Articles Tagged: Grants Administration

The Principal Investigator Transactions Report is now available in Workday which allows Grants Administrators the ability to view non-personnel transactions initiated for their PIs for a given date range. The report mimics the weekly non-personnel transaction report that PIs receive from Workday. The report is a new tool to help Grants Administrators when reviewing Workday transactions with their PIs.

To access the Principal Investigator Transaction report, the individual will either need the "Faculty and Grants Administrative Analyst" (for PIs) or "Grants Administrator Analyst" (for Grants Administrators/Staff) security role in Workday.

As a part of fiscal year-end activities, subaward supplier contract encumbrances will be closed out for FY24 and re-opened in FY25.

An encumbrance will not roll-forward into FY25 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 for subaward supplier contract amendments as detailed in the full post .

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.

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:

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.

The recording from the March 2 office hours session on “Organizing Your Work” is now available for viewing.

Note: If you have an osumc.edu address and receive an error when accessing the files, use the Request Access link.

Job aids related to the content covered in the session can be found in the Administrative Resource Center:

If you need assistance with reports, please contact WorkdayImprovementTeam@osu.edu for Workday questions and orhelpdesk@osu.edu for e-Activity or PI Portal questions.

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.

Based on feedback from users in the grants/research community, the “Other Funding” report within the Principal Investigator and Grants Administration dashboards now includes a new column for “Revenue.” The "Transfers In and Out" information is still in a separate column. This ensures a full view of balances is contained within this report.