A new Aggregate tab default view is now available. The new view: summarizes effort certification events by earnings period in one view, displays rows by Grant and Award Types (sponsor, cost share, Non OSP, Department Funded), and eliminates extra data displayed in the Details tab (for example, less relevant worktags, separate rows for each pay component, etc.).
The implementation of the new Aggregate tab view coincides with the June 2023 - August 2023 certification period published in early September 2023. It is also available for prior certifications but reports already approved do not need to be recertified.
As a part of fiscal year-end activities, subaward supplier contract encumbrances will be closed out for FY23 and re-opened in FY24. An encumbrance will not roll-forward into FY24 if a subaward supplier contract has an "Amendment in Process" status. This issue was confirmed in testing. As a result, the Office of Sponsored Programs (OSP) is providing guidance and deadlines for subaward supplier contract amendments as shared in the full NewsLink post.
Effective Friday, January 20 , Position Restriction costing allocations can use grants. Any new positions that are grant funded can now be set up at the Create Position step. Cost Center Managers are not required to update the previously recorded costing allocations to accommodate the new functionality.
The two Principal Investigator spend authorization and expense report notification improvements listed have been recently implemented.
Spend authorization and expense report notifications were updated to include the grant numbers from the transactions. Expense report notifications will only be sent if there is not a linked spend authorization or if the expense report total is over $500 and the cost center is not CC10982: ERIK | Office of Sponsored Programs Administration.
With the volume of data now in Workday, users are experiencing system performance issues when running the 120 Day Award Closeout Report. We recommend users schedule the 120 Day Award Closeout Report to run during off-hours (in the evening, overnight, or during the weekend). Scheduling the report during non-peak hours will reduce the amount of time it takes to run the report. The report also remains available for viewing within Workday for the number of days you specify when scheduling the report.
For instructions on scheduling the 120 Day Award Closeout Report, view the full NewsLink article.
As a part of fiscal year-end activities, subaward supplier contract encumbrances will be closed out for FY22 and re-opened in FY23.
An encumbrance will not roll-forward into FY23 if there is an active supplier contract amendment on a subaward. This issue was confirmed in testing. As a result, the Office of Sponsored Programs (OSP) is providing the following guidance for subaward supplier contract amendments:
Friday, June 17 - Last day to create new supplier contracts in FY22. Tuesday, June 28 - Last day to approve any in-flight subaward supplier contract amendments by close of business. Wednesday, June 29 - OSP will cancel any remaining in-flight subaward supplier contract amendments to allow encumbrance to roll-forward. Beginning Friday, July 1 - Resubmit any cancelled subaward supplier contract amendments. The Subaward Supplier Contract Initiator in the department can resubmit any cancelled amendments.
Please work with your Sponsored Program Officer (SPO) and Principal Investigator (PI) if you have any in-flight supplier contract subaward amendments before June 28. The goal is to avoid having these amendments cancelled before fiscal year-end.
The Clinical Trials Reference Document on the Administrative Resource Center (ARC) has been updated to provide a high-level overview of the current process for grants with clinical trials. Most of the steps take place outside of Workday, though they impact what happens in Workday. A few comments about accounting are now included throughout the overview.
If a purchase on a grant involves patient care costs, international travel, or alternations and renovations, the transaction must include the grant worktag AND a grant treatment worktag. The grant treatment worktag is necessary for the transaction to map to the correct object class. This is true for either a requisition or spend authorization.
The grant treatment worktag is used in addition to the spend category when a spend category maps to two separate object classes. For instance, “Hotels and Lodging (SC10736)” will map to domestic travel by default, but will map to foreign travel if the grant treatment worktag “Travel-Foreign (GT104)” worktag is present. In the case of patient care, the spend category “Medical Research Services (SC10550)” maps to the purchased services object class by default, and will map to patient care if the grant treatment “Patient Care Costs (GT102)” is present.
Use the following grant treatment worktag (GT#) when appropriate for the respective purchases:
- Patient Care Costs (GT102)
- Travel – Foreign (GT104)
- Alterations and Renovations (GT106)
Grant treatment worktags can be added in the additional worktag drop down menu of any transaction.
Have you wondered how to access commonly used tasks and reports in Workday more easily? Do you have difficulty remembering an obscurely named report or all the search parameters to select when running a report? Would you like to learn how to use shortcuts and favorites to quickly navigate to the information you most often use? If you are curious about any of these features, this session on Wednesday, March 2 is for you!
Grants administrators will be sharing how they use these features to organize their work. Join us to learn some helpful tips for organizing common tasks, reports, shortcuts, and filters within Workday. The MS Teams session link is available in the full article.
