Invoicing

How do I see payment information for my award?

Here are the steps to see payment information in Workday:

  1. Open your award in Workday
  2. Go to the Billing & Receivables tab
  3. Go to the View Sponsor Invoices for Award sub-tab
  4. You'll see a table that includes a list of invoices and the Payment Status for each invoice.
  5. If an invoice's Payment Status is Paid, you can click on the invoice you're interested in.

  6. In the View Customer Invoice window, click on the Activity tab toward the bottom of the screen.

    From here you can either:

FAQ categories
Invoicing

What if the sponsor wants to make a partial payment because of an unallowable expense?

When a sponsor discovers an unallowable expense, it is the department’s responsibility to transfer it off their budget as soon as possible. The transfer will result in a credit on the next invoice issued. Because of this, we discourage sponsors from short-paying invoices. Instead, we prefer to void the invoice with the unallowable charge and issue a replacement after the charge has been removed.

FAQ categories
Invoicing

What if the final invoice has gone out, but we still need to post charges?

Note that GCA does not issue a final invoice until the Final Action Date has passed. Departments are required to ensure that all expenditures have posted by then, and if that is impossible to notify GCA of the pending charges on or before that date. However, if there are additional charges the department was unaware of at the Final Action Date and the sponsor provides written confirmation they will accept a revised final invoice, GCA will invoice the additional charges.

FAQ categories
Invoicing

How do I know if my sponsor is current in invoice payments?

Check the budget information page in Grant Tracker. In the Financial Information section, the last three items, Invoice, Receipt and Open, reflect the cumulative amount invoiced, the total payments received from the sponsor, and the amount remaining unpaid. Also, you may check if a specific invoice has been paid by scrolling down to the Invoices section and checking the Open Amount column. 

FAQ categories
Invoicing
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