Create a Budget Amendment for Organization in Workday

This guide provides step-by-step instructions on how to create a budget amendment for an organization in Workday. It covers everything from selecting the budget structure, entering the amendment details, and reviewing and submitting the amendment.

Katrina Willis
42 steps
2 minutes

Workday

Click the "Search" field.

Type "Create Budget Amendment for Organization"

Click "Create Budget Amendment for Organization"

Click the "Organization" field.

Search for and select your department's cost center by typing in your cost center name, or navigating through the options that appear in the drop down menu.

Click the "Budget Structure" field.

Click "Budget Structures"

Search for and select Operating Budget.

Click the "Company" field.

Click "The University of North Florida Board of Trustees"

Click the "Budget Name" field.

Click the current fiscal year's budget for UNF. Example: "FY24 UNF Operating Budget"

Click "OK"

Update the amendment date if needed.

Click the "Description" field.

Type a description for the budget amendment. This will save with the transaction.

Click the "Amendment Type" field.

Select the budget amendment type. Most amendments will be "Temporary."

Budget Amendment Types: Original - Only used by the University Budget Office Permanent - An amendment affecting the current fiscal year and future fiscal years. (Will route to the University Budget Office for approval) Temporary - An amendment only affecting the current fiscal year.

You will not be able to unselect the 'Balanced Amendment' checkbox. This will ensure that budget is neither created nor destroyed through these budget amendments.

Click the "Period" field.

Select Period 1 for the correct fiscal year. Example: 2024 01 Jul

Click the "Ledger Account" field.

Search for and select the ledger account you are trying to amend.

Click the "Key" field.

Search for and select the Key for the budget you are trying to amend.

The key will default in all the related worktags attached to that Key.

Click the 'Amount Change' field.

Type in the dollar amount of the amendment to the budget. Use a minus (-) sign to indicate a reduction to the budget, or enter a positive number to increase the budget. Remember to budget in whole dollar values. Example: to increase the budget by $1,000, enter "1000" in the 'Amount Change' column. Example: to decrease the budget by $1,000, enter "-1000" in the 'Amount Change' column.

In the 'Current Budget Amount', 'Current Spend', and 'Remaining Budget' columns, you will see the budgeted amounts available in that key and ledger account combination. This will give you context to see the impact of your budget amendment on the current budget on that line.

When you click out of the amount change box, the budget amendment will update the 'Percentage Change' column, and the 'Amount Change in Base Currency,' 'Total Budget' and 'Proposed Remaining Budget' columns.

Instead of entering an amount in the 'Amount Change' column, you could enter an amount in the 'Percentage Change' column to change the budget by a percentage instead of a dollar value, or 'Total Budget Column' to update the budget directly to your end goal budget value. Whichever field you enter, the other related fields will calculate automatically. It is up to you which one you use to enter the budget amendment change.

Click the plus icon to add another row into the budget amendment.

Enter or select period 1 on the new line.

Add the ledger account and key you wish to amend the budget for.

Enter the amount change for this line of the amendment.

Optionally: Add memo descriptions on each line.

You can add more budget amendment lines as needed by clicking the plus button again from step 31.

Review your amendment to ensure that it is in balance, then click "Submit"

To see the status after you submit, Click "View Details"

Expand the Details and process section by clicking the arrow key.

From here, you can view the details of what was submitted, by scrolling down.

To see the routing, click "Process"

View the routing as needed.

Click "Done"