The Workday Supplier Invoice process includes a validation that checks the Award Line Lifecycle Status of the associated Award grant. If the status does not allow spend, the Supplier Invoice is currently moved to draft status and cannot be paid from the assigned award grant(s).
We are pleased to announce a new solution that will allow the UW Academy Enterprise to move forward with pending supplier invoices as well as new invoices. The updated process is expected to roll out 9/25/24. Harborview Medical Center will keep the current process and is targeted to revisit the process in Q4 2024.
Updated Approval Routing Process for Supplier Invoices
For both new Supplier Invoices and existing Supplier Invoices in draft status, the following updated approval routing process will apply:
1. Grant Manager - Initial review to determine whether the Supplier Invoice can be paid on the associated grant (Approve) or whether a new worktag must be provided (Deny). The Grant Manager will either Approve or Deny the invoice in Workday.
2. Award Contract Specialist (Grant and Contract Accounting) – If the Grant Manager approves the invoice, the request will be routed to GCA for further review.
- The request must be accompanied by an Award Portal ticket requesting the reopening of the grant. This ticket should include justification for why this late charge should be posted to a closed grant. GCA will deny the invoice if an Award Portal ticket is missing.
- GCA will analyze the request and either approve or deny the invoice in Workday based on their findings. If the request is approved, the Supplier Invoice will proceed to payment. If the request is denied, the Supplier Invoice will be cancelled. The Grant Manager will receive a Workday notification with the next action steps.
The Grant Manager approvers will receive a notification via email and in their Workday My Tasks inbox. Some supplier invoice process steps, such as the Supplier Accounts Match process, occur prior to the Grant Manager’s review.
A Knowledge Article will become available with step-by-step instructions and guidelines in UWConnect on Monday 9/23. You will be able to locate this by searching “Supplier Invoice Business Process for Award Grants.”
Handling Existing Supplier Invoices in Draft Status
Within one week following the deployment of the updated process, Accounts Payable will update the existing (over 600) supplier invoices that are currently in draft status due to award line lifecycle status error. The Grant Managers can begin following the steps outlined in the knowledge article to take necessary actions.
Please note that not all invoices will be routed immediately to the Grant Manager for approval. All prior action/approval steps must be completed by the various parties and any related issues must be resolved before the invoices are routed to the Grant Manager.
Cleanup Recommendation for Supplier invoice in draft status
To streamline the cleanup process, we suggest running the R1149 “Find Supplier Invoice” report by Cost Center or Cost Center Hierarchy. This will help identify how many supplier invoices will be released to the Grant Managers for approval. Grouping the report by Purchase Order or Grant worktag will help organize the process.
How to find draft supplier invoices before the release
- Set Invoice Status to “Draft”
- Change the Invoice Date On or After year field to “2022”
- Export the report and filter Reference Number containing the term “award line”
- No action required in Workday yet
How to find supplier invoices with award line error after they are processed by Accounts Payable
- Set Invoice Status to “In Progress”
- Change the Invoice Date On or After year field to “2022”
- Export the report, filter Reference Number containing the term “award line”
- Approve or deny the invoice in Workday following instructions from step 1 and 2 above.
Please submit one Award Portal ticket for Supplier Invoices funded by the same award grant(s). This should be completed after the invoices have been processed by Accounts Payable.
For general questions related to grant worktags, please email gcahelp@uw.edu, or submit an Award Portal ticket for a specific grant worktag.
For questions related to procurement process, please email Procurement Customer Service pcshelp@uw.edu.
Sincerely,
Juan Lepez, Director
Grant & Contract Accounting