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Administrator Guide
Last Updated: 2025-09-19
Reference: Facilities and Administration Spend Transactions

Reference: Facilities and Administration Spend Transactions

For awards with cost reimbursable and fixed amount award lines, Workday calculates the facilities and administration (F&A) costs on some transactions automatically. After calculating the award costs, Workday generates operational journals for the F&A costs and revenue based on account posting rules. When you make changes that can affect F&A amounts, such as F&A rates or budget dates, you can run the
Reprocess Award Costs
 task to recalculate the F&A costs and revenue recognition.
The timing of award costs processing depends on whether a spend transaction is initiated with a user interface task or through a web service.
  • When you create a spend transaction through a user interface task, Workday initiates the award costs processing as soon as the transaction business process or settlement completes.
  • When you create spend transactions through a web service, Workday processes the award costs in a scheduled job that runs every 15 minutes in the background. Once a transaction is processed by the scheduled job, Workday processes all subsequent award costs for that transaction in the scheduled job, including when you cancel, change, or reprocess the transaction.
When you select a different object class and/or spend category to classify your F&A on the award cost processing rules, Workday continues to use the object class mapping to evaluate F&A eligibility for the source transaction.
Award Costs Processing Enabled Transaction
When Does the Transaction Become Billable?
Other Considerations
Accounting Adjustment
Transaction Completion
Accounting Journal
Transaction Completion
You can enable award costs process for customer-configurable journals by using the
Maintain Journal Sources
 task. This configuration only applies to actual ledger types.
Don't specify object class worktags on your accounting entries. Workday derives the object classes from the object class mapping, and when you change the derived object class worktags, Workday continues to recognize revenue with the object class worktags derived from the object class mapping.
Accounting Journal with Reversal
Transaction Completion
  • Reversals for accounting journals aren't eligible for reprocessing of award costs.
  • Workday uses the accounting date on the original accounting journal to derive F&A cost rates and calculate expenses.
  • To balance actuals and accruals in a multicurrency setting, ensure that the transaction currency matches the award currency.
Ad Hoc Bank Transaction
Transaction Completion
Ad Hoc Payment
Transaction Completion
Allocation
Transaction Completion
Allocation Pool
Transaction Completion for
Process Allocation Plan
Workday generates grant accounting for spend transactions that contain an allocation pool as a worktag, where the allocation pool is:
  • Configured with a sponsored fund, grant, and spend category or pay component.
  • On the allocation plan being processed.
Expense Report
Settlement
Fringe Benefit
Settlement
Fringe Benefit Forward Accrual
Not Billable
Fringe benefit forward accrual spend lines aren't billable.
Funding Source Reclassification
Transaction Completion
Internal Service Delivery
Transaction Completion
Inventory Issue
Transaction Completion
Inventory Put Away From a Return
Transaction Completion
Inventory Shipment
Transaction Completion
Miscellaneous Payment Request
Settlement
Netting Transactions between Supplier and Customer Invoices
After Netting
Netting cancels or reverses all previous cost reimbursable spend lines and generates new lines with the correct revenue recognition and F&A costs.
To restrict netting to a specific type of invoices, specify an invoice type in the netting eligibility rule.
Award costs processing doesn't support the netting of transactions between supplier invoices with retention and customer invoices.
Payroll
Settlement
For payroll and fringe benefit transactions, Workday initiates award costs processing when the pay run completes.
Payroll Accounting Adjustment
Transaction Completion
Payroll Forward Accrual
Not Billable
Payroll forward accrual spend lines aren't billable.
Procurement Card Transaction Verification
Transaction Completion
Release of Supplier Invoice Retention
Settlement
Workday calculates F&A costs and revenue recognition only on the retention amount you release.
You can view accounting for the released retention award costs on the original spend line and not the line where you release the retention.
Student Financial Aid Disbursement
Transaction Completion
Student Waiver Disbursement
Transaction Completion
Billable when the student payment document is complete or posted.
Supplier Invoice
Settlement
When the supplier invoice contains a currency override, Workday processes the award costs in the override currency.
You can't add grant worktags to down payment invoices or supplier invoices where down payments are applied. You also can't apply down payments on supplier invoices that already have grant worktags on them.
Supplier Invoice Adjustment
Settlement
Supplier Invoice with Retention (partially settled supplier invoice)
Settlement
Workday calculates F&A costs and revenue recognition only on the amount that you settle.