Request either an “Advance Spend” or a “Temporary Internal Extension” so that salaries can continue to charge to the correct worktag, which will reduce the need to process Payroll Accounting Adjustments (“PAA”) and/or effort recertifications. 

Advance Awards | Grant & Contract Accounting

An Administrative PI is assigned to a sponsored award when a Project PI has a conflict of interest or in other scenarios where it is necessary to have another PI review submissions, reports, or fiscal management.

In Workday, the Administrative PI is assigned as “PI” to ensure all Workday approvals will flow to that individual for review. Because the Administrative PI is assigned as the PI in Workday, the Administrative PI will also be assigned as the “Certifier” for Project Statements in ECC.

The University does not track hours or have a time-tracking system; Workday allocates costs based on payroll costing allocations and the University’s effort system, ECC, is used as an after-the-fact system to document that the charges reasonably reflect the employee’s (faculty or non-faculty) total activity on sponsored and non-sponsored awards. 

If a sponsor is requiring hours or hourly rates on budget forms or other proposal documentation, we recommend adding the language below to the budget justification:

Under UW Travel policies, travel insurance is not a reimbursable travel cost. 

Please see UW Travel's website for information on travel costs which are not reimbursable.

Non-Reimbursable Examples | Travel Services

No, perjury statements are not a valid form of documentation in lieu of a lost receipt. 

If a receipt is lost, all efforts should be expended to obtain a replacement receipt from the vendor. If a replacement receipt cannot be obtained, and the cost of the item is greater than $75, then the cost must be charged to non-sponsored funding. 

Please see PAFC Documentation Guidelines

Situations where total effort shown on ECC Effort Statements does not equal exactly 100% fall under one of these two situations:

After 7/14/23, salary transfers impacting pay periods ending 6/30/23 and prior will need to be done using a Journal Entry in Workday. The process cannot be done in MyFD after 7/14/2023.

Please see the following instructions on processing Pre-Workday Expense Transfers:

Accounting - Pre-Workday Expense Transfer Process (uw.edu)

No. Even though laptops do not meet the definition of Equipment, it does not mean that they can be disposed of by giving them away. All items purchased on an award are the property of either the sponsor of the University. 

Laptops should be retained by the department and continued to be used for research. If an individual wants to purchase the laptop, then this should be arranged via UW Surplus. Any proceeds from the sale of a laptop should be credited to the Budget under which the laptop was original purchased.

If the individual has a qualified UW Graduate Student Appointment, and the program is related to the activities on the Federal award, then the fees may be charged to a sponsored award. (Graduate Student Appointments (GSAs) | Post Award Fiscal Compliance)

No. NRSA Trainees or Fellows are not employees and as such receive a stipend and not compensation. This payment is considered to be compensation (charged to Object Code 01-80) and Trainees/Fellows cannot receive compensation. If this cost has been allocated to a NRSA Trainee or Fellowship Award, it must be removed from this Award and allocated to another department budget.