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Workday Worktags

Financial Edge account codes and projects have been discontinued. Account codes have been converted to spend or revenue categories in Workday. Projects have been converted to worktags in Workday, including Cost Center, Grant, Gift, or Project. Please use the links below to find your new values:

• Financial Edge project codes to Workday worktags 
• Financial Edge revenue accounts to Workday revenue categories 
• Financial Edge expense accounts to Workday spend categories  

Create Journal in Workday (Department Accountants)

• Please use the  job aid for assistance in adding a journal entry within Workday.
• For assistance using Workday, you may submit a . 

Submit Journal by Email (Campus)

• Download: Manual Journal Entry template
• Email: Completed forms may be emailed to jeentry@bowdoin.edu
• Additional help:  

Overview

To help us process your journal entries efficiently, please:

• Debits & Credits: Make sure that total debits equal total credits.
• Description: Enter a description in the memo column (debit and credit description do not have to be the same). Please note that when doing a cost share or transfer from one Worktag to another it is helpful to have the description include a reference to the Worktag used on the other side of the transaction, with the Worktag at the end of the description (example below):
  • Debit:
    • TSF for Denise Miller Lecture 05/15/25 to Neuroscience - CC131
  • Credit:
    • TSF for Denise Miller Lecture 05/15/25 from Biology CC130
• Backup: Attach supporting documentation in the backup tabs. Please note that screenshots are the easiest to work with vs pasted text. For each new journal entry line, please add an additional tab for the supporting documentation.
• Authorization: If you are preparing a journal entry charging a Worktag you are not responsible for, it is important to obtain and include authorization from a person responsible for that Worktag. The easiest way to do this is to obtain approval via email and copy and paste the email chain into the backup tabs. You may also CC: the approver on the submission to the JE inbox email.
  • Please note that Projects (PR#####) typically require faculty approval, while Gifts (SP#####/GF####) and cost center budget approvals are usually handled by the Academic Department Coordinator.
• Cost Share spend categories are used in situations where a cost is being shared between department operating budgets, projects, or gifts. The spend category SC300 – Cost Share should be used on both sides of the transaction. Please note that we have done away with the spend category SC301.

Example JE templates

 

• Cost Share: Here is an example of when a cost is being shared among departments.
  • Cost Share JE template
• Reclass: Here is an example of when you need to reclass an expense.
  • Reclass JE template

If you have any questions about journal entries, please contact Laura DeGrace.