ISD Errors Impacting Grants

Dear Colleagues,

We have identified several Internal Service Delivery (ISD) transactions dated 7/31/2025 posted to sponsored grants that contain errors in the August accounting month. A total of 580+ award grant worktags are impacted (see attached). Non-award grant worktags are not impacted. 

Known affected ISDs: ISD-00108330, ISD-00108331, ISD-00108332 and ISD-00108344

Impacts to award grant worktags: 

The following tables provide information about the resulting impacts for each of the affected ISDs:

Summary of the impacts:

• Cost reimbursable billing from ISD-00108330, ISD-00108331, and ISD-00108332 are inflated by the amount of the ISD transaction
• Cost reimbursable billing for ISD-00108344 – NOT impacted
• Associated F&A amounts are inflated across all affected ISDs
• Applied Physics Lab’s F&A on PDC and applicable Fixed Fee are inflated
• Financial Reporting and Letter of Credit (LOC) draws will have inflated F&A amounts 

Corrective actions being taken:

The UW-IT Financial Applications Management team has submitted a case to Workday requesting a recommended resolution. Until further guidance is provided, please do not submit reclass journals related to these ISDs. If reclass journals have already been submitted, please keep a record of the related grant worktags and ISD#s. Once the fix is deployed to production, departments will be able to assess the impact of the fix and submit additional reclass journals that may be required.

Impact to GCA:

1. GCA is aware of the ISD issues
2. GCA does not require a notification via Award Portal

Handling within GCA: 

• Interim Deliverables: Interim cost reimbursable invoices and financial reports WILL include the incorrect ISD transactions and related F&A (see above table).
• Final Deliverables: Final invoices and financial reports will be corrected to exclude the erroneous transactions.  
• Letter of Credit draw – The Letter of Credit draws completed via UMBERS cannot specifically exclude transactions. Therefore, these ISDs and related F&A will be included in the draws. impacted LOC awards with final financial reports will be held until a fix is in place.
• F&A correction – putting on hold for any F&A adjustments related to the impacted ISD issues

We will share correction updates as soon as they are received from Workday. Enterprise Business Solutions is also actively investigating the root cause to prevent recurrence. 

Where to submit questions for specific awards:

All or a portion of ISD(s) to be removed from final invoice/final financial report: If all or part of ISD-00108330, ISD-00108331, ISD-00108332 and/or ISD-00108344  should be reclassed to another worktag AND the award grant has a final invoice or financial report, please submit an Award Portal ticket to notify GCA as this pending planned reclass will impact the figures to be invoiced or reported. 

Please include the following information on your Award Portal Ticket: 

1. Original ISD amount
2. Amount of ISD being transferred off (credit)
3. Worktag (grant worktag or cost center) receiving the charge (debit)

General questions: We kindly ask Grant Managers to hold off for now so the teams can focus on resolving the issue. Our goal is to address this as quickly as possible.

Thank you,

Kirsten DeFries

Grant & Contract Accounting