Concept: Awards

You can configure optional fields on awards so that Workday hides them or requires them on the

Configure Optional Fields

task. With this customization, you might not see all of the information described below.

Define different award types used to describe sponsored work. Common award types include grants, cooperative agreements, competitive grants, and fellowships. The

Maintain Sponsor Award Types

task enables you to create award types to classify the different awards you receive. Inactive award types don't display in the

Award Type

prompt, but Workday retains any existing usage. You can access the

Sponsor Award Type

report to view approved types and usage.

Workday enables you to define spend restrictions to meet the terms that your sponsor has set for allowable costs. To implement spend restrictions on grants, you must:

Create a spend restriction to allow or disallow spending in specific spend categories or object classes.
Add the spend restriction to the award line associated with the grant that you want to charge your spends to.
Create a custom validation to check for the restriction on each spend transaction type.

When you define a default spend restriction on the award, Workday applies it to every line on the award, but you can overwrite it on the individual award lines.

You can designate the organizations that manage or have reporting access to the award. Example: Assign a cost center worktag to an award. You can then use the roles that are associated with the cost center for business process routing and report access.

Award purpose codes are another way to classify your awards. Define purpose codes that explain the purpose or focus of the award. You can inactivate award purpose codes to prevent their future use, and reactivate them later as needed. Workday retains their existing usage on awards.

For your internal management purposes, you might need to subdivide an award. You can then group your awards for reporting purposes on the

Create Award Group

task. You can group the awards by sponsor, purpose, type, region, or other classifications. An award can belong to multiple award groups.

You can use subawards to manage and track subrecipient-related costs and contacts on the

Maintain Subawards

task. You can also include risk assessment information for regulatory compliance when you access the

Maintain Subaward Risk Assessment

task. Add any information necessary to assess and document the subaward risk level, such as:

Compliance documentation.
Facilities and administration rates.