The transition to the University's new financial system, Workday Finance, has changed several post-award processes and the products that are sent to our sponsors. This webpage provides information about those changes for organizations that provide sponsored program awards to the University of Washington. Please send questions to gcahelp@uw.edu.
Cost Reimbursable Invoices
Billing Period Start Date
We implemented a process change to only display the Billing Period Start Date in certain circumstances. This allows the invoice to be generated automatically and ensures invoices are generated timely.
For invoices that have no Billing Period Start Date, the Billing Period Start Date that applies to that invoice is the Award Period Start Date, which is located in the invoice header.
This screenshot is of a standard cost reimbursable invoice where the Billing Period Start Date is missing. The Award Period Start Date, displayed in the invoice header, is 7/1/2023 so the Billing Period Start Date is 7/1/2023.
Payroll Accounting Adjustment Information
Each cost reimbursable invoice includes a list of transactions that posted during the billing period. Currently, Payroll Accounting Adjustments (PAAs), a type of cost transfer, only display the date the PAA posted and not the date the original payroll expenditure was incurred. Also, there is no way to distinguish a PAA from a current payroll expenditure.
This screenshot of a standard cost reimbursable invoice illustrates the issue. The two expenditures displayed are both Payroll Accounting Adjustments that were originally incurred in 2023.
We understand that both dates are important to a sponsor's review of an invoice and are working to include the date incurred and a way to differentiate current payroll expenditures from payroll accounting adjustments.