Budgets: Create a Budget Amendment for a Financial Operating Plan in Workday

This guide will assist users in finding and creating a balanced budget amendment for a Financial Operating Plan.

Create a Budget Amendment

Step 1: From the Workday Search Bar, enter Create Budget Amendment and select the task. A pop-up page for this task will come up after clicking.

Screenshot of Search bar at the Workday home screen.

Step 2: On the Create Budget Amendment for Organization screen, enter information for the following fields:

Organization (required) – This refers to the Cost Center (CC). Choose any CC from My Organizations
Plan Structure (required) – Enter Financial Operating Plan
Company (required) – Enter SIT Stevens Institute of Technology
Plan Name (required) – Select the Fiscal Year’s Financial Operating Plan

Complete the fields and click OK.

The Create Budget Amendment for Organization popup window with Organization, Plan Structure, Company and Plan Name highlighted. At the bottom of the screen is a highlighted blue OK button and a gray Cancel button.

Step 3: Enter information for the following fields on the form that displays:

Amendment Date (required) – Auto-populates the current date. Click the calendar icon to select a different date
Description – Enter a detailed description of the Amendment

The Create Amendment screen shows prepopulated data from the previous popup screen. The Amendment Date, Description, and Amendment Type fields are shown as required with a red asterisk and highlighted.

Step 4: From Amendment Type, select from dropdown options.

The Amendment Type dropdown menu shows several options, two of which are highlighted: Permanent Finance Operational and Temporary Finance Operational.

Amend Original Budget (Budget Office Only) – Option restricted to Budget office only
Incremental Adjustment (Budget Office Only: one-side) – Option restricted to Budget office only
Permanent Finance Operational - Use to restore the budget when the initial amount was insufficient or when additional permanent incremental budget is required.
Position Amendment (Financial Plan) – Use only to process the offset of amended position (not applicable for this scenario)
Temporary Finance Operational – Use for one-time amendment to the budget

Step 5: Scroll down and complete fields under Budget Amendment Lines:

Period (required) – The Fiscal Year and plan type
Ledger Account/Summary (required) – Enter keywords (I.e.: Supplies, Furniture, etc.) or ID to select the required Ledger Account
Spend Category (required) – Type in keywords or ID to find and select the correct Spend Category. This field needs to be in-line with the Ledger Account information, or it will error out.

The first several boxes of the Budget Amendment Lines section show Period, Ledger Account/Summary, and Spend Category fields filled in.

Step 6: Scroll right and complete the following fields:

Additional Worktags (required) – Enter keywords or Cost Center ID, starting with CC (Cost Center). Functional Expense auto-populates, along with Fund
If applicable, enter the optional Worktag (Discretionary, Program, Student Orgs, Building, etc.) when amending the intersection with an optional worktag. This updates the auto-populated allowable fund and cost center
Fund (required) – Auto-populates based on the selected worktag or Cost Center. Note: If the Cost Center allows multiple funds, you must select the appropriate one. Choosing an unallowed fund will result in an error.

The Discretionary, Program, Student Organizations, Fund, and Additional Worktags fields are shown with information filled in.

Step 7: For each line, enter an amount in Amount Change and a description in Memo.

Amount Change – Enter the budget amendment amount for the specified intersection
Memo – Enter additional details if necessary

The Amount Change, Total Plan, and Memo fields are shown with information filled in.

Step 8: Click + on the left side of the first line to add an additional line to balance the amendment.

Note: Only balanced amendments are permitted on the Financial Operating Plan.

If the first line is positive (adding budget), then the second line must be negative (taking budget from a particular intersection).

The + icon is highlighted with an additional line added below the line with information already filled in.

Step 9: Enter information into fields mentioned above in Steps 5 - 7.

Amount Change – enter the offsetting amount specified in the line/lines above

Memo – Enter additional details if necessary

The Amount Change columns are highlighted to show that offsetting amounts have been entered into each line, one line having a minus sign to show that the amount is being taken out.

Step 10: Click Submit to initiate the approval process.

A highlighted blue Submit button, a white Save for Later button and a white Cancel button.

Experiencing an issue or need additional support? Contact our OneIT Team by

Opening a support ticket or
Call us at 201-216-5500

If you need budget assistance, contact Finance Support at finance-support@stevens.edu.