Reference: Facilities and Administration Spend Transactions
For awards with cost reimbursable and fixed amount award lines, Workday uses Award Costs Processing (ACP) to calculate the facilities and administration (F&A) costs on some transactions automatically, generating operational journals for the F&A costs and revenue based on your account posting rules.
All transactions listed in the table below are processable by both legacy ACP and Enhanced ACP, except for these transactions, which are automatically processed on Enhanced ACP regardless of whether you enable Enhanced ACP:
- Allocation pool transaction
- Fringe benefit reallocation
- Pay accounting reallocation
See Reference: Grant Accounting and Concept: Facilities and Administration for Awards for more information on grant accounting.
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 | Workday uses the accounting date on the original accounting journal to derive F&A cost rates and calculate expenses. With legacy ACP:
|
Ad Hoc Bank Transaction | Transaction Completion | |
Ad Hoc Payment | Transaction Completion | |
Allocation | Transaction Completion | |
Allocation Pool | Transaction Completion for Process Allocation Plan
| Only processed in Enhanced ACP.
Workday generates grant accounting for spend transactions that contain an allocation pool as a worktag, as long as the allocation pool is:
|
Expense Report | Settlement | |
Fringe Benefit | Settlement | |
Fringe Benefit Forward Accrual | Not Billable | Fringe benefit forward accrual spend lines aren't billable. |
Fringe Benefit Reallocation | Settlement | Only processed in Enhanced ACP. |
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 | With Enhanced ACP:
|
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. |
Pay Accounting Reallocation (PAR) | Settlement | Only processed in Enhanced ACP.
PAR excludes pay results with existing PAAs regardless of the specified workers and statuses. Once you create a costing reallocation for a pay result, you can only change the accounting for that pay result through subsequent PARs and not PAAs. |
Payroll | Settlement | For payroll and fringe benefit transactions, Workday initiates award costs processing when the pay run completes. |
Payroll Accounting Adjustment (PAA) | Transaction Completion | PAA excludes pay results with existing PARs regardless of the specified workers and statuses. Once you create an accounting adjustment for a pay result, you can only change the accounting for that pay result through subsequent PAAs and not PARs. |
Payroll Forward Accrual | Not Billable | Payroll forward accrual spend lines aren't billable. |
Procurement Card Transaction Verification | Transaction Completion | With Enhanced ACP, when you update 1 of multiple lines in a procurement card, Workday reprocesses the entire transaction. |
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 | With Enhanced ACP, whether you initiate the transactions using a UI task or web service, Workday processes student financial aid disbursements in a background job that runs every 15 minutes. |
Student Waiver Disbursement | Transaction Completion | Billable when the student payment document is complete or posted. With Enhanced ACP:
|
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. |