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Administrator Guide
Last Updated: 2023-06-23
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Create Budget Check Options Sets

Create Budget Check Options Sets

  • Add
    Check Budget
     as an
    Action
     step on your desired financial business processes.
  • Security:
    Set Up: Grants Management
     domain in the Grants Management functional area.
You can create budget check options sets to populate the budgetary control options for each plan on your award that you want to budget check. These settings determine:
  • The level of severity with which to control budget.
  • The periods you control budget against.
  • Whether plan or budget amounts accumulate from prior periods.
  1. Access the
    Create Budget Check Options Set
     task.
  2. As you complete the task, consider:
    Option Description
    Primary
    Workday populates the
    Budget Check Options Set
     prompt on the award with the budget check options set you select as
    Primary
    .
    You can only select 1 budget check options set as
    Primary
    .
    Enable Budget Check
    Select to enable budget checking for financial transactions where the business process includes
    Check Budget
     as an
    Action
     step.
    Include Reserved Journal Lines
    Select to include
    Reserved
     journals in calculations of available balance.
    Example: You have 2 award-related transactions that impact the same budget. With this check box selected, you submit the first award-related transaction. As soon as the first transaction passes budget check, Workday:
    • Immediately places the journals in
      Reserved
       status.
    • Considers the reserved journals when calculating the available budget for the second award-related transaction.
    You can still include reserved journals in commitment accounting even when you don't select the
    Enable Budget Check
     check box.
    Allow Credit Transactions to Pass
    Your transactions fail budget check when the transaction increases your budget beyond the original budget.
    Budget Check Option
    Select the level of severity with which to control budget when performing budget checking on award-related transactions:
    • Control
      : Select to prevent the transaction from occurring until there's a revision to the transaction or budget that enables the transaction to pass budget check.
    • Warn
      : Select to continue with the transaction without taking corrective actions to resolve the exception.
    When there are insufficient funds for a transaction associated with a grant, both options alert the creator of the transaction.
    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 and is available for use in the next period.
    Clear to check the transaction against the amount for the control period that the budget date or the accounting date of the transaction falls in.
    Example: When a transaction created halfway through the year is subject to a budget, Workday checks the transaction against the accumulative budget amount across the first 6 months.
    Ledger Types for Budget Check
    Select which ledger types to include in the budget check.
    Example: You can include only your obligations for budget check and exclude your commitments. With this configuration, Workday includes:
    • Obligation and actual expenses in the background when you select the commitment ledger.
    • Actual expenses in the background when you select the obligation ledger.
    Allow Budget Check Override
    Select to enable budget check reviewers to approve budget check exceptions.
    When a reviewer approves an override, Workday displays the
    Override Granted
     status next to the budget check status on the transaction for all subsequent reviewers. When the reviewer approves the override, the transaction moves forward to the next step in the parent business process.
Add the budget check options set on an award. Workday requires you to select a plan structure and an entry type before using the
Budget Check Options Set
 prompt. You can only add 1 budget check options set on each award.