Workday Grant Functions Quick Reference Guide

How do I get access to faculty awards to assist with grant management?

Staff who assist their faculty with grant management will need to obtain the Award Contract Analyst (ACA) role in Workday. (The ACA role is view only access.)

Requests to obtain the ACA role in Workday are submitted online through the Workday General Finance Security Request. Be sure to list all awards to which you need access. You will be able to attach a list of awards to the request.

How can I get a list grant awards to which I have access?

The R58 List of Grants report will list the grant awards to which you have access. To run the R58 report, simply enter R58 in the search field at the top left of the screen and hit enter (illustration below).

Screen Shot of Workday Search Field

Is there a way to set my Workday search results to automatically include "All of Workday?"

Yes. In Workday, click the "My Account" cloud icon in the upper right of the screen, select "My Account," and then select "Change Preferences." Next, locate the Search Preferences field, and change the Preferred Search Category to "All of Workday" (illustration below).

Illustration of how to set Workday Search Preferences

Then, be sure to click "OK" at the bottom of the screen.

Why can't I see my grant budgets and balances?

In order to see grant budgets and balances, you must run the My Award Budget to Actuals by Ledger Account or the My Award Budget to Actuals by Grant reports. You will not see grant budgets and balances otherwise. 

Illustration of how to run My Award Budget report

How do I run a budget to actuals report (formerly CAIS Balance & Activity report)?

Here are the steps for running an award budget to actuals report.

Step 1: In the Workkday search field, enter "my award budget," and select "My Award Budget to Actuals by Ledger Account - FIN -CR (NSHE)" as illustrated below.

Illustration of how to run My Award Budget report

Step 2: Next, in the resulting My Award Budget to Actuals by Ledger Account screen, select the Company, desired Period, enter the Grant number in the Worktags field and click "OK" at the bottom of the screen to generate the report.

Illustration of how to run My Award Budget report

How do I amend a grant award budget?

Continue to use the SP-2 Budget Revision form to request a budget amendment. Submit the signed, completed form to Sponsored Projects, and the assigned post-award grant accountant will amend the budget in Workday.

Note: Only Sponsored Projects post-award grant accountants are able to amend a grant budget in Workday. Currently, Workday is configured to route all budget revisions to Planning, Budget and Analysis (PB&A). PB&A does not want to receive grant budget revisions; therefore, budget amendments to grants must be completed by Sponsored Projects.

Where can I find out more about Workday functions?

Additional information on Workday functions can be found at the following:

Why was my equipment supplier invoice sent back to me?

The most likely reason is that the Detail Code DC030 Capital/Equipment > $5,000 was missing. Equipment invoices submitted without the Detail Code will be sent back. 

When will the awards be loaded into Workday?

All awards should be in Workday. Award budgets are still in the process of being loaded into Workday, with all budgets loaded by the end of October.

Does Workday have general information about a particular grant such as start & end dates, award amount, etc.?

Yes, search for the award, and when listed in the search results, click on the award listing. All award information can found on the resulting screen.

What is the Grant Manager role in Workday?

The Grant Manager role is equivalent to having signature authority on the award. Grant Managers approve expenditures.

What Workday roles should principal investigators have for their awards?

Principal investigators should have the Grant Manager, Worktag Owner and Award Contract Analyst roles.

Can I upload grant progress reports to Workday, or does my post-award grant accountant have to do that?

As long as you have access to the award in Workday, you can upload progress reports.

On the award information screen, what is the Special Conditions section used for?

The Special Conditions section notes any important award conditions such as budget restrictions, e-verify, etc.

Is there a cost share report available in Workday?

Not currently, but there will be a cost share report available in the near future.

Do the Notice of Award email notifications still go out when an award is set up?

Yes, the Principal Investigator and Grant Manager assigned to the award will receive the Notice of Award email via Workday.

What is the relationship between a Grant, an Award and an Award Line in Workday?

A Grant identifies the accounting object linked to the Award Line and has the following characteristics:

  • Expenses and Revenue are recorded against Grants
  • A Grant worktag becomes a driver worktag on transactions
  • Indicates the Grant ID, e.g., GR02534, GR00459

An Award is the structure identifying the sponsor funded activities & identifies the following information:

  • All sponsor terms & conditions & billing requirements
  • Award number
  • Start & End dates
  • Authorized amount
  • The Award contains Award Line(s)

An Award Line is found within an Award & has the following charactersistics:

  • Identifies the type of funding, F&A terms, revenue allocation, Grant Number, budget (and is where the expenditures get recorded), etc.
  • If there are subawards, each subaward will have its own Award Line

What is the general workflow that must take place to make a Grant available for financial transactions?

An Award has to be established and approved first. Normally, a Grant will not be created until the Award is set up. 

How does one identify the Status of Grants/Awards regarding the ability to utilize them for financial transactions? I have found a calculated field called "FIN - LRV Award Lifecycle Status (from Grant) that looks promising, but I don't quite understand the different values such as "Available for Spend" vs. "Available for Program Income" vs. blank. Is that field the correct one to use and how do I interpret it?

Available for Program Income: Means that funds are available to spend on program income earned.

Available to Spend: Means that the funds are available to spend on the award.

Closed: Means that an award has ended & no spending can occur.

Close in Progress: Means that the award is in the 90-day closeout period after the contract end date to clean up all expenditures.

Pending Sponsor Funding (Advance Award): Means that the award is in the 90-day pre-award spending period, i.e., memo account.

Setup Error - Eliminate From Reporting: Means that the award was set up in error & no spending can occur on this award.

When someone is trying to run the R99 report, they need the award number for further filtering. It appears they can get the award number from the R58 report. Do end users typically manage their grants/award by the award number or the grant number?

The R99 report is the Award Budget to Actual by Ledger Account Report & should be used on an award by award basis. The R58 report is a list of user supported grants by grant number with details.

In Workday, are there different salary lines for the different salary/appointment types?

No, all salaries come from one line in Workday and are not separated by appointment type. Therefore, budget revisions to move one type of salary to another are unnecessary.

In Workday, does health insurance get encumbered like salaries do?

No, health insurance does not get encumbered, so one will need to keep this in mind when budgeting fringe.

I run the same queries often. Is it possible to save a query for easy access later?

Yes, using the Filter Name field (illustration below), one can save queries.

Illustration of the Workday Filter Name field

How can I find out if there are budget restrictions on a grant?

The Special Conditions section of the Award will indicate any budget restrictions (illustration below).

Illustration of Workday Award Special Conditions

If I know the grant (GR) number, is there a quick way to find the award (AWD) number?

Yes. The first step is to search by GR# and click on the grant listed (illustration below).

Illustration of how to search by grant number

Next, in the View Grant screen, click Actions. Information will appear, and the award number will be among the information listed.

Illustration of the Actions button

Why are some of my life to date expenditures in the wrong spend categories?

The conversion of life to date expenditures (LTD) from the legacy system to Workday put some LTD expenditures in the incorrect spend categories. Sponsored Projects is currently working with NSHE to get this corrected.

How will the F&A distribution work?

Described below is how the F&A distribution will work moving forward:

  1. In Workday, the F&A is distributed only to the dean's office. This means that the PI percentage and the department percentage will be distributed to the dean's office along with the dean's office percentage. Therefore, a total of 23.25% of F&A collected in a month will be distributed to the dean's office.
  2. Sponsored Projects is working on writing a program that will track the percentage of F&A to be distributed to each PI, department and college. As previously done, this distribution will be obtained from the information provided on the proposal Transmittal form (SP-1). 
  3. A monthly report will be generated based upon this information, and a journal will be prepared and forwarded to the dean's office for approval. Once the dean's office has approved, they will forward the journal to the Controller's office, and the distribution of F&A to the departments and PIs will occur.

Note: Distribution of F&A cannot be completed until the Controller's office has closed the month.

What happens if I don't assign a Detail Code to an equipment expense?

In short, failure to use the corresponding Detail Code (DC030 Capital/Equipment > $5,000) will cause the equipment expense to get charged F&A. Be sure to consult the full list of Detail Codes.

Where do I find the subaward budget?

First, you need to know the subaward worktag or GR number. If you don't know the GR number, look up the award (AWD number). On the Award View screen, click Award Lines and locate the subaward GR number.

How to locate subaward GR number

Now, run the My Award Budget to Actuals by Ledger Account query using the subaward GR number in the Worktags field. 

How to query a subaward budget

The resulting query will be the subaward budget.

Subaward Budget

Why is my grant budget greater than the authorized sponosor amount?

This is probably due to having program income. Program income is not part of the authorized amount.

How do I find my grant program income in Workday?

  • Program income appears as an award line in the award
  • To look up a program income grant balance, run the "My Award Budget to Actuals" report and specify the grant number (GR#) of the program income award line.
  • To view the program income transactions/deposits., run the "Manager Balance - activity summary by worktag" report, specifying the GR# in the Worktag field. In the report, click on the "Sources" column to view the details. This will show the breakdown of the program income "Cash Sales."
  • In order for program income revenue to be recognized in Workday, it must first be budgeted using the Sponsored Projects Budget Setup, Memo Account, Increase or Decrease in Sponsor Support form (SP-22) found on the Sponsored Projects Policies, Procedures, Guidelines and Forms page.

Is there a tool to look up Workday information such as Spend Categories and Detail Codes?

Yes! WD Tools is a great resource to look up all sorts of Workday information such as Grants, Spend Categories, Detail Codes and a lot more.

What information can you provide about cost share and cost shared effort?

On an award, cost share is set up as its own Award line with a unique Grant worktag number (GRXXXXX). Note: If cost share is in the form of unrecovered F&A or if the cost share is provided by a 3rd party, there will not be a cost share Award line or Grant worktag.

To see if a cost share award line has been established for your award, look up the award in Workday by entering the award number in the Workday search bar and clicking the magnifying glass icon:

Illustration of how to search for an award in Workday

Click on the award number when it appears on your screen:

Illustration of how to select award from search results in Workday

On the View Award screen, scroll down to the Award Line Summary, and you will be able to see you grant worktag for the primary award, which is the worktag you should be spending from. If a cost share line is established for the award it will be labeled, "name of award - CShare." This is your cost share Grant worktag.

Illustration of Grant Worktags in Workday

If you do not see a cost share Grant worktag set up for your award, contact your Sponsored Projects Grants & Contracts Officer to have this award line established.

When salaries will be used as cost share, the portion of the employee's salary to be cost shared should be directly charged to the cost share Grant worktag through payroll by including the worktag on the employee's costing allocation (PAF). The cost share Grant worktag will then appear in the employee's effort report, and the cost shared effort can be certified and reported to the sponsor.

If cost shared effort was not directly charged to the cost share Grant worktag through payroll, the Effort Certification Reviewer will need to add the worktag to the effort report and then do a Payroll Allocation Adjustment to move the cost shared effort to the correct worktag.

To do this, click on the Change Effort button on the effort report, add the cost share Grant worktag, enter the change reason, "Cost Share Adjustment," enter the percentage of effort that needs to be recorded as cost share, click the OK button, click on the Questions tab on the summary page and answer questions 1 & 2 and any other relevant questions, then click Submit.

When salaries will be used as cost share, the portion of the employee's salary to be cost shared should be directly charged to the cost share Grant worktag through payroll by including the worktag on the employee's costing allocation (PAF). The cost share Grant worktag will then appear in the employee's effort report and the cost shared effort can be certified and reported to the sponsor.

If cost shared effort was not directly charged to the cost share Grant worktag through payroll, the Effort Certification Reviewer will need to add the worktag to the effort report and then do a Payroll Allocation Adjustment to move the cost shared effort to the correct worktag.

To do this, click on the Change Effort button on the effort report, add the cost share Grant worktag, enter the change reason "Cost Share Adjustment," enter the percentage of effort that needs to be recorded as cost share, click the OK button, click on the Questions tab on the summary page and answer questions 1 & 2 and any other relevant questions, then click Submit.

Illustration of How to Perform Cost Share Adjustment in Workday