Budget Process

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Budget Basics

Worktag Manager (Budget Officer)

A worktag manager (formerly called budget officer) is the individual with designated responsibility for a particular budget. In Workday, worktag managers are responsible for reviewing and approving all expenses for a particular worktag. This individual is generally involved in the budgeting process and is responsible for the expenditures charged to the budget. Vice Presidents, deans, chairpersons, department heads and directors are commonly assigned the duties of a worktag manager.

Worktags

With the transition to Workday on July 1, 2020, Workday worktags replace the twelve-digit account numbers previously used in Colleague. Worktags are labels assigned to transactions for reporting purposes. The worktag identifies the appropriate budget to which the request should be assigned (charged) and worktag manager who should approve the expense.

Users must select at least one worktag, the “driver worktag,” for every transaction in Workday; other required worktags will populate in Workday based on your driver worktag selection.  

A Workday Worktag Lookup by Colleague fund and GL number is available via Budget Reports in . (Note: you must be on-campus or logged into VPN to view this report). For more information about worktags, please see the .

Budget Reports

Budget reports from July 1, 2020 onward will be available to worktag managers (budget officers) and worktag financial analysts (budget delegates) in Workday via the Budget vs Actual by Worktag report. The reports provide the worktag manager with a mechanism for tracking actual spent versus the budget, and allows viewing the details of each worktag over which they have responsibility. See the Workday@Calvin Sharepoint for more information.

Budget Officer Reports from previous fiscal years are still available to all worktag managers (budget officers) via .

If you have questions regarding your reports, please check the .or contact the Financial Services Office for assistance.

Journal Entries

Journal Entries need to be made in order to move money from one worktag to another.

Request for transfer of funds by emailing generalaccounting@calvin.edu. Please include all worktags with your request.

Setting up new worktags (accounts)

New worktags will be created as part of the process of setting up a new grant or gift. To request a worktag for a new project, program, academic program, or cost center, use the “Create Request” task in Workday.  Please email generalaccounting@calvin.edu for more guidance.