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Administrator Guide
Last Updated: 2025-09-19
Set Up Grants Management Configurations

Set Up Grants Management Configurations

  • Set up companies.
  • Security:
    Set Up: Grants Management Configurations
     domain in the Grants Management functional area.
Award line types enable you to specify how you bill your sponsors for charges against award lines. You can set up 1 general grants management configuration for all companies to:
  • Preselect possible line types for new award lines.
  • Opt out of line types that you don't use.
You can further set up company-specific grants management configurations that enable you to:
  • Override the valid and default line types.
  • Bill sponsors for cost reimbursable expenses incurred outside award line dates.
The company-wide valid and default line types apply to new award lines that you create, but not to existing award lines. When you copy an award with award line types that are no longer valid, Workday doesn't copy over the invalid award lines.
The valid and default line types only apply to awards and not award proposals. You can create award proposals with any line types, but you won't be able to create awards from proposals that contain invalid line types.
  1. Access the
    Maintain Grants Management Configurations
     task.
  2. In the
    Configuration
     section, specify the general configuration that applies to all companies that don't have a company-specific configuration. As you complete the task, consider:
    Option Description
    Valid Line Types
    When you create a new award line, Workday uses the company on the award line to derive the possible line types for the award line.
    Workday recommends that you use cost reimbursable award lines with an installment billing schedule instead of enabling the prepaid award line type.
    Default Line Type
    Select the line type that you would most often select for new award lines.
    Workday populates the line type field on the new award lines that you create with this line type. You can change the line type when the default line type isn't suitable for your award line.
    Disable Copy Line and Copy Grant
    Select this check box to hide the
    Copy Line and Copy Grant
     button from users who are configuring award lines, preventing users from creating new grants when they copy award lines.
  3. (Optional) To create a company-specific configuration, add a row in the
    Company Overrides
     section. As you complete the task, consider:
    Option Description
    Valid Line Types
    When you select a company that has existing award lines, Workday populates the valid line types with all the existing line types for the company. You can add to or remove from this list. When you then change the company to a different company, verify that the valid line types are still applicable to the new company.
    Bill Outside Award Line Dates
    Select this check box to enable billing sponsors for cost reimbursable expenses that you incur outside award line dates.
    You can only select this check box when the:
    • Award cost processing rules for the company ignore award line dates for award costs. See Set Up Award Costs Processing Rules.
    • Valid line types for the company override include
      Cost Reimbursable
      .
    You can't disable billing outside award line dates for a company after you enable it.
You can only create award lines with line types that your company supports.
Your company uses only cost reimbursable and fixed amount award lines, and you create most of your new award lines as cost reimbursable lines.
  • On the
    Valid Line Types
     field, select
    Cost Reimbursable
     and
    Fixed Amount
    ; unselect
    Prepaid
    .
  • On the
    Default Line Type
     field, select
    Cost Reimbursable
    .
Create an award with an award line for a company.