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Last Updated: 2025-03-14
Example: Create Awards with Cost Reimbursable Lines

Example: Create Awards with Cost Reimbursable Lines

This example illustrates how to create an award with 1 cost reimbursable line.
You're an award contract specialist at Alma Mater University (USA). You want to create an award in Workday based on an award contract that you received from the National Science Foundation on 2021-12-01, for 145,000 USD.
The award is for the
Innovations in Biological Imaging and Visualization
 grant. Your sponsor agrees to pay for on campus research expenses from 2022-01-01 to 2022-12-31 for:
  • Direct award spends of up to 100,000 USD.
  • Facilities and administration costs (F&A) of up to 45% of the direct spend amount.
You want to create an award with 1 primary line of funding that enables you to:
  • Capture only spend transactions with budget dates that fall between 2022-01-01 and 2022-12-31.
  • Bill the sponsor for cost reimbursable spend transactions.
  • Calculate F&A costs based on the
    Modified Total Direct Costs
     F&A rate agreement.
  • Set up fund, grant, and sponsor.
  • Set up F&A cost rate definition location and name, cost rate type, and F&A rate agreement.
  • Configure the
    Award Event
     business process and security policy in the Grants Management functional area.
  1. Access the
    Create Award
     task.
  2. On the
    Overview
     tab, enter these values:
    Option Description
    Company
    Alma Mater University (USA)
    Name
    Imaging Innovations Award
    Award Date
    12/01/2021
    Sponsor
    National Science Foundation
    Bill-To Sponsor
    National Science Foundation
    Award Currency
    USD
    Sponsor Direct Cost
    100,000.00
    Sponsor Facilities and Administration
    45,000
    Authorized Amount
    145,000
    Award Schedule
    Select
    Create Award Schedule
     and enter these values:
    • Award Schedule Name:
      Imaging Innovations
    • Award Posting Interval Group:
      Annual
    Click
    OK
    .
    In the
    Fiscal Periods
     grid, fill in the dates for the period:
    • Start Date:
      01/01/2022
    • End Date:
      12/31/2022
    Click
    OK
    .
  3. Select the
    Award Lines
     tab, then click
    Add
     to add a new award line and enter these values:
    Option Description
    Line Type
    Cost Reimbursable
    Grant
    Innovations in Biological Imaging and Visualization
    Line Amount
    145,000.00
    Revenue Category
    Grants
    Rate Agreement
    Modified Total Direct Costs
    Cost Rate Type
    On Campus Research
    Revenue Allocation Profile
    Institution Level
    From Date
    01/01/2022
    To Date
    12/31/2022
    Cost Center
    4260 Development Research
    Fund
    02 Sponsored Programs Fund
  4. Select the
    Primary
     check box.
  5. Click
    Submit
    .
Workday creates the new award with 1 cost reimbursable award line.
Create and approve a billing schedule for the new award.