Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2026-04-03
Steps: Set Up Awards

Steps: Set Up Awards

Before you create and manage awards in Workday, you must configure the company award line types, sponsor information, and rate agreements. Depending on the terms in your award contract, you can also define other award management information, including:
  • Award lifecycle statuses.
  • Revenue allocations.
  • Spend restrictions.
  • Award credit definitions.
Setting up these fields ahead of time enables you to select from them when you create your awards.
  1. Configure the fields to hide from or require in the
    Award Event
     business process, depending on the workers' security clearance.
  2. To record information such as sponsor codes or research protocols, add custom fields to the Award or Award Line business objects.
  3. (Optional) Set up the award lifecycle statuses that you need to manage your awards.
  4. (Optional) Access the
    Maintain Assistance Listings
     task.
    Define the Assistance Listings for the federal programs that fund the awards. You can report on journal lines by Assistance Listing Number.
    Security:
    Set Up: Award Classifications
     domain in the Grants Management functional area.
  5. (Optional) Access the
    Create Award Group
     task.
    To organize your awards so they're easier to search for in reports, create award groups for your awards.
    Security:
    Set Up: Award Groups
     domain in the Grants Management functional area.
    • Evaluate the general line type configurations for your award companies.
    • Create company overrides when the general configurations aren't applicable.
    • Enable billing cost reimbursable expenses outside award line dates for companies.
  8. (Optional) Access the
    Create Spend Restriction
     task.
    Create any spend restrictions that your sponsor specifies in the award contract. Create custom validations in the spend areas that you want to apply the restrictions to, using
    Allowable Spend for Grant
     as the external source field.
    Security:
    • Set Up: Fund
       and
      Set Up: Fund Accounting
       in the Common Financial Management functional area.
    • Set Up: Grants Management
       in the Grants Management functional area.
    • Set Up: Spend Restrictions
       in the Financial Accounting functional area.
  9. Create facilities and administration (F&A) rate agreements that you can assign to the cost reimbursable, fixed amount, or prepaid award lines.
  10. Create a revenue allocation profile to determine how Workday distributes F&A or indirect costs among funds and other worktags.
  11. Create the budget check option set to budget check your award plan.
  12. (Optional) To secure award attachments by category, configure segment-based security groups for attachment categories.
  13. (Optional) Access the
    Maintain Special Condition Types
     task.
    Create the special terms and conditions that your sponsor might require to fund your project. When you create an award, you can select from these conditions and add a descriptive comment about the condition.
  14. (Optional) Access the
    Maintain NSF Codes
     task.
    Set up National Science Foundation (NSF) codes to add to federally funded awards. You can use the code to report on annually funded research expenses for the code category.
    Security:
    Set Up: Grants Management
     domain in the Grants Management functional area.
  15. (Optional) Access the
    Maintain Award Attachment Categories
     task.
    Create document categories, such as
    Conflict of Interest (COI)
     or
    Notice of Award (NOA)
    , to assign to attachments on awards. Categories enable you to identify documents by type when you review an award.
    Security:
    Set Up: Grants Management
     domain in the Grants Management functional area.
  16. (Optional) Access the
    Maintain Award Credit Definitions
     task.
    Create award credit definitions for the worktag types that you want to associate with the award or award lines.
    To enable workers from multiple organizations to report on an award, select the
    Multiple Organization Reporting
     check box.
    Security:
    Set Up: Grants Management
     domain in the Grants Management functional area.
  17. (Optional) If your awards involve multiple companies, you can set up the companies to manage the awards as a single entity.
  18. (Optional) To customize the review process for your award creation, copy the
    Award Event (Default Definition)
     business process and configure it for the organization associated with the award. You can add these action steps:
    Option Description
    Review Award
    Identify the security groups for the roles that can review the award.
    Award Budget Hub
    Add this step to initiate a budget check after you approve the award.
    Award Billing Schedule Event
    Add this step to create a billing schedule for the award after you create the award.
  19. To create custom validations for:
    • Award amendments, use the
      Award Amendment
       transaction type.
    • Award corrections and creations, use the
      Award Contract
       transaction type.
    For versioned awards, you can only implement custom validations on the current and future versions, but not the historical versions, of the awards.
  20. (Optional) To assign workers to roles on awards, grants, and grant hierarchies such that the assignments persist even when the workers' positions or organizations change, create eligible investigators for the workers to assign to the roles.
Create awards.