Budgets: Create Position Budget Amendments and Offsets for an Amended Position in Workday

This guide will help users create budget amendments for specific positions and then apply offsets to that amended position in Workday.

Create a Position Budget Amendment

Step 1: From the Workday Search Bar, enter Position Budget Amendment and select the task.

The Create Position Budget Amendment pop-up displays.

The Workday search bar with position budget amendment entered. The Create Position Budget Amendment for Organization task is shown in the results.

Step 2: In the Create Position Budget Amendment for Organization popup window, enter information for the following fields:

Organization (required) – This refers to the Cost Center (CC). Choose any CC from My Organizations
Company (required) – Enter SIT Stevens Institute of Technology
Plan Structure (required) – Enter Position
Year – Enter Fiscal Year
Position – Enter a position number that aligns with applicable Cost Center

The Create Position Budget Amendment for Organization popup window shows several fields marked as required by a red asterisk: Organization, Company, Plan Structure, Year, and Position. At the bottom of the screen are two buttons: a white Cancel button and a blue OK button.

Click OK.

Step 3: View the Plan Information section. In Amendment Type, choose Position Budget Amendment.

The Create Position Budget Amendment for Organization screen shows the Plan Information section with Amendment Type highlighted.

An Amendment Summary displays where budget changes will be entered.

Step 4: Scroll down to Amendment Summary and enter required amount (increase in compensation) in Amendment. The Amendment Budget field adjusts automatically to reflect the change.

The Amendment Summary section shows columns for Position Budget Type, Existing Budget, Amendment, Amended Budget, and Rolled Budget. The Amendment and Amended Budget columns show editable fields with information entered.

Note: To reduce the budgeted amount for the position, enter a minus sign (-) in front of the amendment amount. (Such amendments are used to process the offset. This process will be explained later in the guide).

The Amendment Summary with the Amendment editable field showing a number with a minus sign in front of the numbers, showing that the budgeted amount will be reduced.

Note: The Fringe Amount is automatically calculated by referencing the Budget Amendment Lines section below. Scroll down and right to view the Fringe Rate used in the calculations.

The Budget Amendment Lines showing the Fringe Rate and Fringe Amount editable fields highlighted.

Step 5: Enter Memo, providing a detailed rationale for the amendment. Note: Specify the Cost Center if the offset is from the financial operating plan. Specify the position number if the offset is from the budget reduction of another open position.

The Memo field with a detailed rationale for the amendment.

If amendments to Cost Center, Worktags or cost allocations are required, you must change Budget Amendment Lines. Continue to Steps 5.1 & 5.2.

If no other amendments are required, skip to Step 6 and click Submit.

Step 5.1: Under Budget Amendment Lines, click + to add another line.

Adjust the Percent as required to allocate the budgeted funds to one or more lines.

The Budget Amendment Lines with the plus sign button highlighted. The Percent fields are highlighted to show how they can be edited to change the percent of fund allocation to one or more lines.

Step 5.2: In the first line, populate the following fields: Cost Center, Spend Category, Compensation Account.

The additional Worktags field will auto-populate.

The Cost Center, Spend Category, Additional Worktags, Compensation Account and Fringe Account fields are shown with information entered.

To populate the fringe amount, use the dropdown in the field Fringe Rate from Table.

The Fringe Rate from Table dropdown menu is open to show the different options: High: 30.9%; Mid: 26.7%; and Low: 7.8%.

Before submitting, ensure that the Budget Balance column in the Amendment Summary section matches the totals listed at the bottom of the Budget Amendment Lines section.

The Amendment Summary and Budget Amendment Lines sections are shown with the Budget Balance column and the Budget Amendment Lines totals highlighted to show that the numbers match.

Step 6: Click Submit to initiate the approval process.

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

THE FIRST PART OF THE BUDGET AMENDMENT IS COMPLETE.

Create an Offset for an Amended Position

To create an offset for the amended position, amend either of the following:

Financial Operating Plan
Position Plan (other unfilled positions)

In this example, we will create the offset by processing the amendment to the Financial Operating Plan.

Step 7: From Workday Search, enter Create Budget Amendment and select the task. The Create Budget Amendment for Organization pop-up page displays.

The Workday search bar with create budget amendment entered. The Create Budget Amendment for Organization task is shown in the results.

Step 8: Enter information for the following fields:

Organization (required) – This refers to the Cost Center (CC). Choose any CC from My Organizations
Plan Structure (required) – Financial Operating Plan
Company (required) – SIT Stevens Institute of Technology
Plan Name (required) – FY25 Financial Operating Plan

The Create Budget Amendment for Organization popup window shows the Organization, Plan Structure, Company, and Plan Name fields all marked as required with a red asterisk and with information entered. A blue highlighted OK button is at the bottom of the screen.

Click OK.

Step 9: Complete the required fields:

The Amendment Date, Description, and Amendment Type fields are all filled in and marked as required with red asterisks.

Amendment Date (required) – Auto-populates to the current date; click calendar icon to select a different date
Description(required) – Provide a detailed description and specify the position ID funded by the financial operating plan
Amendment Type(required) – Select Position Amendment (Financial Plan)

Step 10: At the bottom of the screen, under the 'Budget Amendment Lines' field, enter the following information for the budget source:

Period (required) – The Fiscal Year and plan type.
Ledger Account/Summary (required) – Enter keywords (Ex. Compensation pool, etc.) or ID to select the required Ledger Account
Spend Category (required) – Enter keywords or ID to select the required Spend Category. Note: This field must correspond to the Ledger Account information, or you will receive an error.

The Budget Amendment Lines section of the process shows the Period, Ledger Account/Summary, and Spend Categories filled in.

Scroll right to enter the following information:

Additional Worktags (required) – Enter keywords or Cost Center ID, starting with CC (Cost Center). Functional Expense auto-populates, along with Fund
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.
Amount Change – Enter the amount required to fund the position budget amendment (Compensation Budget + Fringe Amount) as a negative amount (taking budget from a particular intersection)
Memo – Enter additional details

The Fund, Additional Worktags, Amount Change, and Memo fields are all editable and highlighted.

Step 11: An additional line must be added to ensure that the transaction is in balance.

Scroll left and click + to add a new line.

The plus sign button on the left side of the Budget Amendment Lines is highlighted to add additional lines to the section.

Enter the following information:

Period – select required Period
Ledger Account/Summary – LA8999
Spend Category – SC8999

The Period, Ledger Account/Summary, and Spend Category sections are highlighted and filled in with specific information.

Scroll right and enter the following:

Additional Worktag – Enter Cost Center information to match the line above
Fund: Auto-populates when Cost Center is entered
Amount Change: Enter the positive number to offset the line above
Memo: Enter additional details

The Fund, Additional Worktag, Amount Change, and Memo fields are highlighted and editable.

Review your work.

Step 12: Click Submit to initiate the approval process.

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

IMPORTANT: To process the offset from the Position Plan, omit all steps following Step 6. Instead, create an amendment to the position plan for the open position, beginning with Step 1, to reduce the compensation budget for the position identified as a budget source. In this case, enter the negative amount as described in Step 4.

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.