Greetings Colleagues,
As many of you are aware, UW Finance Transformation (UWFT) is just months away from launching Workday Financials, a new, modern finance and supply chain infrastructure to support the University into the future, on July 6, 2023.
As shared at the March MRAM, there are several Sponsored Programs deadlines you should be aware of related to this transition.
Preparation for cutover involves deadlines for entering information into our current systems, as well as dates and times when our current systems will be unavailable in the weeks leading up to Workday go-live. Some systems, processes and transactions can’t be completely shut down and interim processes are being put into effect so these transactions can continue during the planned downtime. There is also a “catch-up” period when any new data collected during this period will be entered once the new system is up and running.
Key Cutover Dates for Grant Award to Close
- 5/19: Last day to submit Change of PI Requests to OSP for PIs in “inactive” status in Workday HRP
- 5/31: Recommended date to submit Advance Budget Requests for awards with anticipated start dates between 6/09 and 8/01
- 6/07: Last day to submit Advance Extension Requests and No-Cost Extension or Temporary Budget Extension Requests for awards that end between 6/09 and 8/01
- Please submit these requests no earlier than April 15th
- 6/08: Final Action Date for financial reports due at the end of June
- 6/09: Last day for OSP approvals of completed Funding Actions (FAs) and financial related Post Award Changes (PACs)
- 6/13: Last day to submit requests to GCA. Types of requests include:
- Transpasus
- Journal vouchers (deficit transfers, F&A cost adjustments, closeout adjustments)
- Advance Budget Requests for awards with anticipated start dates between 6/09 and 8/01
- Changes in the financial system (e.g. organization codes changes, FIN status changes)
- Cost Share additions and changes in eFECS
- 6/15 after 5PM: Deferred Items: Items that could not be processed will be processed after Workday Go-Live
- 6/22: Final Action Date for invoices due at the end of June
- 6/09-7/31: GCA will continue to prepare sponsor invoices and financial reports using legacy systems to ensure that sponsor deadlines are met
Many processes will remain business as usual during cutover
SAGE will continue to function in all areas, up until the SAGE Awards release, including:
- eGC1s, including proposal submission
- Pre-award notifications such as Just-in-Time
- Non-Award Agreements
- Post Award Changes that do not impact a budget number
Questions?
We realize you may have more questions on sponsored program business processes. Please stay tuned to MRAM and consider joining our April 13th meeting at 9am.
For an overview of changes coming to research administration processes, visit UWFT for the Research Community.
Learn more about UWFT’s plan for cutover and see a full list of UW system/process frost/freeze dates on the Change Network.
If you have any questions, please reach out to GCA, ORIS, OSP or UWFTAsk@uw.edu.
Thank you!
Grant & Contract Accounting (GCA), gcahelp@uw.edu
The Office of Research Information Services (ORIS), sagehelp@uw.edu
The Office of Sponsored Programs (OSP), osp@uw.edu