Reference: Grant Accounting

When is Grant Accounting Generated

Grant accounting is generated after Workday completes the award costs processing for the spend transaction. This can depend on several factors:

What is

Award Costs Generation

set to in your company award costs processing rules? If it's set to Generate Award Costs at Business Process Completion
, you should see the grant accounting as soon as you complete the spend transaction business process. Example: If you create a supplier invoice with a grant worktag, you can view the grant accounting associated with the supplier invoice as soon as you complete the supplier invoice business process. For payroll or fringe benefit-related transactions, the grant accounting is available after you complete the pay calculation and post the pay results.

Workday recommends that you set award costs generation to business process completion and not to settlement, as the option to generate award costs at settlement will be retired in a future release.

Did you submit the transaction with a UI task or with an integration tool such as a web service? Workday generates grant accounting for transactions that you submit through a:

UI task in real time upon business process completion or settlement, depending on your award costs processing rule setting.

Web service in a scheduled background job that runs at least every 15 minutes

Once a transaction is processed in 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.

.

What transaction are you charging to grant? Some transactions are processed differently based on whether you use legacy ACP or Enhanced ACP. Example: Legacy ACP processes student financial transactions such as financial aid disbursements and student waiver disbursements in real time when you submit them through a UI task, and every 15 minutes when you submit them through a web service; by contrast, Enhanced ACP processes all student financial transactions in the background job every 15 minutes, regardless of whether you submit them through a UI task or a web service.

Where to View Grant Accounting

After Workday processes an eligible spend transaction for award costs, you can view the grant accounting along with the accounting of the original source transaction:

Expenses	Payroll and Fringe Benefit
To view the grant accounting for an expense, go to the related actions menu of the original spend transaction (such as the supplier invoice or payment), and select Accounting View Accounting . Navigate to these tabs: Facilities and Administration to view the indirect or overhead award costs accounting lines generated for your direct spend. Award Revenue Recognition to view the cost reimbursable spend lines (direct and indirect) that you can bill to the sponsor.	To view the grant accounting for a worker compensation, navigate to the worker profile Pay Results tab. Drill into Payroll Result . Navigate to the Other Accounting tab and view grant accounting lines with these types: Award Revenue Recognition - Actuals for cost reimbursable lines. Facilities And Administration - Actuals for F&A accounting lines.

Expenses

Payroll and Fringe Benefit

To view the grant accounting for an expense, go to the related actions menu of the original spend transaction (such as the supplier invoice or payment), and select

Accounting

View Accounting

.

Navigate to these tabs:

Facilities and Administration

to view the indirect or overhead award costs accounting lines generated for your direct spend.

Award Revenue Recognition

to view the cost reimbursable spend lines (direct and indirect) that you can bill to the sponsor.

To view the grant accounting for a worker compensation, navigate to the worker profile

Pay

Results

tab.

Drill into

Payroll Result

.

Navigate to the

Other Accounting

tab and view grant accounting lines with these types:

Award Revenue Recognition - Actuals

for cost reimbursable lines.

Facilities And Administration - Actuals

for F&A accounting lines.

Grant Accounting Line Grouping

Workday groups all grant accounting journal lines (both F&A and Award Revenue Recognition) by these elements on the journal lines:

Legacy ACP	Enhanced ACP
Company Transaction When a transaction contains multiple grant worktags and budget dates, each line: Aggregates all grants and budget dates in the transaction. Can display multiple grants on the Grant column	Company Transaction Grant Budget Date When a transaction contains multiple grant worktags and budget dates, each line: Corresponds to a unique combination of company, transaction, grant, and budget date. Displays exactly 1 grant on the Grant column.

Source Transaction Line

From a cost reimbursable line, you can access the source transaction or journal line that Workday uses to process the award costs. Knowing how to access the source transaction line can help you:

Trace back to the transaction that initiated the award costs processing.

Determine whether your award costs was processed by legacy ACP or Enhanced ACP.

To find the source transaction or journal for an expense transaction:

Navigate to the

Award Revenue Recognition

tab of the transaction accounting.

Click the magnifying glass of the cost reimbursable line to view the operational journal.

Click the

Operational Transaction

link.

Legacy ACP	Enhanced ACP
Source Transaction Line contains the source spend transaction. Example: The supplier invoice transaction. For manual journals, Source Transaction Line displays operational journals on both the legacy and Enhanced ACP.	Source Transaction Line contains the operational journal of the source spend. Example: Operational journal for the supplier invoice transaction.

Miscellaneous Details

Legacy ACP and Enhanced ACP also process tax differently and persist different worktags on the grant accounting lines:

	Legacy ACP	Enhanced ACP
Award costs on tax	Workday generates award costs on tax associated with a transaction, regardless of whether the tax is allocated on the source transaction or added separately.	Workday generates award costs only on tax allocated on the source transaction journal lines, not on tax added separately.
Worktags on grant accounting lines	Grant accounting journal lines contain only these worktags: Cost Center Fund Grant Object Class Revenue Category Spend Category	Grant accounting journal lines contain all worktags inherited from the source spend journal entries, with the exception of the excluded worktags. These worktags are excluded to protect data privacy: Ad Hoc Payee Bank Account Contingent worker Corporate Credit Card Account Deduction Recipient Employee Job Profile Miscellaneous Payee Petty Cash Account Position Position Restrictions v2 Position v2 Pre-Hire Student Supplier