Known Issues

Closeout

• Automate the creation of certain Award Portal tickets to campus (WDO-2086)
• Automate the change of the Award Lifecycle Status and Award Line Lifecycle Status to “Closed” (WDO-9515)

Cost Share

• The current cost share process results in permanent ongoing deficits and requires using many different reports to manage core funds (WDO-14637)
• F&A is not charged on cost share expenses when the source is a stand-alone grant (WDO-2467)
• Correct sponsor invoice templates to account for cost share charged to multiple cost share worktags (WDO-58)
• Journal lines posted to cost share and fabrication project worktags on the wrong grants (WDO-23)

Expenditure/Transaction Issues

• Create a validation to prevent specific transactions from posting to restricted award line lifecycle statuses (WDO-3789)
• Correct duplicate revenue and F&A corrections generated in August 2025 ISD transactions (WDO-7778)
• Correct object class mapping for SC2481 from "01_Salaries and Wages" to "02_ Pre-doctoral and Post-doctoral Salaries" (WDO-8033)
• Correct object class mapping for SC1018 from "04_Personal Service Contract"  to "05_Other Contractual Services" (WDO-3741)

Fabrications

• Accounting adjustments between a non-fabrication grant and fabrication grant post to the incorrect ledger (WDO-4735)

Facilities & Administration (F&A)

• F&A Base 32 is applying F&A incorrectly to post-doctoral salaries (WDO-158)
• Rental object class re-mapping (WDO-3742)

Sponsor Invoicing

• Cost reimbursable spend lines were included in sponsor invoices while in an error status. GCA has placed the related Workday billing schedules on hold while this issue is being investigated with Workday contacts. (WDO-15477).
• Create a validation that prevents users from posting an expense with a budget date outside of the associated award line period (WDO-3795)
• Prevent OnCore invoices from posting to cost reimbursable grants (WDO-75)
• Expenses charged to legacy object code 05-40 appear in the Equipment category (WDO-21)

Subawards

• Create a validation to only allow specific spend categories on subaward requisitions (WDO-66)
• Create a validation that restricts using subaward spend categories to transactions with a subaward grant (WDO-67)
• Create a validation that prevents certain transaction types from posting to a subaward grant (WDO-3792)
• Prevent subaward transactions from being transferred to a non-subaward grant (WDO-161)

Other

• Salary Over The Cap (SOTC) basis worktags are missing when HHS-sponsored grants are set up in Workday (WDO-9817). A workaround is available at this FAQ. A solution is scheduled for testing and implementation in September 2026. 

Resolved Issues

Original Workday Award Cost Processing job failed (WDO-2316)

Moved to Resolved Issues section on 8/10/2026

Update Washington Statewide Vendor (SWV) number on sponsor invoices (WDO-8319)

Cost Reimbursable and Fixed Amount invoice templates are updated. Moved to Resolved Issues section on 6/22/2026

Authorized signature disappears on fixed amount invoices when there are too many milestones (WDO-10721)

Moved to Resolved Issues section on 6/15/2026

Workday budget figures do not appear on some cost reimbursable invoices (WDO-10720)

Moved to Resolved Issues section on 6/1/2026

GCA completed manual journals to correct awards with negative F&A encumbrances (WDO-12348)

Moved to Resolved Issues section on 5/13/2026

Update sponsor invoice attachments to show the prepaid amount and add student names to tuition expenditures on sponsor invoice transaction details (WDO-154)

Moved to Resolved Issues section on 4/13/2026

Update the sort order and display of sponsor invoice transaction details (WDO-8256)

Moved to Resolved Issues section on 4/7/2026

Manually update grant worktags without Grant PIs (WDO-6618)

Moved to Resolved Issues section on 2/2/2026

Post fringe benefit expense corrections for the 8/1/25-8/15/25 pay period (WDO-6584)

Moved to Resolved Issues section on 1/12/2026

Tuition expenses are posting as scholarships

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

Added - November 22, 2023

Process - Award Management

Status - The UW Student Database (SDB) has been updated to post transactions as tuition or scholarships and a new spend category created for grants - SC2789: Tuition and fees paid by grant​.