Known Issues

Overview

As with any implementation, unexpected issues pop up that need to be resolved. This page captures the issues that we are currently aware of, including their status. If you identify an issue that is not on this list, please let us know: gcahelp@uw.edu.

 The content on this webpage is updated weekly on Mondays.

Outstanding Issues List

NIH awards appear as NIGMS in Workday (2/26/2024)

Issue - Workday awards where NIH is the Sponsor or the Prime Sponsor now appear with National Institute of General Medical Sciences (NIGMS).

Added - February 26, 2024

Process - Award Setup

Status - GCA has reported the issue to the ISC who has submitted a ticket to Workday.

Workaround - The impacted Workday sponsor record has been corrected while we continue to research the cause.

Expected Resolution Date - TBD

Supplies expenses on CR invoices are incorrectly appearing as "Equipment" (2/15/2024)

Issue - Sponsor invoices for some cost reimbursable awards are displaying expenses charged to the "Supplies and Materials" as "Equipment".

Added - February 15, 2024

Process - Invoicing

Status - GCA has reported the issue to the ISC.

Workaround - No workaround

Expected Resolution Date - TBD

PAAs are posting while award line is in "Closeout in Progress" status (2/9/2024)

Issue - Payroll Accounting Adjustments (PAAs) are posting while the award line is in "Closeout in Progress" status. This was left out of the custom validation that dictates what Award Line Lifecycle Statuses allow campus to post expenses. 

Added - February 9, 2024

Process - Closeout

Status - GCA has reported the issue to the ISC. The ISC will discuss options with Payroll.

Workaround - No workaround

Expected Resolution Date - March 31, 2024

F&A charging incorrectly for sponsored programs with F&A caps (2/8/2024)

Issue - Workday is undercharging awards that have a sponsor-approved F&A cap.

Added - February 8, 2024

Process - Award Management

Status - GCA has reported the issue to the ISC. This is a high priority due to the potential financial impact to sponsored programs.

Workaround - No workaround

Expected Resolution Date - TBD

HMC sponsor invoices are being emailed from UW GCA (2/8/2024)

Issue - Sponsor invoices for Harborview Medical Center awards are being emailed from UW's GCA Help email account (gcahelp@uw.edu). GCA does not manage HMC awards so the invoices should not be associated with gcahelp@uw.edu.

Added - February 8, 2024

Process - Invoicing

Status - GCA has been reported the issue to the UW-IT Integrations Team to be fixed.

Workaround - No workaround

Expected Resolution Date - TBD

Tuition expenses appear without student names (2/2/2024)

Issue - Tuition expenses appear without student names in Workday and sponsor invoices

Added - February 2, 2024

Process - Invoicing

Status - GCA is working with UW-IT to define the scope of the issue. 

Workaround - No workaround

Expected Resolution Date - TBD

Shared Environments can't edit Workday budget dates (1/19/2024)

Issue - Shared Environments don't have the appropriate Workday security role to edit Workday Budget Dates

Added - January 19, 2024

Process - Award Management

Status - GCA is working with the ISC to create a security role that would enable the Shared Environments to edit the Budget Dates

Workaround - Send email to gcahelp@uw.edu with the Workday Award number, Grant worktag, Transaction Type, Transaction #, Correct Budget Date. Another option is that the Shared Environments can use the Adjust Accounting functionality outlined in this UW Connect article

Expected Resolution Date - March 31, 2024

No SAGE notification for new advance requests (1/11/2024)

Issue - SAGE does not send a notification when GCA processes a new advance request

Added - January 11, 2024

Process - Award Setup

Status - GCA, OSP, and ORIS are reviewing results of a recent campus survey about notifications

Workaround - Check the status of the advance request status in SAGE (instructions)

Expected Resolution Date - TBD

No process for "fringe benefit only" cost transfers (12/29/2023)

Issue - No defined process for transferring fringe benefit expenses only (without corresponding salary)

Added - December 29, 2023

Process - Award Management

Status - GCA is waiting for process documentation

Workaround - No current workaround

Expected Resolution Date - February 29, 2024

Cannot change Workday budget date for miscellaneous payments (11/29/2023)

Issue - Workday does not allow the Budget Date to be changed once a miscellaneous payment posts 

Added - November 29, 2023

Process - Award Management

Status - A cross-functional working group is discussing solutions and next steps

Workaround - No current workaround

Expected Resolution Date - April 30, 2024

Supplier invoices are stuck in Draft status (11/29/2023)

Issue - Supplier invoices are stuck in Draft status due to a variety of issues

Added - November 29, 2023

Process - Award Management

Status - GCA is researching various error messages and brainstorming solutions to each.

Workaround - GCA receives a report of draft supplier invoices and manually updates Workday for each

Expected Resolution Date - April 30, 2024

Tuition expenses are posting as scholarships (11/22/2023)

Issue - Tuition expenses are posting as scholarships which has tax implications and creates F&A issues

Added - November 22, 2023

Process - Award Management

Status - A working group is remediating the Student DB (SDB) and creating new spend categories.

Workaround - No current workaround

Expected Resolution Date - March 31, 2024

External customers cannot reimburse UW using a credit card (11/13/2023)

Issue - Program income external customers cannot reimburse UW using a credit card

Added - November 13, 2023

Process - Award Management

Status - In Progress

Workaround - External customers must use an alternative payment method.

Expected Resolution Date - March 31, 2024

Personnel expenses appear in wrong part of sponsor invoices (11/13/2023)

Issue - Salaries and fringe benefit expenses appear in the Unallocated section of cost reimbursable invoices

Added - November 13, 2023

Process - Invoicing

Status - Testing current solution in Workday Sandbox tenant.

Workaround - GCA manually corrects impacted sponsor invoices.

Expected Resolution Date - February 29, 2024

Cannot void legacy invoices in Workday (11/13/2023)

Issue - GCA cannot void legacy invoices in Workday

Added - November 13, 2023

Process - Invoicing

Status - On Hold

Workaround - GCA manually creates invoices for the remainder of the budget period

Expected Resolution Date - March 31, 2024

Dummy email address appears on sponsor invoices (11/13/2023)

Issue - Email address of dummy@gca.zzz shows on sponsor invoices

Added - November 13, 2023

Process - Invoicing

Status - On Hold

Workaround - GCA manually edits the sponsor invoice

Expected Resolution Date - TBD

 

Resolved Issues

Budget Column on CR Invoices is incorrectly displaying "$0.00" instead of WD Plan

Issue - Sponsor invoices for cost reimbursable awards include a column for the Workday Award Plan. This column is displaying "$0.00" instead of the dollar amount entered into the Workday Award Plan.

Added - February 15, 2024

Process - Invoicing

Workaround - GCA manually corrects impacted sponsor invoices.

Resolution Date - February 23, 2024

Campus cannot submit advance extensions to GCA in SAGE

Original Issue - Campus could not submit advance extensions to GCA in SAGE

Process - Award Setup

Resolved - November 30, 2023

Instructions - SAGE Extending an Advance webpage

Tuition charges not showing up as billable within Workday

Original Issue - Tuition charges were not showing up as billable within Workday

Process - Invoicing

Resolved - November 22, 2023

UW month-end close process delayed sponsor invoices

Original Issue - Month end close process was delaying sponsor invoices

Process - Invoicing

Resolved - December 8, 2023

Salary over the cap posting incorrectly to a grant

Original Issue - Salary over the cap was posting incorrectly to a grant

Process - Award Management

Resolved - November 21, 2023 

No instructions for campus to invoice external customers for program income activity

Original Issue - No instructions for campus to invoice external customers for program income activity

Process - Award Management

Resolved - November 13, 2023

Job Aid / Instructions - Program Income Invoice (for external customers) and Program Income Internal Journal (for internal customers)

Workday R1234 report is missing cost share information

Issue - Workday R1234 Grant Budget vs. Actual report is missing cost share information

Process - Award Management, Invoicing, Reporting, Closing

Resolved - November 9, 2023