Workday Special Conditions

Overview

This webpage lists and defines special conditions for sponsored program awards in Workday.

Workday special conditions represent terms and conditions present in a sponsored program award document that are added to a Workday award to track compliance.

Special conditions can exist at the award level for terms and conditions that apply to an entire award. They can also exist at the award line level for terms and conditions that apply to a specific award line and grant worktag.

Some of the special conditions are available on the SAGE Award Setup Request Form to facilitate accurate setup of the award in Workday. These special conditions are marked with an asterisk in the following sections.

Note: The ASR special conditions are not visible to campus at this time.

Award Special Conditions

Award Special Conditions represent terms and conditions that apply to an entire award. They are displayed in Workday in the Special Conditions tab in the Overview section or in Award Portal in the Award Information section.

  • Award Line Special Condition(s) Exists* - indicates that an award line special condition is present
  • Equipment Accountability* - identifies which entity (sponsor or UW) owns the equipment when the award is over and is used by EIO to determines the asset “Type” (ownership i.e federal, agency, university, etc.)   
    • Equip.Acct.: Agency Owned
    • Equip.Acct.: Conditionally Owned
    • Equip.Acct.: None Authorized
    • Equip.Acct.: University Owned
    • Equip.Acct.: University Owned up to $5,000 and Agency owned over $5,000
  • E-Verify*
  • Foreign Currency Award* - award amount is expressed in a non-USD currency
  • Interest Income* - sponsor allows UW to accrue interest on cash balance
  • Manual Invoicing* - the following special conditions support accurate tracking and compliance with sponsor invoicing terms:
    • Manual Invoicing: Additional Department Backup
    • Manual Invoicing: Adobe Edit
    • Manual Invoicing: Department Invoicing
    • Manual Invoicing: Foreign
    • Manual Invoicing: Other
    • Manual Invoicing: Zero Final Invoice
  • NRSA* - award is part of the Ruth L. Kirschstein National Research Service Award (NRSA) program
  • Non-Monetary* - sponsor provides an in-kind contribution such as equipment in lieu of funding
  • OnCore Billing* - campus manages sponsor invoicing within the OnCore Clinical Trial Management System (CTMS)
  • Retention on Sponsor Billing* - sponsor withholds a portion of payment until certain milestones are met
  • SEFA | Multiple CFDAs* - Schedule of Expenditures of Federal Awards (SEFA)
    • SEFA | Multiple CFDAs allocate expenditures chronologically (ex: supplement)
    • SEFA | Multiple CFDAs Department confirmation required Restricted for Purpose funding is co-mingled
    • SEFA | Multiple CFDAs distribute expenditures proportionally
    • SEFA | Multiple CFDAs separate award lines per CFDA to track expenditure activity individually
    • SEFA | No CFDA required confirmed with sponsor
    • SEFA | Split funding carries both federal and non-federal funding sources
  • Separate Year Accountability*
    • Separate Year Accountability: Not Required
    • Separate Year Accountability: Required
    • Separate Year Accountability: Unknown

Award Line Special Conditions

Award Line Special Conditions represent terms and conditions that apply to a specific award line and grant worktag. They are displayed in Workday in the award line's Additional Data section or in Award Portal in the Grant Information section.