Overview

This process is used to amend the current budget. Amendments can be temporary or permanent. All general fund budget amendments must be balanced before they can be submitted. The process can be initiated by Cost Center Accountants.

Process Flow

Create Budget Amendment > Cost Center Manager(s) > Budget Manager

Key Terminology

Workday Term	Legacy Term	Definition
Ledger Account	Object Code	Defines the type of revenue or expense
Cost Center Accountant		Role used to initiate Accounting Adjustments, Accounting Journals and Budget Amendments. All Cost Center Managers and Cost Center Financial Analysts have this role

Create Budget Amendment for Organization

Step 1: Select the UNI Financials application.

Step 2: Click Reports/Tasks.

Step 3: Click Create Budget Amendment for Organization.

Step 4: Organization: Enter or select your Cost Center.

Note: This does not impact the budget lines you can select on the amendment lines.

Step 5: Budget Structure: Select either General Fund Budget or Non General Fund Budget.

Step 6: Company: Select University of Northern Iowa.

Step 7: Budget Name: Select the Fiscal Year.

Step 8: Worktags: Select all of the Cost Centers impacted with budget amendment. This is necessary to see current budget amounts.

Step 9: Once all of the Cost Centers have been selected, click OK.

Step 10: The Amendment Date will default to the current date but can be updated to post to an open period.

Step 11: Enter a Description for the budget amendment.

Step 12: Amendment Type: Select Permanent or Temporary.

Update Budget Amendment Lines

Step 1: Locate the budget line you would like to update.

Step 2: Scroll to the right to see current budget amounts.

Step 3: For expense budget adjustments: To increase the budget, enter a positive amount in Amount Change. To decrease the budget, enter a negative number in Amount Change. Amounts must round to the dollar.

Step 4: Update the Memo field to provide a description or reason for the amendment.

Add Additional Lines

Step 1: To add additional lines to the Budget Amendment Lines, click the

on the header.

Step 2: Click in Period to select the correct fiscal year.

Step 3: Ledger Account/Summary: Select a ledger account.

Note: 60000 can be used to budget for supplies and services.

Step 4: If amending an employee line, enter Employee.

Note: If an Employee is selected, their default Cost Center, Fund, and Functional Classification will automatically populate.

Step 5: If amending a lump-sum or supplies & services budget enter or select a Cost Center.

Step 6: Review the Fund and update if necessary.

Step 7: Review the Functional Classification and update if necessary.

Step 8: (Optional) Click Additional Worktags to select a Program, or Activity.

Step 9: To increase the budget, enter a positive amount in Amount Change. To decrease the budget, enter a negative number in Amount Change.

Step 10: Enter a description or reason for the amount in the Memo field.

Step 11: Repeat steps 16-25 as needed.

Step 12: Scroll to the top of the page and review the Budget Amendment Total. If the amount is $0.00, the budget amendment is balanced.

Note: General Fund Budget Amendment must be balanced.

Step 13: Scroll to the bottom of the page and click Submit.

What Happens Next

The Budget Amendment will now go through the approval process. You can view the status of the business process at any time by clicking on My Tasks>Archive>Process.

Report - Find Budget Amendments for Organization

To view budget amendments for your organization:

Step 1: In the search bar, enter Find Budget Amendments for Organization and select the report.

Step 2: Select the Organization.

Step 3: To narrow your search, enter or select additional fields.

Step 4: Click OK.

Step 5: Review the list of Budget Amendments.

Step 6: To view the details, click the magnifying glass to the left of the budget amendment you would like to view.