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Administrator Guide
Last Updated: 2025-01-10
Create Grants

Create Grants

  • Set up grants.
  • Security:
    Manage: Grant - Create
     and
    Set Up: Grants Management
     domains in the Grants Management functional area.
Grants enable you to capture costs and revenue for a sponsored project. You can charge award expenditures to an award line when you:
  • Specify a grant on the award line.
  • Add the grant worktag to all spend transactions for the award line.
Grant worktags enable you to:
  • Record financial activity for awards.
  • Recognize revenue on awards.
  • Record obligations and commitments.
  • Charge facilities and administration (F&A) expenses or indirect costs to awards.
  • Impose salary cap from sponsors.
When you reprocess award costs, Workday can consider all the grants associated with your company or award. When you close out awards or award lines, you can edit the grants on the award lines to exempt them from future award costs reprocessing.
You can use the salary caps on grants in payroll costing allocation with or without Workday Grants Management.
Workday recommends that you create grants using the
Create Grant
 task instead of the
Maintain Basic Grants
 task.
  1. Access the
    Create Grant
     task.
  2. As you complete the task, consider:
    Option Description
    Grant ID
    If you don't enter an ID, Workday creates one for you when you submit the grant.
    When you create a sequence ID definition using the sequence ID generator, Workday generates an ID in sequential order. Once you save or submit the grant, the grant ID becomes the reference ID for integration purposes. Only an administrator can change the grant ID and reference ID.
    Include Grant ID in Name
    Select this option to add the grant ID to the grant name. When your grant and award have the same name, including the grant ID can help you differentiate your grant from your award.
    Inactive
    You can inactivate a grant to prevent future award costs from being charged to it.
    To inactivate a grant, access the related actions menu of the grant that you want to inactivate, and select
    Grant
    Inactivate
    .
    To ensure that inactive grant worktags aren't used on spend transactions, configure the worktag usage for each specific transaction to disallow inactive
    Grant
     worktag type. Example: To prevent users from adding inactive grant worktags to supplier invoices, edit the worktag usage for
    Supplier Invoice
     to select the
    Disallow Inactive Values
     check box for the
    Grant
     worktag type. See Configure Worktags for Transactions.
    Grant Hierarchy
    You can add a grant to more than 1 hierarchy. The grant inherits the roles from each grant hierarchy that the grant belongs to.
    Salary Cap for Grant
    Select a salary cap that you want to impose on spends against the grant.
    To use salary cap:
    • Without Workday Financials and Grants Management, specify the salary cap on the grant.
    • On awards with Workday Financials and Grants Management, you must specify the salary cap on the award line. See Create Awards. If salary cap is specified on both the grant and the award line, the salary cap on the award line takes precedence.
    You can only specify salary caps when you create or edit new grants. You can't add a salary cap or salary cap override after you associate the grant with an award line.
    Salary Cap Override for Grant
    Select a salary cap interval to use when you want to apply a specific salary cap amount regardless of when payroll costing occurs. When you don't specify an override, Workday uses the salary cap amount for the salary cap interval that matches payroll costing.
    Exempt from Reprocess Award Costs
    To exclude a grant from award costs reprocessing, edit the grant and select this check box.
    When you select this check box but don't enter a budget date, Workday always excludes the grant from award costs reprocessing.
    You can exempt a grant from award costs reprocessing when you close the award or award line for the grant and can no longer bill the sponsor.
    Reprocess Award Costs After Budget Date
    To exclude a grant from award costs reprocessing only up to a specific budget date, enter the budget date.
    You can only enter this date when you select the
    Exempt from Reprocess Award Costs
     check box.
    When you reprocess award costs for budget dates after this date, Workday includes the grant in the recalculations of your award costs.
  3. (Optional) On the
    Related Worktags
     tab, add related worktags to the grant.
    To enable Workday to calculate F&A costs and award revenue when you spend against the grant, you can either:
    • Specify a sponsored fund as the related fund worktag.
    • Add a sponsored fund worktag directly on the spend transactions.
    Example: You want to set up your grant such that when you associate spend transactions with the grant worktag, the spend transactions automatically take on the related worktags:
    • Cost Center:
      4220 Mathematics
    • Fund:
      02 Sponsored Programs Fund
    • Program:
      113 Math
    Specify these values in the
    Related Worktags
     section:
    Worktag Type
    Default Worktag
    Cost Center
    4220 Mathematics
    Fund
    02 Sponsored Programs Fund
    Program
    113 Math
  4. (Optional) On the
    Assign Roles
     tab, assign additional roles to the grant for access to view report results for plan lines, journal lines, award lines, and award tasks.
You now have a full grant worktag that you can:
  • Specify on award lines to capture costs and revenue.
  • Add as additional worktag on spend transactions to charge spend amounts to an award.
  • Add as additional worktag on worker payroll costing allocations to charge worker compensations to an award.