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Administrator Guide
Last Updated: 2024-09-20
Manage Cost Reimbursable Billable Transactions

Manage Cost Reimbursable Billable Transactions

  • Configure the award cost processing rules on the company to ignore award line dates for award costs. See Set Up Award Costs Processing Rules.
  • Enable billing outside the lines for the company. See Set Up Grants Management Configurations.
  • Record cost-reimbursable spend with budget dates outside the dates on your award lines.
  • Security:
    Process: Award Billing
     domain in the Grants Management functional area.
You can review cost-reimbursable expenditures that you post outside the dates on your award lines and make them billable by changing their status from
Pending Award Line Date Review
 to
Ready To Bill
. Example: You make eligible pre-award spend billable so you can invoice sponsors.
When you make lines billable, Workday doesn’t automatically change the budget date on transactions.
Lines that you make billable with the task move back to
Pending Award Line Date Review
 when you:
  • Change the billing schedule or award line dates before creating sponsor invoices.
  • Cancel invoices that you create from the lines.
  1. Access the
    Manage Cost Reimbursable Billable Transactions
     task.
  2. On the
    Manage Cost Reimbursable Billable Transactions Summary
     step, select the billing schedules that contain transactions you want to review.
    This step enables you to view which awards contain transactions that need review, grouped by billing schedules.
  3. On the
    Manage Cost Reimbursable Billable Transactions
     step, select the transactions that you want to make billable.
  4. Apply the
    Ready To Bill
     billing status to selected transactions.
    • You can either apply the
      Ready To Bill
       status to all transactions that you select with the
      Apply
       button in the
      Manage
       section, or apply the new billing status to individual transactions from the grid.
    • When you click
      Apply
       in the
      Manage
       section, Workday applies the new status to all the expenditures that you select in the grid, including transactions that don't display because of an active filter on the grid.
    • Workday applies the new status when you click
      OK
      . If you navigate back to the
      Manage Cost Reimbursable Billable Transactions Summary
       step without submitting, Workday doesn't save your changes.
    • When you select direct expenditures, Workday automatically selects the corresponding Facilities and Administration expenses to make them billable together. For payroll expenditures, you can select the salary and fringe benefit transactions separately.
When you access the
Award Line Summary
 tab on the award, the expenditures now display in the drill-down report on the
Cost Reimbursable Scheduled, In Progress, and Ready To Bill Amount
 column.
The task doesn't enable you to change the status of
Ready To Bill
 spend lines back to
Pending Award Line Date Review
. To prevent billing sponsors for cost-reimbursable transactions that you make billable in error, you can place the billing status for the transactions on hold. See Steps: Manage Award Billing and Sponsor Payments.