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Administrator Guide
Last Updated: 2026-04-03
Correct Awards

Correct Awards

  • Create and approve an award.
  • Create award correction reasons on the
    Maintain Award Amendment and Correction Reasons
     task.
  • Configure the
    Award Correction Event
     business process and security policy in the Grants Management functional area:
    • To view the spend transactions, invoices, and billing schedules that are impacted when you change the sponsor or bill-to sponsor on an award, add the
      Approve Sponsor Change Details
       action step before the completion step.
    • To route the business process to a worker to update the billing schedule after a change in the bill-to sponsor on an award, add the
      Award Billing Schedule Event
       billing process as a subprocess after the completion step.
    • You can create condition rules on the steps of the
      Award Correction Event
       business process to route award corrections for review and approval based on the correction reasons.
When you want to update your award without creating a new version of the award, you can correct the award. You can correct different versions of an award simultaneously, but you can't correct an award version that's already in the process of being corrected. When you submit an award correction, you can't see the changes until you complete the business process for the correction.
When you want to update your award and keep a copy of the original award version, you can amend the award. See Amend Awards.
Changing the sponsor might impact your unbilled spend transactions for accounting accuracy. We recommend that you:
  • 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 correction date before you reprocess award costs.
You can change the sponsor on any award version, but you can only change the bill-to sponsor on the current award. When you change the sponsor or bill-to sponsor on the award, Workday doesn't update the sponsor or bill-to sponsor on transactions where the sponsor invoices are:
  • Paid.
  • Generated and shown as billed on the billing schedule.
When you change the bill-to sponsor, Workday updates the billing schedule with the new bill-to sponsor and sets the billing schedule status to
Draft
. You must update the rest of the billing schedule to ensure that all the information aligns with the new bill-to sponsor before submitting the billing schedule. Once submitted, the change to bill-to sponsor on the billing schedule is effective immediately on all versions of the award.
  1. When you have multiple versions of the same award and you want to correct a previous version, click the
    Amendments
     tab on the award to find the version you want to correct. From the related actions menu, select
    Award
    Correct
    .
  2. Make the necessary updates on your award. See Create Awards for the fields on the award header and award line. Complete these tabs:
    Option Description
    Other Information
    In the Correction Information section, select a reason for the award correction.
    You can hide or require the correction
    Reason
     field on the
    Correct Award
     task by configuring the optional fields on the
    Award Correction Event
     business process. SeeConfigure Optional Fields.
    Attachments
    You can add or delete attachments during an award correction, but you can't edit existing attachments. To edit an existing attachment, manage the attachment directly from the related actions menu of the award.
    Workday always associates attachments with the latest version of the award.
  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 on the
    Award Correction Event
     business process:
    Tab
    Details
    Award Transactions
    When you change the
    Sponsor
     on the award contract, Workday displays all non-canceled spend transactions that are associated with the sponsor on this tab. 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 correction date before you reprocess award costs.
    When you don't change the sponsor on the award contract, Workday displays no rows on this tab.
    Sponsor Invoices
    When you change the
    Bill-To Sponsor
     on the award contract, with or without changing the
    Sponsor
    , Workday displays all approved and unpaid invoices that are associated with the bill-to sponsor on this tab. 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, Workday displays the unpaid invoices from spend transactions that are dated after the date of the award correction on this tab.
    Award Billing Schedules
    When you change either the
    Sponsor
     or
    Bill-To Sponsor
     on the award contract, Workday displays all non-canceled billing schedules associated with the award on this tab.
    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 on the
    Award Correction Event
     business process by adding
    Award Billing Schedule Event
     as a subprocess after the completion step of the correction business process. Workday doesn't initiate this subprocess when the award version is not the current version. To ensure that Workday only initiates this subprocess when the bill-to sponsor changes, add an entry condition rule for the
    Award Billing Schedule Event
     step where the value for the
    Has Bill-To Sponsor Changed?
     field must be true.
    The change of bill-to sponsor on the billing schedule is effective immediately upon submission of the billing schedule.
    The
    Award Transactions
     and
    Sponsor Invoices
     tabs don't capture transactions or invoices with budget dates that fall outside of award line dates even when you select
    Ignore Award Line Dates
     in the company award costs processing rule. Workday picks up these transactions and invoices when you reprocess your award costs after the award correction event completes.
  4. When you click
    Save for Later
    , you can edit the award later from the related actions menu of the award.
Workday routes the award correction to reviewers with the
Award Correction Event
 business process.When the award line includes worktags, Workday routes the award correction to managers on the intersection of the worktag organizations.
If your award correction involves changing:
  • A  setting that affects the facilities and administration (F&A) calculation, run the
    Reprocess Award Costs
     task after the award correction. See Reprocess Award Costs.
  • The bill-to sponsor, cancel any unpaid invoices and recreate them with the new bill-to sponsor after you update the billing schedule.