UW Research
Workday Finance & Research
This page brings together information and resources to help the UW research community navigate the July 2023 transition to Workday Finance.
Recently updated or released:
- 11/15/24: Added a link to Award, Proposal & Related Requests workbook.
- 10/31/24: Added SAGE Office Hours through November 2024.
- 10/11/24: Added NIH SNAP budget resource and Award Changes update to New & Notable. The Award Changes webpage has been revised with updated guidance for modifications, extensions, and other award changes.
- 10/4/24: Updated procurement urgent requests process.
- 10/1/24: Added a link to the Award Setup Request checklist for PIs and campus users.
Refer to Page Revisions for more details.
Contents
Escalating Problems & Getting Help
Troubleshooting
When you encounter problems with Workday Finance, or other integrated systems, please refer to the following guidance:
- Report issues using the UW Connect Finance Portal. The problem reports will go to your School/College Shared Environment.
- Check with your unit to make sure there are no approvals pending (e.g. for invoices) or corrections needed to Award Setup and Modification Requests. Reminder: Principal Investigators (PIs) are required to approve subrecipient invoices on a bi-monthly basis using Workday.
- Refer to SAGE Features & Prioritized Issues, GCA Known Issues, and Finance Reporting Known Issues. The problem you are facing may have a workaround or fix in the works.
Urgent Requests
If you experience delays in getting the support you need, or for other pressing matters, refer to central office urgent request processes:
- Grant & Contract Accounting (GCA) Urgent Requests
- Office of Sponsored Programs (OSP) Urgent Requests
- Procurement Urgent Requests should go to pcshelp@uw.edu and, if needed, notify your Shared Environment for further escalation.
Escalation Process
If your project is at risk of losing funding, collaborators, or vendors, refer to the “How do I escalate an urgent sponsored research problem?” FAQ for a step-by-step escalation process.
Attend Meetings, Office Hours, and Forums
Live events are great opportunities to ask questions and get help from experts.
Expand for a list of live events
Meetings
- Monthly Research Administration Meeting (MRAM): A monthly meeting hosted by OSP and Research Compliance & Operations. Topics include timely updates on award regulation and management.
- GCA Information Sessions for Campus: Biweekly meeting to learn about GCA processes and an opportunity to submit questions for Q&A. Topics include award setup, financial reporting, invoicing, closeout, and more.
Office Hours
- CORE for Workday: Works-in-Progress Sessions: Weekly demos and opportunities to critique upcoming Workday resources, hosted by CORE.
- Finance Reporting Office Hours: Weekly office hours hosted by the DATAGroup and Enterprise Reporting and Analytics teams. Topics cover Workday, Enterprise Data Warehouse (EDW), and other topics related to reporting under the new financial system. Sign up here.
- Employee Compensation Compliance (ECC) Office Hours: Weekly office hours providing hands-on support for completing initial tasks in ECC.
- Procurement Services Office Hours: Join the Procurement listserv to receive links to their weekly office hours. View the previous office hours recordings.
- System to Administer Grants Electronically (SAGE) Office Hours: Weekly office hours hosted by SAGE experts. Bring your questions about SAGE Award Setup and Modification Requests, complex budgets, and everything in between.
Forums
- Grant and Contract Accounting (GCA) Forum: A quarterly forum hosted by GCA. Topics include post-award financial management.
- Workday Forums: A complete list of Workday-related forums and information sessions that take place at various times throughout the month.
Changes & Resources
New & Notable
- NIH SNAP Award Budget guidance has been revised with GCA’s updated guidance, effective October 1, 2024.
- The Award Changes webpage has been revised with updated guidance for modifications, extensions, and other award changes.
- Review the Award Setup Request checklist for PIs and campus users when preparing and submitting ASRs.
- Review the Tell OSP Your Award Setup & Modification Request presentation for tips on managing these process.
- The new SAGE Budget Subawards Job Aids & Training include information on how to set up subaward worksheets on proposal budget, award budgets, and managing F&A rates.
- Subawards Checklist from Proposal to Closeout: This job aid collates resources to support grant managers throughout the subaward process.
Explore the Changes & Resources subpage for a list of key resources for the Plan/Propose, Setup, Manage, and Closeout research lifecycle stages.
Award Data & Reporting
New! Download a copy of the Award, Proposal & Related Requests workbook for local analysis. It contains eGC1s, awards, ASRs, MODs, subawards, and Non-Award Agreements (NAAs) since FY24.
Review GCA’s Recommended Reports for a list of Workday and BI Portal reports that GCA recommends to campus users.
The Workday Grant Manager Dashboard is available to support grant managers.
The Grant Planning and Forecasting Tool, Post Award Dashboard, and Principal Investigator Dashboard are also helpful for grant management.
Refer to the “What tools and resources are available for award data and reporting?” FAQ for a list of resources.
Weekly Volume
Refer to the following pages for information about Award volume:
- Grant & Contract Accounting (GCA) Workload Metrics
- Office of Sponsored Programs (OSP) Volume: Awards, Modifications, and Subawards
- Unit AP Work Queues (Procurement Services): Reports of aged invoices awaiting action by campus units/departments
- Weekly Workday Finance Stabilization Updates: Reports on efforts to improve Workday Finance processes and backlogs
Page Revisions
Expand for a detailed list of revisions to this page.
- 11/15/24: Added a link to Award, Proposal & Related Requests workbook.
- 10/31/24: Added SAGE Office Hours through November 2024.
- 10/11/24: Added NIH SNAP budget resource and Award Changes update to New & Notable. The Award Changes webpage has been revised with updated guidance for modifications, extensions, and other award changes.
- 10/4/24: Updated procurement urgent requests process.
- 10/1/24: Added a link to the Award Setup Request checklist for PIs and campus users.
- 9/10/24: Added a link to Tell OSP your Award Setup and Modification Request Story, removed New from GCA’s Recommended Reports.
- 7/24/24: Added a link to GCA’s Recommended Reports.
- 7/19/24: Updated Proposal Budgeting section on Changes & Resources page.
- 7/10/24: Added link to and description of GCA Information Sessions for Campus. Added a link to Finance Reporting Known Issues under Troubleshooting header.
- 6/27/24: Added new schedule for SAGE Office Hours through August 2024.
- 6/26/24: Added a link to the Grant Manager Dashboard. Added a link to GCA Resources on the Changes & Resources subpage. Added a New & Notable resources section.
- 4/23/24: Added a link to CORE for Workday: Works-in-Progress Sessions.
- 4/5/24: Added a link to the Grant Planning and Forecasting Tool, Post Award Dashboard, and Principal Investigator Dashboard tools.
- 4/2/24: Moved content to a new subpage, Changes & Resources. Removed Announcements and relocated FAQs to Changes & Resources page.
- 3/29/24: Updated page title to Workday Finance & Research.
- 3/28/24: Added a link to Weekly Workday Finance Stabilization Updates under Weekly Volume.
- 3/22/24: Added SAGE Office Hours schedule through June 2024.
- 3/6/24: Updated Workload Volumes by GCA Process title to Workflow & Backlog Tracking.
- 3/1/24: Added links to GCA Award Setup FAQs and Understanding Awards in Workday videos
- 2/20/24: Updated GCA Weekly Volumes to Workload Volumes by GCA Process.
- 1/26/24: Added SAGE Office Hours schedule through March 2024.
- 1/25/24: Added section for page revisions. Added escalation process and award data/reporting FAQs. Added note about recently updated resources to the top of the page.