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Last Updated: 2023-06-23
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Example: Create Award Budget Checks

Example: Create Award Budget Checks

This example illustrates how to create budget checks for award-related spending using the object class worktags on the spend transactions.
You're an award contract specialist at Alma Mater University (USA). You want to implement a budget check for your direct spends on the award line for AWD-125. As part of the approval process, you want Workday to check your spend transactions in a given period to ensure that the total expenses on:
  • Salaries don't exceed 100,000 USD.
  • Supplies don't exceed 50,000 USD.
  • Constructions don't exceed 100,000 USD.
You want the budget check to:
  • Block transactions that don't satisfy the criteria.
  • Pass credit transactions automatically.
  • Include reserved journals.
  • Allow budget to accumulate from previous award entry periods.
  • Apply to actuals, encumbrance, and pre-encumbrance ledger types.
  • Create and approve an award.
  • Security:
    Manage: Project Budget
     domain in the Projects functional area.
  1. Access the AWD-125: Athletic Foundation - Sports Park 08/01/2020 (version 0) award.
  2. On the
    Plan
     tab, click
    Create Budget Template
     and enter these values:
    Option Description
    Plan Structure
    Award
    Company
    Alma Mater University (USA)
    Award
    AWD-125: Athletic Foundation - Sports Park 08/01/2020 (version 0)
    Default Entry Type
    Award
  3. Click
    OK
     and
    Done
    .
  4. Click
    Edit Budget Check Options
     and enter these values:
    Option Description
    Plan Structure
    Award
    Company
    Alma Mater University (USA)
    Plan Name
    AWD-125: Athletic Foundation - Sports Park 08/01/2020 (version 0)
  5. Click
    OK
    .
  6. Enter these values on the
    Award
     tab:
    Option Description
    Enable Budget Check
    Select.
    Include Reserved Journal Lines
    Select.
    Allow Credit Transactions to Pass
    Select.
    Budget Check Option
    Control
    Evaluation Date
    Budget Date
    Cumulative Control Periods
    Select this check box, and select the
    Control by Award Entry Period
     option.
    Ledger Types for Budget Check
    Select
    Actuals
    ,
    Encumbrance
    , and
    Pre-Encumbrance
    .
    Allow Budget Check Override
    Select
  7. Click
    OK
     and
    Done
    .
  8. Click
    Maintain Budget
    .
  9. Click
    OK
    .
  10. Add plan lines with these values:
    Ledger Account/Summary
    Worktags
    AW 1 Annual Amount
    AW 2 Annual Amount
    6000: Salaries
    Object Class: Federal Programs: 1000 Personnel
    Grant: 125 Athletic Foundation- Sports Park
    100,000.00
    100,000.00
    6730: Supplies
    Object Class: Federal Programs: 5000 Supplies
    Grant: 125 Athletic Foundation- Sports Park
    50,000.00
    50,000.00
    6800: Construction
    Object Class: Federal Programs: 6000 Contractual
    Grant: 125 Athletic Foundation- Sports Park
    100,000.00
    100,000.00
  11. Click
    OK
     and
    Done
    .
  12. Click
    Submit Budget
    .
  13. Click
    OK
    .
You can now do budget checks on your award spending. Workday checks all spend transactions that contain the
125 Athletic Foundation- Sports Park
 grant worktag against this budget before approving the transactions. The budget check fails for transactions that:
  • Don't have the specified worktags.
  • Exceed the amount in the budget for the specified worktags.