Sponsored Research: How to View Awards in Workday

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.

The Workday landing page with the Menu icon highlighted in the upper left corner.

The Menu window is open and shows the Apps tab selected. The Grant Management Dashboard is highlighted under Apps.

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.

The Grants Management tab of the dashboard is open and shows the Award section options on the right side of the screen. View Award is highlighted.

Step 3: Search for and select the Award to view. Click OK.

The View Award popup window with the Award dropdown menu open. In the lower right corner is a blue highlighted OK button and a white Cancel button.

View Award Details

The Details page of a specific award with the header information highlighted at the top of the page. This information includes Sponsor Award Reference Number, Sponsor name, Sponsor Direct Cost / Sponsor Facilities and Administration and Award Contract Dates.

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.

The individual award information screen with several tabs lined across the page: Overview, Award Lines, Plan, Award Tasks, Billing & Receivables, Additional Reports, and Set Up & History. Overview is highlighted.

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.

The Award Details page showing the Billing Schedule open with Billing Schedule and Schedule Status options.

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.

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