Accounting Adjustments

Note: when requesting a payroll adjustment, confirm with Human Resources that the employee’s updated costing allocations are set up in Workday.

Accounting adjustment requests require the following:

1. Reason for the Adjustment
2. Employee Name
3. Pay Group (Monthly, Biweekly, Student)
4. Employee’s Position Number
5. Pay Period(s)
6. For a single distribution (100% allocation), provide one desired Worktag
7. To split funding for a position, list a percentage for each worktag selected; total must equal 100%. Applicable worktags include:
   • Activity
   • Grant
   • Roll Forward
   • Gift
   • Project
   • Cost Center (when not selecting one of the above)

Adjustments cannot be made to approved requisitions (these appear in the “Completed” tab of your requisition home page). Please wait until items are received and the invoice has been generated before requesting an account adjustment. 

To find the invoice for a completed requisition in Workday, use the three dot menu and select View. Scroll all the way to the right of the Goods/Services Line to find the Sourced Column, which contains a link to the Purchase Order line. 

From the Purchase Order line, the status of invoices is shown on the top, right of the screen. If an invoice has been entered for the PO, scroll to the bottom of the page to find the Invoices tab. The Supplier Invoice Document number will be needed to request the accounting adjustment. 

You can only adjust a requisition when the status shows “Awaiting Action” (these are found in the “Open” tab of your requisition home page). Use the three dots next to the requisition number to select Edit and update the needed worktags. 

Adjustments can only be requested for Non-PO Supplier Invoice Requests in an APPROVED status. 

Supplier Invoice Requests can be changed by the Requestor when they are in a status of either DRAFT or IN PROGRESS. 

Use My Supplier Invoice Requests to review the status of request. Be sure to confirm the date displayed in the Invoice Date On or After field as this defaults to 30 days ago and may not provide you the full list of requests. You can also use the filter for Request Status. 

• Draft – Use the related actions menu to select Actions > Supplier Invoice Request > Edit or Cancel
  • Edit - review any error messages for missing fields or attachments
  • Cancel – choose this option when the request if it is a mistake or duplicate
• In Progress - Use the related actions menu to select Actions > Supplier Invoice Request > Edit
  • Edit – Update the budget Worktags to the desired accounting and then Submit. This will cause the request to flow back through the business process and stop for any necessary approvals (again).
• Approved – Use the magnifying glass to open your request
  • Scroll to Additional Information to find the Supplier Invoice Number. If you have the necessary security, you will be able to click on the invoice number to:
    • Confirm the worktags where the expense was posted
    • Confirm the payment status
    • Review any payment activity, when paid

When your request was approved or your purchase order invoice has been entered, please provide the following to request an adjustment:

1. Reason for the Adjustment
2. Supplier Invoice Number
3. Proposed Spend Category(ies)
4. Proposed Travel Worktag (if applicable)
   • County when Foreign
5. Proposed Adjustment Worktag – choose only one for 100% change OR provide the amount for percentage for splits against selected worktags:
   • Activity
   • Grant
   • Roll Forward
   • Gift
   • Project
   • Cost Center (when not selecting one of the above)

Note: when you need to split an invoice to multiple worktags (example – two spend categories or three cost centers) but it was approved as ONE single line, charged to ONE budget, a journal entry will need to be completed to correct the accounting. The adjustment will appear in the budget as a “Manual Journal”. 

Adjustments can only be requested for expense reports in PAID status. 

Expense reports can be changed by the Payee when they are in a status of DRAFT, WAITING, or APPROVED. Use My Expense Reports to review the status of a report.

• Draft - Use the Actions button to select Cancel Expense Report or Edit Expense Report
• Waiting (on Managers or Expense Data Entry) – Use the Actions button to select Cancel Expense Report or Change Expense Report
• Approved – Use the Actions button to select Cancel Expense Report or Change Expense Report

For any of the above statuses you can either cancel or make changes:

• Cancel - choose this option only when the report is too complicated to fix or should not have been submitted.
• Change – choose this option to adjust the worktags or add/delete expense items (college credit card transactions or employee funded items)

For expense reports with a PAID status, you will not have an “Actions” button. Select the Expense Report number to review the worktags on each expense item. If your expense report was PAID and the accounting is incorrect, please provide the following: 

1. Reason for the Adjustment
2. Expense Report Number
3. Line of Expense Report
4. Proposed Expense Item
5. Proposed Travel Worktag (if applicable)
   • County when Foreign
6. Proposed Adjustment Worktag
   • Activity
   • Grant
   • Roll Forward
   • Gift
   • Project
   • Cost Center (when not selecting one of the above)

Note: The Expense Item can only be adjusted by a journal entry.  The adjustment will appear in the budget as a “Manual Journal”.