Workday Finance was originally configured with controls to ensure that subaward expenses are only charged to subaward award lines. Recently, we have discovered two issues regarding subaward expenses in Workday that you should be aware of:
- Non-subaward expenses can post to subaward award lines and
- Subaward expenses can post to non-subaward award lines.
These issues can affect the application of Facilities and Administrative (F&A) expenses and are impactful to our sponsors if we are incorrectly under/overcharging F&A.
GCA is working with UW-IT’s Financial Application Management team on system solutions for both issues and notifying impacted departments.
If you find that a non-subaward expense has posted to your subaward award line or that a subaward expense has posted to a non-subaward award line, prepare an accounting adjustment to transfer the expense to the appropriate worktag.
You can identify a subaward award line by the following:
- "Subaward" is included in the Grant Name
- The Spend Restriction field has “Allowable | Subaward”
- The Subrecipient field is populated with the name of the subrecipient
- The Basis Limit field is populated to manage the amount subject to F&A
Here is a screenshot of a subaward award line in Workday with the indicators boxed in red:
Click here for a larger version of the image.
You can find updates on this issue on GCA’s Known Issues webpage. We will send another communication when the issue is resolved.
Sincerely,
Juan Lepez, Director
Grant & Contract Accounting