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Administrator Guide
Last Updated: 2025-05-02
Create Award Proposals

Create Award Proposals

  • Create a sponsor.
  • Configure the
    Award Proposal Event
     business process and security policy in the Grants Management functional area.
You can create award proposals to record and track:
  • Details about the sponsor and sponsor payments.
  • Proposed funding details.
  • The award proposal schedule.
  • The percentage of committed effort by project personnel.
  • Special conditions required by the sponsor.
  1. Access the
    Create Award Proposal
     task.
  2. As you complete the task, consider:
    Option Description
    Signed Date
    The date the sponsor or organization signs off on the proposal. You can use this date to create an aging report that displays any outstanding proposals from the signed date to the current date.
    Prime Sponsor
    For subaward proposals, select the primary sponsor who's the funding source for the award.
    Cost Share Total
    Enter the amount the sponsor requires the recipient to cost share.
    Cost Share Required by Sponsor
    Select when the sponsor requires the recipient to cost share a portion of the proposal total.
    Proposed Schedule
    Select or create an award schedule that establishes start and end dates for the fiscal period applicable to the award proposal.
  3. On the
    Proposal Lines
     tab, consider:
    Option Description
    Line Type
    Select
    Cost Reimbursable
     when the award requires you to invoice your sponsor immediately when you incur direct costs and facilities and administration.
    Select
    Fixed Amount
     when the award requires you to invoice your sponsor for predetermined amounts, regardless of when you incur:
    • Direct costs.
    • Facilities and administration.
    Workday recommends using
    Cost Reimbursable
     with installments instead of
    Prepaid
     to receive advance payments from your sponsor before you incur direct costs and facilities and administration. This option creates automated tracking of your prepaid balance.
    While you can create award proposal lines with any line types, use only valid line types for the company if you plan to create an award from the award proposal. For more information valid line types, see Set Up Grants Management Configurations.
    Primary
    Select 1 proposal line as primary.
    Grant
    Workday requires each proposal line to be associated with a proposal grant worktag.
    Rate Agreement
    Workday requires a rate agreement for billing on cost reimbursable award lines. When you don't have facilities and administration on cost reimbursable award lines, you can create a zero percent rate agreement.
    Exception
    Select an exception to override the rate or cost basis type from the rate agreement or to waive facilities and administration costs.
    Additional Worktags
    Indicate where to recognize revenue by selecting 1 or more worktags to use on fixed lines.
    Personnel
    Enter details about the individuals performing the work, including:
    • Sponsored committed effort, in hours or as a percentage.
    • Cost-shared committed effort, in hours or as a percentage.
  4. (Optional) On the
    Special Conditions
     tab, identify specific terms that your sponsor requires to fund your project.
  5. (Optional) On the
    Award Proposal Credits
     tab, allocate credit to 1 or more worktag types.
    Example: Institutions can allocate proposal credits among cost centers to inform future decisions regarding facilities and administration reallocation or assignment of overruns.
Workday routes the proposal to the
Award Proposal Event
 business process for review and approval.
After you receive an award, you can create an award contract directly from the proposal. Workday transfers information from the proposal to the corresponding fields on the award.