This guide will walk a user through understanding how to access and use award-related reports in Workday Finance. What are Sponsored Research Reports? Sponsored Research reports in Workday provide visibility into the financial and administrative status of sponsored research awards and grants. These reports help Principal Investigators (PIs), Grant Managers, Award Analysts, and department administrators monitor award activity, track spending, and prepare for key deadlines. Commonly used Sponsored Research reports include: View Award – Displays detailed information about a specific award, including budget, expenditures, and award terms. My Portfolio of Awards – Shows a summary of all awards associated with a user (typically a PI or Award Analyst). Awards Expiring in 90 Days – Lists awards nearing their end date to help with closeout planning. Extract Awards (View Only) – Provides a downloadable summary of award data for offline review or reconciliation. My Portfolio of Grants – Shows a summary of all grants associated with a user (typically a PI or Grant Manager). SI – Grant Budget vs Actuals – Tabular: Budget and Actual details by Object Class (typically a PI or Grant Manager). When Should You Use Sponsored Research Reports? Sponsored Research reports are useful for a variety of tasks, including: Monitoring spending to ensure compliance with budget and sponsor guidelines. Preparing for award closeout by identifying awards nearing expiration. Reviewing available balances before initiating new purchases or payroll allocations. Supporting audits or internal reviews with up-to-date financial data. These reports are especially helpful during monthly reconciliations, quarterly reviews, and when planning future spending. How to Access and Use Sponsored Research Reports Step 1: Navigate to the Grants Management Dashboard (access the Grant Management Dashboard user guide for additional information). Step 2: Click on the tabs to access the available award and grant reports that you want to view. Step 3: Enter any required prompts (e.g., Award Number, PI Name, Date Range). See example screenshot below. Step 4: Click OK or Run to generate the report. Step 5: Review the report output to see Award details (e.g., sponsor, start/end dates, award type). Best Practices for Using Sponsored Research Reports Run reports regularly to stay on top of spending and deadlines. Use “Awards Expiring in 90 Days” to proactively manage expiring Awards. Download and save reports for documentation or offline analysis. Coordinate with your Sponsored Accounting Analyst in the Office of Sponsored Accounting if you notice any financial discrepancies or need clarification. Experiencing technical issues? Contact our OneIT Team by: Opening a support ticket or Call us at 201-216-5500

This guide will walk a user through setting up and using the Grants Management dashboard in Workday. The Grants Management dashboard is a one-stop shop for tasks and reports designed to support the management of your grants. The dashboard and reports display data based on the individual’s designated role on an Award or Grant. Setting up the Grants Management Dashboard Step 1: Add the Grants Management dashboard to your Menu. From the Menu on the Workday Home page: Click and search for the Grants Management dashboard. Click to add the dashboard to your Menu. Click Back to Menu to access the dashboard. Step 2: Some reports require set-up to display information on the Grants that you are responsible for managing. Click the Settings gear on the report to select specific Awards or Grants and to designate other filter criteria. The settings will be saved in Workday and can be changed to view other Awards and Grants. Navigating the Grants Management Dashboard The dashboard consists of five tabs; each tab provides a view of a specific aspect of managing grants. Click the tab to access the associated reports and tasks. Additional reports and tasks will be added as developed. Grants Management tab: This tab contains reports that enable you to view all your Awards and Grants. Reports: Expenses By Grant (Life to Date): Transaction-level details about the grant. Also provides spend rate to keep Grant spending on track. My Awards Expiring in 90 Days: List of Awards that are closing within the next 90 days for clean-up and preparation for the closeout. Summary details on awards are delineated by Expiration Status. Filter by Award and then Award End Date to focus on awards approaching expiration. Filter by Status of the Award or by sorting the award end dates to view Awards closing within a particular timeframe. If the Award is near its end date, review the Encumbrances and Budget Remaining Balance columns and follow-up as appropriate. Portfolio of Awards: Compilation of Awards you are supporting. Includes status, important dates, spend rate, and balance data. Portfolio of Grants: Compilation of current Grants that you are managing. Includes important dates, spend rate, and balance data. Award and Business Processes sections: (access to additional reports and tasks) Award Credits for Award: Identifies Award Credit allocations for the Award Award Lines Overview: Provides a summary of each of the award lines (separate grants) for an Award View Award: Displays Award details associated with the selected award, including the overview and summary of the Award, Award Lines, Plan, Award Tasks, Billing and Receivables, and other information View Grant: Displays Grant details, related worktags, and roles associated with the grant. The Grant driver worktag is the main costing worktag for award activity. Each award line has a single Grant worktag to capture all award activity. Create Requisition: Task to initiate a purchase requisition Budget & Expenses: This tab contains reports that display Budget & Expense Details for your Awards & Grants to manage your budget versus actual expenses. Reports: SI – Grant Budget vs Actuals – Tabular: Budget and Actual details by Object Class Costing Allocations for Workers: Lists allocations for employees whose time is compensated through multiple cost centers. Costing allocations tell Workday how an employee’s position and/or earnings will be funded and for how long. Coming Soon! FIN – Grant Budget vs Actuals – by Object Class: Compares actual expenses against award budget details categorized by Object Class. Use this report for a summary view of a grant's budget, expenditures, encumbrances, and balances for each Sponsor, cost share expenses, and third-party expenses in the current period or prior period. Award Tasks: Listing of the Tasks assigned for an Award. Use the report to see if any award tasks have been assigned to you and when they are due. Reports: My Award Tasks Expiring in 90 Days: Tasks associated with an award for the selected role that is due or expiring in the next 90 days or has already expired but wasn’t marked completed. Task Status for My Awards: Identify the status of financial reporting, sponsor invoicing, and closeout requirements Determine who is responsible for preparation and submission of the requirements Effort Certification: Effort certification is a process to verify that direct labor charges are reasonable and reflect actual effort performed. Review the status of effort reports or 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. Reports/Tasks: Pro Forma Effort Certification: Monitor the projected effort distributions for employees on a federal grant for a specific period. The Pro Forma Effort Certification task enables Grant Managers to view effort distributions before the effort certification period. All Worker Costing Allocation: A comprehensive report that details how workers are costed and allocated Assign Costing Allocation: Task to change or adjust source funding accounts for an employee or a vacant position Subawards: Subawards establish the relationship between an award line, supplier contract, and basis limit for a single sponsored agreement. In Workday, a new grant and award line is created for each subaward, which allows us to define subaward-specific details such as the subrecipient and basis limit. Reports: Find my Subawards - This report allows you to view details of subaward records for your award role or organization role, including award and award line, subrecipient, start and end date, supplier contract status, total contract amount, etc. Experiencing an issue or need additional support? Contact our OneIT Team by: Opening a support ticket or Call us at 201-216-5500

This guide will walk a user through accessing and using the View Award report in Workday. The View Award report allows you to view Award details including the breakdown of Award Lines, the Award Plan (Budget), Subawards, and Award Tasks. The View Award report displays data based on the individual’s role on the Award. Accessing the View Award Report Step 1: From the Workday Menu, select the Grants Management Dashboard. Step 2: From the Grants Management tab click View Award in the Award box. The View Award report can also be accessed via the Search. Step 3: Search for and select the Award to view. Click OK. View Award Details Sponsor Award Reference Number – a unique identifier for the contract between the sponsor and the recipient of a sponsored award. It is found within the award document and is used to track the award. Sponsor – An external entity (e.g. foundation, corporation, or government agency) that provides funding for a specific project or activity Sponsor Direct Cost / Sponsor Facilities And Administration – Sponsor Direct Cost refer to the funds allocated for specific sponsored project activities, while Sponsor Facilities and Administration (F&A) Costs represent indirect costs associated with supporting the overall research infrastructure Award Contract Dates – Represents the overall Period of Performance for an award Click on the tabs to view the award details: Tab 1: Overview – provides key administrative information about the award. Summary - provides a high-level overview of the award's key information. Below are some of the key fields in the Summary section: Award Lifecycle Status – Determines the state of an award and its associated lines, controlling whether expenses can be posted to the associated grant worktag. This status dictates the various stages an award progresses through, from setup to final closeout. Award Type – Refers to the type of agreement or funding source that the award represents. It categorizes the award based on its purpose, funding source, and associated terms and conditions. Purpose Code – Categorizes and describes the general purpose or focus of an award or grant. It supports reporting and financial management by providing a method to group awards based on their intended use. Award Calendar – Identifies how the award is broken down into periods used in budgeting, reporting and billing activities. The Award Schedule outlines the specific time periods within the award's lifecycle impacting how resources are allocated and how financial transactions are tracked. Billing Schedule – Defines the frequency and method for billing sponsors for award costs. The Billing Schedule outlines the billing and payment terms for Awards that require cost reimbursable and installment billing. Tab 2: Award Lines – Represents a specific funding activity under the Award. Award Lines and Grants have a one-to-one relationship with each Award Line linked to a specific Grant. There can be multiple Award lines for each award. The Award Lines provide details such as: Line Type (Cost Reimbursable or Fixed Amount) Spend Restrictions Line Amounts F&A Rate Grant Worktags Tab 3: Plan – The Plan (also known as Budget) is a summary of cost proposed or awarded on a sponsored award. All awards are required to have a budget set up as part of the award creation process. New budgets and budget adjustments will be initially approved in InfoEd and sent to Workday through the overnight integration. Budget Checks run automatically in Workday and a warning is enabled for overspending by Object Class. The Plan consists of 3 primary dimensions: Grant Object Class Amount Tab 4: Award Tasks – Award Tasks in Workday are financial tasks that are established on Awards by the Office of Sponsored Accounting (OSA). The Sponsored Accounting Analyst role will be utilized by OSA to designate the assignee for each award task. Non-Financial Award Tasks will be managed in InfoEd (ex. Programmatic, technical, patent reports). Tab 5: Billing and Receivables – The Billing and Receivables tab contains information related to sponsor invoices and payments for that award. The billing schedule can be found under this tab and defines the frequency and method for billing sponsors for Award costs. It also outlines the billing and payment terms for awards that require cost reimbursable and installment billing. Tab 6: Additional Reports – The additional reports tab displays the established award roles and grant roles. Award Roles – Provide access to the overall award structure and its administrative aspects. The award roles are: Lead Principal Investigator – The primary individual responsible for the scientific and administrative management of a sponsored project. Co-Principal Investigator – An individual who shares the scientific and administrative leadership responsibilities for a sponsored project with the Lead Principal Investigator. Award Analyst – Provides view-only access to award information, including award details, budget information, and associated worktags. This role allows users to view award data, but they cannot initiate or make changes to awards or related transactions. Sponsored Accounting Analyst – This role is utilized by the Office of Sponsored Accounting (OSA) to designate the assignee for financial award tasks. Grant Roles - Provide access to the financial management and transactions associated with specific grants within an award. The grant roles are: Principal Investigator – This role has authority to review and approve spend transactions on grants. It also has access to dashboards and reports with grant data. Grant Manager – This role reviews and approves transactions on grants. This is an optional role based on department need and staffing. Grant Financial Analyst – Provides view-only access to grant information, including grant details, budget information, and associated worktags. This role allows users to view grant data, but they cannot initiate or make changes to awards or related transactions. Tab 7: Setup and History – The setup and history tab provides information about the Plan (Budget) and spend restrictions. It also provides the process history for an award and indicates what actions have been completed for each award. Experiencing an issue or need additional support? Contact our OneIT Team by: Opening a support ticket or Call us at 201-216-5500

This guide will reinforce how to create a requisition and orient users to Sponsored Research Awards and Grants Management in Workday.

This guide provides the steps required to make a budget adjustment to an Award and update the Award Plan (budget) in Workday. Step 1: Email your contact in the Office of Sponsored Projects to initiate budget adjustments for your Awards in Workday. Step 2: Budget adjustments for Awards will be processed in InfoEd first, and a notification will be sent to you for approval via email. Step 3: Once the budget adjustment has been finalized in InfoEd, the updated Award budget will be pushed to Workday through the integration to permit spending on the updated approved budget. Spending can continue on the Award while the budget adjustment is being processed if your Award does not require prior approval for rebudgeting. Budget checks are enabled in Workday to provide a warning to users when a specific budget category is being spent over the authorized budget. Experiencing an issue or need additional support? Contact our OneIT Team by: Opening a support ticket or Call us at 201-216-5500

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