Sponsored Research: Approve Sponsored Research Procure to Pay Award Activity in Workday

This guide will walk a user through understanding how to review and approve Sponsored Research Award activity in the Procure to Pay (P2P) process in Workday Finance.

Who Approves Sponsored Research Award Activity?

The approvers for Sponsored Research Award activity are designated individuals – such as Principal Investigators (PIs) or Grant Managers – who are responsible for reviewing and approving how funds are spent on award-related transactions. Their role is to ensure that:

The transaction aligns with the terms and conditions of the award.
The Grant worktag is entered so that related worktags (e.g., Fund, Cost Center, Functional Expense, Project) are automatically populated.
The spending is allowable, allocable, and reasonable under the award.
Supporting documentation is complete and appropriate.

These approvers are typically assigned based on the Grant or Award worktag used in the transaction.

For example, if a requisition is charged to a grant, the Grant Manager or Principal Investigator (PI) may be required to approve the transaction.

When Do Approvers Get Involved?

Approvers are triggered in workflows when a transaction involving Sponsored Research Awards requires review. Common scenarios include:

Requisition Orders charged to a grant or award
Supplier Invoices tied to sponsored funding
Supplier Contract Requests involving services or deliverables funded by a grant
Journal Entries or Accounting Adjustments that reallocate expenses to a sponsored award

Workday routes the transaction to the appropriate approver(s) based on the award-related worktags used.

Review and Approve Sponsored Research Award Activity

Step 1: Navigate to My Tasks in Workday.

The Workday landing page with the My Tasks icon highlighted in the upper right corner of the screen.

Step 2: Select the task, e.g., labeled Review Requisition.

The My Tasks screen shows the All Items section highlighted and opened to show the Review Requisition task.

Step 3: Review the allocation details:

Worktags used (e.g., Cost Center, Fund, Grant, Functional Expense, Project)
Award terms and allowability of the expense
Supporting documentation (e.g., quotes, justifications, approvals) which may be attached within the transaction and viewable directly

Step 4: If everything looks correct, click Approve.

Step 5: If changes are needed, click Send Back or Add Comment to request revisions.

Best Practices for Approvers

Verify allowability: Ensure the expense is permitted under the award’s terms.
Check worktags: Confirm that the correct grant and related worktags are used.
Review documentation: Supporting files should justify the expense and meet audit standards.
Act promptly: Timely approvals help avoid delays in procurement and compliance issues.

Experiencing technical issues? Contact our OneIT Team by:

Opening a support ticket or
Call us at 201-216-5500