Tagged: Grants

Currently, Purchase Requisitions, Spend Authorizations, Non-PO Invoices, and Expense Reports without Spend Authorizations are reported on the weekly grant transaction confirmation email sent out to Principal Investigators (PI) for their relevant Grants. Additionally, Misc. Payment Requests will start to be included on this report during the month of February. This is the final update and will ensure that our PIs can review all non-personnel charges against their Grants via this weekly reporting. 

Currently, purchase requisitions and spend authorizations are reported on the weekly confirmation email sent out to Principal Investigators (PI) on their relevant Grants. Additionally, non-PO Invoices and Expense Reports without Spend Authorizations will start to be included during the month of October. This is to ensure that our PIs can review additional non-personnel charges against their Grants via this weekly reporting. 

A new monthly Workday notification and email reminder will be sent to individuals with effort certifications pending their approval for 30 or more days. 

A new Aggregate tab default view is now available. The new view:

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.

Below are instructions for scheduling the 120 Day Award Closeout Report.

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:

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.