Cost Center Budget Status

To look up your budget, one of the reports you can use is the cost center budget status. This report will pull up a more detailed view of your budget. To pull the Cost Center Budget Status Report, search it in the Workday search bar. Once you click on it, it should prompt you to fill out some parameters. The only parameters you need to enter information into are the “Organization” and the “Period” fields. For “Organization,” this is where you would enter your driver worktag (cost center or program) by either typing in the name of the organization or the actual code for it. In the “Period” field – click inside it, select “All Periods,” choose the current fiscal year, and then scroll all the way down to select “P12 - Jun.” You must select “P12 - Jun” to catch all the year to date activity. Then click the “OK” button and your report will populate. 

Once you have pulled your report, it might not make a whole lot of sense at first. This is because each budget category has many expense accounts that roll up to it. When viewing your budget, you will notice that only some budget categories have an actual figure in the budget column. For example, the budget for administrative salaries will appear in SC001 (spend category 1) but YTD activity will not appear to come out of this row. Instead, the year to date activity will appear in SC002 (Full Time Administrative Salaries), SC003 (Part Time Administrative Salaries), etc. These expense accounts roll up to SC001, meaning your remaining balance for administrative salaries would be the SC001 budget minus the YTD activity in any of these SC that roll up to it. 

Each budget category must maintain a positive balance. If any of them dip into the negatives, you may process a budget amendment between categories as needed. This should be handled by your cost center manager. More information on budget amendments are on another page.

INTERPRETING THE OPERATING BUDGET FROM CCBS

Budget managers will mostly be concerned with maintaining the operating budget. The operating budget is where things like supplies, subscriptions, and travel expenses will come out of. The budgeted figure for the operating budget will appear in SC999. Below is  a cheat sheet to show you which categories come out of the operating budget, but a few of the most common ones are supplies and materials, travel, furniture, equipment, and software, other operating expenses, and purchased services. 

To calculate the remaining balance in the operating budget, you would take the SC999 budget figure and subtract all the operating expenses accounts that roll up to SC999. You can either do this manually, by exporting the report to excel, or you can filter directly in Workday only for operating expenses within your cost center or program. 

SHORTCUT FOR OPERATING BUDGETS

In order to have workday filter out the operating budget and expenses, you must alter your search within the Cost Center Budget Status report parameters. To do this, begin the same way as previously by filling out the “Organization” and “Period” fields. Then, click into the “Worktags” field. Scroll down and click on “Spend Category”. Next, select “Spend Categories by Hierarchy.” Then scroll down and select “Operating and Travel.” From here, you need to select all the spend categories that it has pulled up. To do this, there is a keyboard shortcut. It is “CTRL + A” and then click on your spacebar. Once all spend categories are selected, click outside the parameter. Now, click the “OK” button. 

You can also avoid having to do this each time you want to access your cost center or program’s operating budget by saving this filter. To do this, enter a filter name at the bottom of the parameters page and click save. This way, the next time you access your cost center budget status parameter, you can simply scroll down and select your saved filter. Once you have the report pulled, your remaining operating balance will be shown in the very last row “Total” in the very last column “Available Balance.” 

ADDITIONAL CCBS TIPS

• The icon in the top right corner with the “x” on a rectangle can be used to export the report to excel. You can do this if you would like to manipulate the data however you like, or do your own calculations. You can also do this if you want to save how the report looked at a certain point in time for future reference. 

• If you want to do a deep dive on any of the figures within the report, you can click into any blue number and it will open another report of what expenses make up that figure. 

• All of the column titles can be selected for filtering. 

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Functional Office Contacts for this Page

Simone Lenzini

Budget Director

719-587-7851

Slenzini@adams.edu

Erin Stonebarger

Budget Analyst

719-587-8149

stonebargereg@adams.edu