Sponsored Research: How to Use Sponsored Research Reports in Workday

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.

The Grant Management Dashboard shows five separate tabs for available reports: Grants Management, Budget & Expenses, Award Tasks, Effort Certification, and Subawards.

Step 3:

Enter any required prompts (e.g., Award Number, PI Name, Date Range). See example screenshot below.

The View Award screen is shown as an example of entering a required option for the report.

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).

Award details for the generated report.

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