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Administrator Guide
Last Updated: 2025-09-19
Steps: Charge Expenditures to Grants through Allocation Pools

Steps: Charge Expenditures to Grants through Allocation Pools

You can charge award-related allocation pool spend transactions to grants by associating the transactions with allocation pools in an allocation plan. Allocation plans enable you to manage shared costs and revenue across various dimensions to comply with federally approved cost allocation plans. When you process an allocation plan, spend transactions with an allocation pool worktag in the allocation plan are charged to the grants, spend categories, and sponsored funds assigned to that pool, based on their allocated percentages.
  1. Add:
    • Allocation Pool
       as an additional worktag type for the type of the transactions you want to charge to grants through allocation pools. Example: To charge supplier invoices to grants through allocation pools, add
      Allocation Pool
       as an additional worktag type to the
      Supplier Invoice
       taggable.
    • Grant
       as an additional worktag type for the
      Allocation Pool
       taggable, to enable the selection of grant worktags when creating allocation pools.
  2. Configure the
    Source Journal Lines
     tab on the allocation plan to exclude these journal sources:
    • Facilities and Administration Expense
    • Grant Revenue
  3. On the
    Accounting
     tab, add a row for each of these worktag types in the
    Pool Worktags
     grid:
    Worktag Type
    Details
    Fund
    Specify a sponsored fund.
    Grant
    Specify a grant on an award or award line for the same company as the allocation pool.
    Spend Category or Pay Component
    Specify the spend category or pay component associated with a cost reimbursable expenditure.
    To apply a specific grant worktag to all transactions in an allocation pools, Workday recommends that you specify the grant worktag:
    • On the allocation pool and not on the spend transactions.
    • Only on the allocation pools where you want Workday to generate grant accounting. To avoid creating excessive award accounting, specify the grant worktag on either the non-final or final allocation pool, not both. Example: Your allocation plan has 2 tiers:
      • Tier 1
        :
        Pool 1
      • Tier 2
        :
        Pool 2
        ,
        Pool 3
      To allocate both
      Pool 2
       and
      Pool 3
       transactions to
      Grant A
      , specify
      Grant A
       in
      Pool 1
      .
      To allocate
      Pool 2
       transactions to
      Grant A
      , and
      Pool 3
       transactions to
      Grant B
      , specify
      Grant A
       in
      Pool 2
      ,
      Grant B
       in
      Pool 3
      , and no grant in
      Pool 1
      .
  4. To charge a spend transaction to a grant through an allocation pool:
    1. Create the spend transaction, and add the allocation pool as a worktag for the transaction. Complete the spend transaction.
      Example: To charge a supplier invoice to a grant through an allocation pool, create a supplier invoice and specify the allocation pool as a worktag. Don't specify the grant on the supplier invoice. If prompted for a fund, specify a non-sponsored fund. See Create Supplier Invoices.
    2. Workday generates the grant accounting when you complete the
      Allocation Plan Event
       business process. To view the grant accounting after the business process completes:
      1. Click
        View Allocation Plan Run
         .
      2. On the next page, click
        View Allocation Transactions
        .
      3. From the related actions menu of an allocation pool transaction, select the
        Accounting
        View Accounting
         task.
      4. You can also select tasks in
        Facilities And Administration
         to view the F&A transactions and journal lines associated with the allocation pool transaction.
  5. (Optional) To make changes to source journal lines or your allocation plan, you can cancel and reprocess the allocation plan.
    When you cancel the allocation plan, Workday:
    • Cancels any unbilled cost reimbursable spend and F&A transactions.
    • Reverses any billed cost reimbursable spend and F&A transactions.
    When you reprocess the allocation plan, Workday:
    • Performs all the actions related to canceling an allocation plan.
    • Creates new cost reimbursable spend and F&A transactions.
    • Generates F&A and revenue recognition journals for the new transactions.
    To ensure accurate F&A accounting after you cancel and reprocess an allocation plan with new transactions that share the same basis limit, Workday recommends that you run the
    Reprocess Award Costs
     task.