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Administrator Guide
Last Updated: 2023-09-08
Amend Awards

Amend Awards

  • Create and approve an award.
  • Create award amendment reasons with the
    Maintain Award Amendment and Correction Reasons
     task.
  • Configure the
    Award Amendment Event
     business process and security policy in the Grants Management functional area. To:
    • Amend an associated award budget after you amend your award, add the
      Create Budget Amendment from Award Budget
       action step after the completion step.
    • View impacted spend transactions, invoices, and billing schedules when you change the sponsor or bill-to sponsor on an award, add the
      Approve Sponsor Change Details
       action step before the completion step.
    • Update the award billing schedule after you change the bill-to sponsor on an award, add the
      Award Billing Schedule Event
       billing process as a sub-business process after the completion step.
You can amend an award to reflect changes that you want to track, such as changes to your award agreement. When you amend an award, Workday retains the original award for tracking purposes and creates a new award version for the amended award. You can view the entire amendment history for an award or award line of any version.
When you amend an award, you must specify an award amendment reason and effective date. Workday respects the effective date when determining the authorized amount, facilities and administration (F&A) agreement, and worktags.
When you submit an award amendment, Workday routes the amendment for review and approval with the
Award Amendment Event
 business process.
  1. From the related actions menu of an award, select
    Award
    Amend Award
    .
    Workday assigns the amended award a new version number.
    You can't edit certain fields when there's F&A, revenue, or billing on the award.
  2. As you complete the
    Other Information
     tab, consider:
    Option Description
    Reason
    Select an active award amendment reason.
    Effective Date
    Enter a date that's after the award date and the previous amendment date.
    The award amendment is only effective on spend transactions with budget dates on or after the effective date. Spend transactions before this date get the previous version of the award.
    Number
    You can enter an alphanumeric string to help you identify the updated award version.
  3. When you change
    Sponsor
     or
    Bill-to sponsor
     on the award contract, you can view these tabs in the
    Approve Sponsor Change Details
     step of the
    Award Amendment Event
     business process:
    Tab
    Details
    Award Transactions
    When you change the
    Sponsor
     on the award contract, this tab displays all non-canceled spend transactions that are associated with the sponsor. To update these transactions with the new sponsor, you can reprocess award costs for these transactions after the business process completes.
    To ensure accounting accuracy:
    • Bill any spend transactions that you want to charge to the old sponsor before you change the sponsor.
    • Ensure that the spend transactions you want to charge to the new sponsor are unbilled and dated after the sponsor change amendment date before you reprocess award costs.
    When you don't change the
    Sponsor
     on the award contract, this tab displays no rows.
    Sponsor Invoices
    When you change the
    Bill-To Sponsor
     on the award contract, with or without changing the
    Sponsor
    , this tab displays all approved and unpaid invoices that are associated with the bill-to sponsor. To update these invoices with the new bill-to sponsor, cancel and regenerate the invoices after the business process completes. When you change only the
    Sponsor
     and not the
    Bill-To Sponsor
     on the award contract, this tab displays the unpaid invoices from spend transactions that are dated after the effective date of the award amendment.
    Award Billing Schedules
    When you change either the
    Sponsor
     or
    Bill-To Sponsor
     on the award contract, this tab displays all non-canceled billing schedules associated with the award.
    When you change the bill-to sponsor, Workday updates the bill-to sponsor on the billing schedules and puts the billing schedules in
    Draft
     status. Before you submit the billing schedules for approval, verify that the settings in the other fields on the billing schedule (example:
    Payment Terms
    ) are still correct for the new bill-to sponsor, and update those that aren't.
    You can incorporate the update of the billing schedule into the
    Award Amendment Event
     business process by adding
    Award Billing Schedule Event
     as a sub-business process after the completion step of the amendment business process. To ensure that the subprocess only executes when the bill-to sponsor has changed, create an entry condition rule where the value for the
    Has Bill-To Sponsor Changed?
     field must be true.
    When you change the bill-to sponsor on a future-dated award, Workday updates the current billing schedule with the new bill-to sponsor. Workday always uses the bill-to sponsor on the billing schedule to bill the sponsor. Because billing schedules are not effective dated, any bill-to sponsor change on the billing schedule is effective immediately.
After you submit the award amendment, you can view the original award and the amended award versions on the
Set Up & History
 tab of the award. You can also view previous award version details on the
Amendments
 tab.
As of the amendment effective date:
  • The version status of the amended award version changes to
    Award in Effect.
  • The version status of the original award version changes to
    History
    .
If you've already billed the sponsor, you might need to create new customer invoices with updated F&A charges to correct the billing amounts.