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Administrator Guide
Last Updated: 2023-11-14
Example Steps: Implement Spend Restrictions on Grants

Example Steps: Implement Spend Restrictions on Grants

This example illustrates how to implement spend restrictions on grants.
You're the award contract specialist for an award where the award sponsor doesn't allow you to charge expenses in the
Entertainment
 spend category to a grant. To implement this spend restriction, you want to:
  1. Create a spend restriction that prevents spending in the
    Entertainment
     spend category.
  2. Add the spend restriction to the award line associated with the grant.
  3. Create a custom validation to check for the restricted spend category on each of the spend transaction types.
Security for:
  • Creating spend restrictions:
    • Set Up: Fund
       and
      Set Up: Fund Accounting
       domains in the Common Financial Management functional area
    • Set Up: Grants Management
       domain in the Grants Management functional area.
    • Set Up: Spend Restrictions
       domain in the Financial Accounting functional area.
  • Creating, amending, or correcting an award:
    Configure the
    Award Event
    ,
    Award Amendment Event
    , or
    Award Correction Event
     business process and security policy in the Grants Management functional area.
  • Creating custom validations:
    • Set Up: Custom Validations
       domain in the Common Financial Management and System functional areas.
  1. Access the
    Create Spend Restriction
     task.
    Create a spend restriction to prohibit spending in the
    Entertainment
     spend category.
    1. Enter these values:
      Spend Restriction Name
      Unallowable - Entertainment
      Entry Type
      Unallowable Costs
      Restricted by
      Spend Category and Pay Component Group
      Spend Categories
      Entertainment
    2. Click
      OK
       and
      Done
      .
  2. Access the
    Create Award
     task.
    Assign the spend restriction to the award line associated with the grant.
    1. To update an existing award, search for "award: [award number] or [award name]" and select
      Award
      Correct (or Amend Award)
       from the related actions menu of the award.
    2. On the
      Award Lines
       tab, select
      Unallowable - Entertainment
       in the
      Spend Restriction
       field on the award line associated with the grant where you want to restrict spending.
  3. Access the
    Maintain Custom Validations
     report.
    Create a custom validation to check for the spend restriction in the different spend transactions that you want to charge to the grant.
    Example: To apply the spend restriction to expense reports:
    1. Select
      Expense Report
      , and click
      New Validation
       for
      Critical
      .
    2. In the
      Description
       field, enter:
      Unallowed spending in restricted spend categories
      .
    3. Create these rows in the
      Rule Conditions
       grid:
      And/Or
      *Source External Field or Condition Rule
      *Relational Operator
      Comparison Type
      Comparison Value
      And/Or
      Grant
      is not empty
      value specified in this filter
      And
      Allowable Spend for Grant
      equal to
      value specified in this filter
      Select the check box.
    Repeat the substeps for each type of spend transactions that you want to apply the spend restriction to.
When you create an expense report in:
  • The
    Entertainment
     spend category with the
    Grant
     worktag, Workday displays a critical validation.
  • Other spend categories with the
    Grant
     worktag, Workday enables you to submit the expense report.