Agenda. Workday Training Session for Grants. Tuesday, December 15, :30 am 12:00pm. Office Depot Conference Room OD 101. Time Topic Presenter

Transcription

1 Agenda Workday Training Session for Grants Tuesday, December 15, :30 am 12:00pm Office Depot Conference Room OD 101 Time Topic Presenter 9:30 9:40 am Welcome and Introductions Heather Saunders 9:40 10:00 am Award Notifications and Viewing Awards Vanessa Desert 10:00 10:45 Reports and Grant Inception to Date Report Heather Saunders 10:45 11:00 am Break 11:00 11:20 am How to Process a Journal for a Grant Josenie Polinisse 11:20 11:40 am How to Process a Budget Amendment for an Award Heather Saunders 11:40 12:00pm FYI and Helpful Hints / Raffle Shaunita Ervin

2 Grants Training Session Boca Campus 12/15/2015 AWARD NOTIFICATIONS Notifications for new and amended awards are auto generated and sent electronically to all the employees listed within the assigned role tab (Award Analysts and Lead PI) on the award as well as the Sponsored Programs Office. These notifications can be viewed directly from Workday or you can setup your Workday account to send real time s when Workday notifications or inbox items are received. To receive s of these notifications, select My Account then Change Preferences. In the section named, Notification Delivery Preferences change the * Frequency from No to Immediate for the Custom Business Process Notifications. Workday Notifications 1 P age

3 Grants Training Session Boca Campus 12/15/2015 Example New Award (Workday Notification) Example New Award ( version) 2 P age

4 Grants Training Session Boca Campus 12/15/2015 This is a current listing of Amendment types that were established in Workday to identify the various amendment reasons. 3 P age

5 Grants Training Session Boca Campus 12/15/2015 VIEWING AWARDS Once notification is received, you can go to View Award to access the award and review the details; provided you have proper access. 4 P age

6 Grants Training Session Boca Campus 12/15/2015 New Awards both Sponsored and Non Sponsored (funded internally by FAU) are setup by our Grant Specialist and approved by the Associate Director for Research Accounting from the information provided within the Post Award Worksheet, Pre Award Routing Sheet, Award Notice, Detailed Budget and Scope of Work. 5 P age

7 Grants Training Session Boca Campus 12/15/2015 The Award Calendar can be updated to increase the start date and the end date, but once the date has been extended it cannot be shortened. 6 P age

8 Grants Training Session Boca Campus 12/15/2015 The Award Line Summary provides information regarding how the award will be invoiced. 7 P age

9 Grants Training Session Boca Campus 12/15/2015 Multiple Award Lines will be setup for (1) Pre paid Awards, (2) Sub award Agreements, (3) Multi disciplinary [multicollege/departments], (4) Multiple Principal Investigators, or (5) different indirect (F&A) rates. 8 P age

10 Grants Training Session Boca Campus 12/15/2015 The SmartTag is used to expend funds on a grant whereas the Grant Worktag identifies the assigned roles for approving transactions and reporting. 9 P age

11 Grants Training Session Boca Campus 12/15/2015 Amendments are trackable This is the billing (invoice) schedule established in the system for Research Accounting. 10 P age

12 Grants Training Session Boca Campus 12/15/2015 Authorized to view Grant Inception to Date Reporting Cost Share will be identified in the Special Conditions section 11 P age

13 Grants Training Session Boca Campus 12/15/2015 Specific documents associated with this award such as the approved Post Award Worksheet, Amendments and NCE s Provides an audit trail of the events associated with the award. 12 P age

14 Grants Training Session Boca Campus 12/15/2015 REPORTS 1. FAU_Grant Identifier A. To view Sponsored Awards (funded by Federal, State, Local Government or Private Sponsor) enter the following funds FAU_F0005, FAU_F0650 and FAU_F P age

15 Grants Training Session Boca Campus 12/15/2015 B. To view Non-Sponsored Awards (funded internally by FAU for overhead, start-up or seed grants) enter the following funds FAU_F0656 and FAU_F My Awards-Project Dates Must have an assigned role (Award Analyst or Lead PI) on the award in order to view. 14 P age

16 Grants Training Session Boca Campus 12/15/2015 GRANT INCEPTION TO DATE REPORT The Grant Inception to Date Report is now available for sponsored awards. The budget and expenditure data uploaded from banner has been validated. Assigned Grant Managers on the award have access to the Grant Inception to Date Report by following these steps: 1. From the search box, enter and then select Grant Inception to Date Report 2. Enter the required fields* by selecting Award Analyst for the Award Role, Florida Atlantic University for the Company, the Period you want to review and the Award number you are an assigned Grant Manager for. Special Note: To run the report as of 06/30/2015, select Fiscal Period, then select FY2015 and then FY2015 Jun. To run the report as of current, select Current and Prior Periods and select either FY2016 Nov or FY2016 Dec. 15 P age

17 12/8/2015 Prepared by: Josenie Polinisse Journal Entry Handout 11:00am 11:20am Purpose: Procedure: The purpose of this document is to serve as a guide/resource for preparation of journal entries to a grant SmartTag. The process for initiating the journal entry is largely the same for grants and non grants, the only difference is that grants will require an object class in addition to a spend category under the Additional Worktags column field. Use crosswalk.fau.edu as a resource to determine the appropriate object class and spend category relative to the transaction being completed. Equipment that is over $5,000 will require Expense Treatment: Equipment Over $5,000 under the Additional Worktag column in addition to object class and spend category. And, international travel/travel will require Expense Treatment: International Travel/Out of State/In State in addition to object class and spend category. Appropriate supporting documentation is still required. Documentation for a cost transfer should include the ledger detail from Workday showing the original transaction and a copy of receipt/invoice, etc. so that the allowability of the expense to the grant can be verified and appropriately documented. Scenario: Equipment over $5,000, international travel and supplies posted to a non grant SmartTag instead of the grant SmartTag that benefitted from the expenses. A journal entry will be prepared to move the expense from the non grant SmartTag (TAG DOR) to the grant SmartTag (TAG NIST). A ledger detail report will be used as the source document to transfer the cost. 1

18 12/8/2015 Prepared by: Josenie Polinisse Journal Entry Journal Source Transaction Accounting Date Book Code Ledger Account Debit Amount Credit Amount Translation Currency Memo Worktags Operational Journal: Florida Atlantic University - 10/20/2015 Supplier Invoice Supplier Invoice: SUPP_INV- 0000xxxxx 10/20/ :Other Services and Supplies USD SmartTag: TAG DOR - Research Accounting Spend Category: Lab Supplies Supplier: XYZ Corp. Operationa l Journal: Florida Atlantic University 10/20/2015 Expense Report Expense Report: EXP_REIMB /20/ :Tr avel - Foreign 1, USD Execu tive Hotel Le Soleil Business Unit:.. Cost Center:.. Employee: Jane Doe Expense Item: Itemize Only: Room Rate Expense Treatment: International Travel Fund:. Program:. SmartTag: TAG DOR - Research Accounting Spend Authorization #: SPEND_AUTH Spend Category: Travel Trip End Date: Trip Start Date: 2

19 12/8/2015 Prepared by: Josenie Polinisse Journal Entry Operation al Journal: Florida Atlantic University 10/20/201 5 Journal Source Supplier Invoice Transaction Supplier Invoice: SUPP_INV Accounting Date Book Code Ledger Account 10/20/ :Ot her Services and Supplies Debit Amount 9, Credit Amount Transl ation Curren cy Memo Worktags USD Business Unit:... Cost Center: Expense Treatment: Equipment over $5,000 Fund: Program: SmartTag: SmartTag: TAG DOR - Research Accounting Spend Category: IT Equipment - Scientific 3

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23 12/8/2015 Prepared by: Josenie Polinisse You may receive this error, One and only one Spend Category worktag or Pay Component worktag needed when using a Grant worktag, after you have entered the grant SmartTag, proceed with entering the additional worktags. The error will disappear after a spend category is entered for the journal line. 7

24 12/8/2015 Prepared by: Josenie Polinisse Note: The only thing we added under additional worktags for the grant SmartTag is an object class. You will see an Alert, Object Class does not match the expected value: this is a reminder to review the object class for accuracy. Once you ve verified all information is correct, Submit. 8

25 12/8/2015 Prepared by: Josenie Polinisse Summary Crosswalk of Workday Ledger Account Summary to Object Class: Workday Ledger Account Workday Object Class Travel In State Sponsored Programs: Domestic Travel Travel Out of State Sponsored Programs: Domestic Travel Travel Foreign Sponsored Programs: International Travel Other Services and Supplies Sponsored Programs: Equipment Sponsored Programs: Off Site Facility Rental Sponsored Programs: Other Direct Costs Sponsored Programs: Participant Costs Sponsored Programs: Stipends Sponsored Programs: Subcontracts Sponsored Programs: Tuition 9

26 Journal: Create a Journal for a Grant Create Journal 7. Attach a copy of the ledger that identifies the original and invoice, statement, receipt or travel report. From the search field, type Create Journal: 1. Click Create Journal from the search result. 2. Select the Ledger Florida Atlantic University: Actuals. 3. Select the Accounting Date by selecting from the calendar. Use today s date. 8. Complete the Journal Entry Lines by 4. Select the Journal Source Accounting Journal. 5. Select the Balancing Fund FAU_9999 FAU_Default Fund. 6. Select Continue, Division of Research Research Accounting 12/08/2015 1

27 Journal: Create a Journal for a Grant 9. The *Company name pre-populates on each line. 12. Provide the purpose of the journal (a detailed justification) in the Memo section. Hint: the copy and paste feature can be used. 13. Select a Grant SmartTag. 10. Enter the Ledger Account. The SmartTag field is searchable by PI Name, Sponsor Acronym or the legacy Banner Index Number. 14. An Error Message will then display in the top right-hand corner until a Spend Category is selected. Use the Crosswalk of ledger, spend category, object class and expense treatment for a journal. 11. Enter the Debit and Credit amount. Note: debit move expenditure to and credit move expenditures from. 15. Enter both the Spend Category and the associated Object Class for each journal entry line in the Additional Worktag field section. Division of Research Research Accounting 12/08/2015 2

28 Journal: Create a Journal for a Grant Special Note: If processing for International Travel or Equipment; then you must also include the Expense Treatment. 16. There may be an alert that states, Object Class does not match the expected value: is just a warning as a reminder that a corresponding object class is needed. Check on the Status of the Journal (1) View the Archive tab of your inbox. Use the Process Tab to identify the approval process. (2) Use Find Journal from the homepage search box. 17. Use the symbol to add additional journal entry lines. 18. Use the arrows to reorder the journal entry lines. 19. Select Submit Division of Research Research Accounting 12/08/2015 3

29 Crosswalk of Ledger, Spend Category, Object Class and Expense Treatment to Create a Journal for a Grant Ledger Spend Category Object Class Expense Treatment Various Spend Categories Sponsored Programs: Other Direct Costs N/A Travel Level 3 (In-State) Sponsored Programs: Domestic Travel N/A Travel Level 3 (Out-of-State) Sponsored Programs: Domestic Travel N/A Travel Level 3 Sponsored Programs: International Travel Expense Treatment: International Travel Various Spend Categories Sponsored Programs: Equipment Expense Treatment: Equipment over $5, Space Rental From Other State Agencies Sponsored Programs: Off-Site Facility Rental N/A Space Rental From Other Governmental Entities Sponsored Programs: Off-Site Facility Rental N/A Space Rental From Non-Governmental Entities Sponsored Programs: Off-Site Facility Rental N/A Space Rental From Dept. of Management Services Sponsored Programs: Off-Site Facility Rental N/A Participant Support Sponsored Programs: Participant Costs N/A Educational Stipend Sponsored Programs: Stipends N/A Non-Educational Stipends Sponsored Programs: Stipends N/A All Grants - Tuition Payment Sponsored Programs: Tuition N/A All Grants - Scholarships Sponsored Programs: Tuition N/A Scholarships and Fellowships Sponsored Programs: Tuition N/A Subcontracts Sponsored Programs: Subcontracts Expense Treatment: Subcontract Expenses IDC Adjustments Sponsored Programs: Indirect Cost for Budgeting N/A Grants Admin. Overhead Charges Sponsored Programs: Indirect Cost for Budgeting N/A Division of Research - Research Accounting 12/08/2015 Page 1 of 1

30 Budget Amendment: Create a Budget Amendment for an Award Create Budget Amendment 6. Select the Year 1. From the search field, type Create Budget Amendment: 1. Click the Create Budget Amendment from the search result. 7. Select Ok, 2. Scroll down to the required field section 8. Attach a completed Budget Revision Request Form. This form is required for sponsored Awards/Grants only. Forms are not required for non-sponsored awards. 3. Select the Budget Structure Award Budget by Object Class (Summary). Sponsored Funded by a Federal, State, Local Government or Private Sponsor. Non-Sponsored Funded internally by FAU for Start Up, Seed Grant and Overhead. 4. Select the Company Florida Atlantic University. 5. Select the Budget Name by selecting the Award Number (AWD- XXXXXX). Division of Research Research Accounting 12/08/2015 1

31 Budget Amendment: Create a Budget Amendment for an Award 9. Enter a unique Description. Hint: Use a sequence such as NIH PI Last Name - Amendment # Select the appropriate Ledger Account Summary: 10. Select the Amendment Type Award Amendment Budget. 11. Complete the Budget Amendment Lines section. Use the crosswalk to select the associated ledger account summary and object class. 12. Select the Period 1 Budget Period (Florida Atlantic University) 14. Select the worktags. From the prompt select Grants and then select the appropriate grant number GT-XXXXXX. Then again from the prompt select Object Class, then select Sponsored Programs and then the appropriate object class (budget category). Helpful Hint: If you are reallocating for salary, please ensure that applicable fringe is reallocated as well. Division of Research Research Accounting 12/08/2015 2

32 Budget Amendment: Create a Budget Amendment for an Award Use the crosswalk to select the associated object class and ledger account summary. 15. Enter the Debit Amount or Credit Amount. Hint: A debit add or increase and a credit reduce or decrease. 18. Upon completion and review, select Submit Special Note: Budget Amendments can ONLY be used to reallocate budget between an individual award/grant. Adding funds or reducing budget or reallocating between specified grants can only be processed by the Research Accounting Office. Required Approvals for Award Budget Amendments Approver #1 Grant Manager (not required if initiated) Helpful Hint: The system does not process balanced entries, please review the amounts carefully before submitting for approval. 16. Enter a Description in the Memo field. Example: Increase budget for Travel Domestic. Approver #2 Cost Center Manager (not required if the Grant Manager and the Cost Center Manager are the same) Approver #3 Grant Budget Specialists a. Sponsored Awards Sponsored Programs b. Non-Sponsored Awards Research Accounting Check on the Status of the Budget Amendment 17. Use the to add another Budget Amendment Line and repeat View the Archive tab of your inbox. Use the Process Tab to identify the approval process. Division of Research Research Accounting 12/08/2015 3

33 Crosswalk of Workday Ledger Account Summary to Object Class for Awards/Grants Workday Ledger Account Summary Workday Object Class FAU Master Account Set: Non OPS FAU Master Account Set: OPS Object Class: Sponsored Programs: Salary FAU Master Account Set: Non OPS FAU Master Account Set: OPS Object Class: Sponsored Programs: Salary Fringe Object Class: Sponsored Programs: Other Direct Costs Object Class: Sponsored Programs: Domestic Travel Object Class: Sponsored Programs: International Travel FAU Master Account Set: Direct Expenses Object Class: Sponsored Programs: Equipment Object Class: Sponsored Programs: Off Site Facility Rental Object Class: Sponsored Programs: Participant Costs Object Class: Sponsored Programs: Stipends Object Class: Sponsored Programs: Tuition Object Class: Sponsored Programs: Subcontracts FAU Master Account Set: Indirect Expenses Object Class: Sponsored Programs: Indirect Cost for Budgeting Division of Research Research Accounting 12/08/2015 Page 1 of 1

34 Division of Research Research Accounting Office FYI and Helpful Hints The primary form of communication for Workday updates regarding grants is through the weekly **Workday News** Tips and Tricks. Chrome is the preferred browser for viewing Workday. There was a customer alert issued on 11/16/2015 stating that some reports cannot run when using Internet Explorer. In addition, it appears that PDF documents produce faster in Chrome. A Period Activity Pay Training Session will be provided on Wednesday, December 16 th at the Boca Library in LY 136 at 9am and 2pm. Please register on line at and select Training Calendar. Grant Managers must use the Add Approver in order for the PI to approve Supplier Invoices that are for the spend category Subcontracts. Delegation is not permitted. Allowances such as phone, car or administrative cannot be charged to grants unless it is specifically approved by the sponsor. There is a capability available to assign allowances to a dedicated SmartTag that is separate from the Worker Position. Attached is the Job Aid provided by the HR Office for this process. Payroll Accounting Adjustments submitted beyond 90 days from the accounting (posting) date still require a completed Cost Transfer Request Form. Please attach the completed form to the business process in order to approve. If you are unable to provide an agenda for a Spend Authorization to charge against a sponsored grant please use the Travel Information Form available on our website at 1 P age

35 WD HCM Core: Assign Costing Allocation Assign Costing Allocation: (as HR Partner): 1. Search for and click Assign Costing Allocation 2. Under WORKER COSTING, enter Worker and Position. The Position Restrictions is not required. GRANT FUNDED POSITIONS REQUIRING A SEPARATE COSTING ALLOCATION FOR EMPLOYEE ALLOWANCES: Select the appropriate Worker, Position, and Earning (Phone Allowance, Car Allowance, etc.). This new costing allocation will be separate from the Worker Position - Total Base Pay related costing allocation. REVISED 12/08/15 Your screens and processes may vary from those described here. 1

36 WD HCM Core: Assign Costing Allocation 4. You will see a current Costing Allocation in place. End the current allocation by inserting an END DATE: 3. Click OK REVISED 12/08/15 Your screens and processes may vary from those described here. 2

37 WD HCM Core: Assign Costing Allocation 5. At the bottom of the record, click Add to open a new Costing Allocation: 6. You will receive an error to remind you that you MUST change the START DATE of the NEW to no more than one day after the END DATE of the previous allocation: REVISED 12/08/15 Your screens and processes may vary from those described here. 3

38 WD HCM Core: Assign Costing Allocation 9. Click Submit. Assign Costing Allocation: (as Cost Center Manager): 10. Click Approve, Send Back, Deny, or More. 7. You may attach any corresponding documents by clicking on Costing Allocation Attachments. 8. Enter the start date and click on the + sign to add additional Costing Allocations. Select the required SmartTags from the Costing Override field and adjust the Distribution Percent as needed: REVISED 12/08/15 Your screens and processes may vary from those described here. 4