Run a Budget Report

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.