Financial Reports in Workday

• Accessing Financial Reports
• Using Financial Reports
• Reports in Workday
• Worktag Look up Tool

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Workday Budget Reporting will start in August 2026.

Data may not display until then.

Accessing Financial Reports

Access to viewing specific Cost Centers or Non-Operating transactions is based on your role(s) in Workday.  To request access to view a report, please contact [email protected].

With the proper access, you can use Workday’s reporting capabilities for real-time analysis of financial data. Workday provides multiples navigation methods.

1. We recommend using the MAC Financial Reporting Dashboard which has links to all of the Macalester-specific finance reports.
2. If you know the name of the report you are looking for, you can also use the Workday search bar.
3. Add frequently used reports to your navigation side bar for quick access from anywhere in Workday.

Using Financial Reports

• View Reports
• Save and Use Report Filters
• View Budget Line Detail
• Export Report Data

View Reports

• Select the report that aligns with your request.  For example:
  • To view Cost Center budget vs. actuals, select or search for the MAC Operating Budget vs Actuals by Cost Center report
  • To view Non-Operating Transactions – Designations, select or search for MAC Non-Operating Transactions – Designations report

Report Filters

Some reports allow you to save regularly used filters. Some regularly used filters are:

• Organization: Align the report results to one or more Cost Center when looking for specific departmental budgets.  
• Plan Name: Select the current fiscal year if you are looking for up-to-date information or a past fiscal year for historic data*.
• Period: Select Current and Prior Periods and the current month for up-to-date information or select past periods for historic data*. 

*Historic data will not be available immediately following go-live.

To Save a Filter

1. On the report prompt screen enter search criteria and limit report data to what is relevant to you.
   • The a saved period filter will not update, and therefore you need to update the filter when you want the next period’s data.
2. Enter a filter name and select Save.

To Use a Saved Filter

1. Save a filter for later use
2. On the report prompt screen, select a filter from the Saved Filters drop downlist.
   • The prompt fields will automatically populate with the values from your saved filter.
   • The a saved period filter will not update, and therefore you need to update the filter when you want the next period’s data.
3. Select OK to run the report with your saved criteria.

View Budget Line Detail (Report Drill Down)

When viewing a report, any blue, hyperlinked number indicates that you can click on it to see the underlying details. This action, known as “drilling down,” allows you to view the specific transactions or budget lines that make up a summary total.   For transactions with attachments you will be able to drill down to view the attachment. 

1. After running a report, the results will be displayed on the screen.
2. Locate a summarized financial amount you wish to investigate further. These amounts are displayed as blue, hyperlinked numbers.
3. Click directly on hyperlinked blue number.
4. A new page or window will open, displaying the detailed data (e.g., individual journal lines, or transactions) that constitute the summary total you clicked.
5. You can often continue to drill down on other blue links within the detail view for even more granular information.

Export Report Data

To download the results of a report, select the Export to Excel or Export to PDF icon.  

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Reports in Workday

• Budget vs Actuals Reports
• Other Financial Reports
• Student Employment Reports

Budget vs Actuals Reports

Budget-to-actuals reporting and transaction monitoring is a critical activity for monitoring spend and ensuring financial stewardship at Macalester.

Banner/Argos Report Name	Workday Report Name	Report Description
Budget and Transaction Expense by Fiscal Year	RPT140 MAC Operating Budget vs Actual by Cost Center	Compares Budget vs. Actual for Operating Budgets only. It does not include revenue or compensation budgets.
Budget and Transaction Expense by FY – Single Fund and Org Summary	MAC Operating Budget vs Actual by Cost Center report	Summary view of Operating Budgets equivalent data to the Banner report.
Budget and Transaction Expense by FY – Multiple Fund and Org Summary	Graphs using data from the MAC Operating Budget vs Actual by Cost Center report	Workday has the ability to create graphs from reports. Graphs will be developed following go-live.
Activity Code Report by Fiscal Year	Filtered views other existing reports provide the equivalent data. Examples: MAC Operating Budget vs Actual by Cost Center MAC Non-Operating Finance Report	Filter one of the listed reports by Activity Code(s) to provide the equivalent data to the Banner report.
Banner/Argos Report Name Workday Report Name Report Description Fund(s) Balance Summary by FY	MAC Non-Operating Finance Reports Reports available for: Designations Gifts Project Codes	Balance Available and transactions for Non-Operating “Funds”.  In Workday, the Funds are now Worktags: Programs, Project Codes, Designation, Gifts or Grants. Each Worktag can be searched to provide the Banner-equivalent data.

Other Financial Reports

Banner/Argos Report Name	Workday Report Name	Report Description
No equivalent	MAC Grant Manager / PI Dashboard	Starting place for Grant Managers and Principal Investigators which has links to grant-specific finance reports
Grant Transaction by Date Range	MAC Grant Reports	As budgets / plans are entered in Workday, a report against the budget is the equivalent to the Banner Report
Vendor Invoice with FOAPAL	RPT046 MAC Find Supplier Invoices	Shows paid invoice data: Vendor Name, Invoice Number, Document Number, Invoice Date, Invoice Amount, and FOAPAL
Charitable Giving – Macalester	RPT082 MAC (Name TBD)	Automated report that is sent to [email protected] that shows the pledge amounts withheld during payroll processing for the month
My Finance Access and Approval	MAC Worktag Lookup	Filtering on “My Organizations,” a Workday user should see the Cost Center and any other Worktags they may be assigned to as a Manager, Monitor or Senior Leader.   This is in addition to the FOAPAL to Workday lookup tool (use Incognito)

Student Employment Reports

Banner/Argos Report Name	Workday Report Name	Report Description
Student Employment budget report	RPT196 MAC Student Employment Department Funding	Running total student employment budget report that shows total budget and how much has been spent.
Student Employee Supervisor biweekly tracking report	RPT179 MAC Manager – Work-Study Award Amount	This report shows student supervisors their roster, how much their student employees their total award, how much student has allocated to that position and the remaining balance of the award as well as department budget information. Each supervisor should receive a report per the department they manage.
Student Employee biweekly tracking report	RPT180 MAC Student – Work-Study Award Amount	This report shows student employees their jobs on campus and how much of their award they have allocated to each position and how much they have left to earn.
Work/Study Redistribution Tool	RPT181 MAC Student Work-Study Award Amount	Shows how much a student has earned in one fund so updates can be made in a different fund (e.g. WFED, WMN, WMAC, NN)

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