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Administrator Guide
Last Updated: 2026-01-09
Concept: Charge Expenditures to Grants

Concept: Charge Expenditures to Grants

After setting up your award contract, configure your tenant worktag usage to enable the adding of grant as a worktag so that you can charge spend transactions to a grant. You can further customize the business processes for spend transactions to route transactions for approval based on award status or dates.
See Reference: Facilities and Administration Spend Transactions for the transactions that you can charge to a grant and have Workday generate facilities and administration (F&A) costs and recognize award revenue for.

Tenant Setup

Before you can charge expenditures to grants, configure the worktag usage on your tenant to enable the selection of grant worktags on the spend transactions:
  2. For each type of transaction that you want to charge to grants, select the transaction type as a taggable, click
    Edit Worktag Usage
    , and add
    Grant
     as either a primary or additional worktag type. Example: Add
    Grant
     as a worktag type to the:
    • Supplier Invoice
       taggable to be able to charge supplier invoices to grants.
    • Payroll Costing Allocation
       taggable to be able to charge employee salaries to grants.

Condition Rules for Spend Transaction Business Processes

You can create condition rules to route business processes of spend transactions to reviewers for approval based on the award status, dates, or other details associated with the award. See Example: Set Up Condition Rules to Route Business Processes by Award Status

Charge Expenditure to Grants

To charge a spend transaction to a grant, add the grant as a worktag on the spend transaction. Depending on the transaction type, you might also need to specify the spend category on the transaction.
Example:
  • When you create a supplier invoice, add the grant worktag and spend category on the supplier invoice line.
  • When you configure a worker's payroll costing allocation, add the grant worktag on the payroll costing allocation.
To charge an expenditure to more than 1 grant, you can either:
  • Use the worktag split template to automatically split the expenditure among different grant worktags by percentage.
  • Add a different spend line for each grant worktag, splitting the amount manually.
Ensure that the costing company is the same as the company on the award line associated with the grant.
On accounting journals, don't specify the object class directly in the Worktag field; specify the spend category and allow Workday to derive the object class from the spend category using the object class mapping for the object class set.
See Concept: Facilities and Administration for Awards for other criteria that you should meet in order for Workday to generate F&A costs and recognize award revenue for your spend transactions.