Sponsored Award & Grant Setup

Award setup ensures accurate billing, reporting, and financial management in compliance with sponsor requirements.

Overview

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Award Setup Process
Process

ORA, PostAward:
- Reviews the award documentation to identify key award attributes, including:
  - Funding source and award type
  - Billing and reporting requirements
  - Revenue recognition method
  - Spend restrictions
- Confirms required identifiers:
  - Federal awards: CFDA number (now Assistance Listing)
  - State awards: CSFA number
Workday Award Creation
- Each award is assigned a unique ID with prefix AWDXXXXXX.
- ORA, PostAward:
1. Collects all supporting documentation (proposal, award, amendments, certifications, correspondence).
2. Creates the award record in Workday.
Special Requirements Before Award Release
- Conflict of Interest (COI) disclosures must be complete.
- IRB/IACUC approval is required for human or animal subject research.
- Award numbers are created and communicated to the PI and department once all requirements are met.
Awards and Grants
Award

The award serves as the “umbrella” record defining:
- Sponsor and award type
- Billing and reporting rules
- Allowable and restricted costs
Grants
- Each award includes one or more grants
- One grant must be designated as the primary grant for the award
When Separate Grants Are Required

A unique grant is required for each of the following:
- Multiple PIs requiring separate budget tracking
- Salary over the cap (one per funding cost center)
- Cost share (one per funding cost center)
- Each subaward
- Each budget year when carryover is not allowed
Spend Restrictions
- Spend restrictions define allowable and unallowable object classes.
- When enabled, Workday blocks charges to unallowable categories to ensure compliance with sponsor and institutional requirements.