Using Workday To Manage Grants

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.

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.

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".

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

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.

In the search bar, enter "my award budget" and select your report from the results drop down list.

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

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

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.

Continue to use the SP-2 Budget Revision form (found on the Sponsored Projects Forms page) 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.

Additional information on Workday functions can be found through the University's Human Resources Workday portal: A key repository of Workday information. Navigate the HCM and FIN categories or search the entire Knowledge Base.

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.

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.

Contact your post-award grant accountant for a list of awards for your area.

Yes

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.

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

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

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

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

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

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

• 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

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

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.

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.

Yes, please visit the University's Workday portal for information and support.

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.

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

Yes, by using the Filters functions, reports can be saved and easily recalled later. Using the, "My Award Budget to Actuals by Ledger Account" report as an example, below is a quick tutorial on how to save reports using the Filter function.

1. In the Workday search field, enter "my award budget," and select "My Award Budget to Actuals by Ledger Account - FIN -CR (NSHE)"
2.  Next, in the resulting My Award Budget to Actuals by Ledger Account screen,
   • Select the Company: Florida Gulf Coast University
   • Select the Period
   • In the Award field, enter the award number (report will role up all award lines), OR in the Worktag field, enter the grant number (report of just one award line)
3. Use the Filter Name field to create a name for the query and select "Save."

Once the filters are saved, you can return to the My Award Budget to Actuals by Ledger Account report screen and load a saved filter from the Saved Filters link. Once you have selected a filter, click the "OK" button to run the report.

The Special Conditions section of the Award will indicate any budget restrictions.

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

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

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.

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.

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 in Workday Tools.

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.

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

The resulting query will be the subaward budget.

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

• 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 search field, enter "manager balance" and select the report to view from the search results drop-down list.
  • In the Manager Balance screen, select the Organization, enter the desired Period, and in the Worktags field, enter the Program Income GR#.
  • Select "OK" to run the query.
• 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 Forms page.

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

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.

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

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.

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.

Run the My Award Budget to Actuals by Ledger Account report.

• In the search bar, enter "my award" and select your award report from the results drop-down list.
• In the My Award Budget window, enter the Period for the query and in the Award field, enter the AWD#.
• Select "OK" to run the query.

Note the breakdown of salaries in the Spend area.

By running the Effort Certification Status Report. Use this report to check on the status of effort reports or to pull up an effort report that you can export to Excel. You can run an Effort Certification Status Report for an individual, a select group of people or for everyone for whom you are an Effort Certification Reviewer (ECR).

In the Workday search box, type "effort cert" then select the Effort Certification Status Report.

Next you will see the Effort Certification Status Report with a list of fields.

Here's what to enter in each of the fields:

Organization: Scroll down to Supervisory Organization (Sup Org) and click on it. Workday will display all the Sup Orgs for which you are an Effort Certification Reviewer.

If you are running the Effort Certification Status Report for one employee or select group of employees, only click the Sup Orgs that the employees are in. Otherwise, click all your Sup Orgs.

Effort Certification Date From and Effort Certification Date To: Enter the dates of the effort report you are interested in.

Effort Certification Type: Click Quarterly/Semi-Annual for 6-month reports. Click Off Contract for Overload reports.

Employee: If you are running the report for one employee or a select group of employees, enter their names in the Employee field. If you are running the report for all employees for whom you are an ECR, leave this field blank.

All other fields can be left blank. Now, click OK to generate the report.

Things you can do with this report:

1. Check the status of each report and see where it is in the routing. In this example, the first effort report is for Anna Bateman. You can see that it is In Progress and is in Anna Bateman's inbox. You might want to contact Anna and ask her to review and certify her report. The second report is for Jason Davison. You can see that his original effort report was Cancelled. Probably in order to enter a Payroll Accounting Adjustment. The ECR asked to have the report regenerated, and now it is In Progress again. It is in the ECR's inbox for review. Linda Brown certified her report already, so it is not in anyone's inbox.
2. Look at the effort report, in a view that is exportable to Excel. This can be helpful when you are preparing to enter a Payroll Accounting Adjustment. Click on the effort report in the first column. It will open in the Summary View. You can click on Details to see each month's pay. Process History will show you who has done what to the effort report
3. Click on the employee's name in the second column of the report to get more information about the employee. This can be useful if you have an effort report for an employee who is unfamiliar to you.

If you have questions about this report, please contact Michele Dondanville at mdondanville@unr.edu or (775) 784-6360.