Workday budget reports include the ACU YTD Variance Report and the ACU Monthly Variance Report. You can find these reports by searching in the Workday Search Bar.
Year-to-Date Variance Report
- Search for ACU YTD Variance Report - Departmental Accountant View
- Enter the Organization. You can use either Cost Centers or Cost Center Hierarchies.
- To enter Cost Centers, you can search for e.g., cc12345 (the cc is necessary), or you can click on Cost Center to drill down to it.
- Check the box to add the Cost Center to the report. You can add more the same way.
- To enter Cost Center Hierarchies, click Cost Center Hierarchy.
- Check the box to add the hierarchy to the report. Every Cost Center under that hierarchy will be on the report. You can add more hierarchies the same way.
- In Period enter the month that is the end of the year-to-date period on which you wish to report. The year-to-date report will always start at the beginning of the fiscal year.
- Select the campus. System pertains to organizations that serve all campuses.
- In Operating Plan Structure, select the Annual Operating structure pertinent to the campus you selected. If you selected all three campus options, use ACU Total Operating.
- In Worktags you can restrict the report to specific kinds of charges or events, using Activity worktags.
- You can use the Filter Name field and Save button to save the current filter to use it easily in the future without configuring it all over again.
- Click OK to run the report.
- Click arrow > buttons on rows to expand details.
- Click blue numbers to see a detailed view of all charges that number represents.
- New items to understand and differentiate from Actuals are Pre-encumbrance and Encumbrance.
- Pre-encumbrance - Submitted intent to spend (e.g., a submitted requisition awaiting approval).
- Encumbrance - Commitment to spend (e.g., an approved purchase order ready to be spent).
- Actuals - Payments that have been fully processed.
- Total Spend - Sum of Pre-encumbrance, Encumbrance, and Actuals.
- You can click the Excel or PDF icons to export the report to either of those formats.
- When the pop-up appears that says the result is too large (this will always happen), click Notify me Later.
- Name the report, verify the format, and click OK.
- Once the export is processed, you will have a notification on the Bell icon in the top-right of Workday.
Monthly Variance Report
- Search for ACU Monthly Variance Report - Departmental Accountant View
- Enter the Organization. You can use either Cost Centers or Cost Center Hierarchies.
- To enter Cost Centers, you can search for e.g., cc12345 (the cc is necessary), or you can click on Cost Center to drill down to it.
- Check the box to add the Cost Center to the report. You can add more the same way.
- To enter Cost Center Hierarchies, click Cost Center Hierarchy.
- Check the box to add the hierarchy to the report. Every Cost Center under that hierarchy will be on the report. You can add more hierarchies the same way.
- In Budget Time Period select Current Peirod YTD.
- In Period enter the month that is the end of the year-to-date period on which you wish to report. The year-to-date report will always start at the beginning of the fiscal year.
- Select the campus. System pertains to organizations that serve all campuses.
- In Operating Plan Structure, select the Annual Operating structure pertinent to the campus you selected. If you selected all three campus options, use ACU Total Operating.
- In Worktags you can restrict the report to specific kinds of charges or events, using Activity worktags.
- You can use the Filter Name field and Save button to save the current filter to use it easily in the future without configuring it all over again.
- Click OK to run the report.
- Click arrow > buttons on rows to expand details.
- Click blue numbers to see a detailed view of all charges that number represents.
- New items to understand and differentiate from Actuals are Pre-encumbrance and Encumbrance.
- Pre-encumbrance - Submitted intent to spend (e.g., a submitted requisition awaiting approval).
- Encumbrance - Commitment to spend (e.g., an approved purchase order ready to be spent).
- Actuals - Payments that have been fully processed.
- Total Spend - Sum of Pre-encumbrance, Encumbrance, and Actuals.
- You can click the Excel or PDF icons to export the report to either of those formats.
- When the pop-up appears that says the result is too large (this will always happen), click Notify me Later.
- Name the report, verify the format, and click OK.
- Once the export is processed, you will have a notification on the Bell icon in the top-right of Workday.