Grant Administrator

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.

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!

Grant 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.