Amendment Total shows 0.00.

Reallocating Budget Funds (con't)

Scrolling to the right, there is a Memo field.

Type a brief note in the Memo field regarding the reason for the transfer of funds.
(Examples: To pay SINV-0001234; Transfer to Professional Services)

Double-check that all six budget Worktag boxes are populated, then click “Submit.”