Grant Expenses - General
Award Expenditures on Journal Lines
Use this report to view transaction-level details about the grant. Run this report as needed to view transaction-level details about the grant.
- Grant: Look for a particular grant to narrow results.
- Company: You may use "All Companies" here, though remember that grants functionality is housed in Workday under "The Ohio State University".
- Period: Recommend using current period (current month).
- Time Period: Recommend using "Award Life to Date (Award)", though note that if a prior period is selected in the Period field above, this life to date field will return results up to the previous period selected- not the current period.
What to Review
- What you view in the report depends on what you are looking for.
- View Ledger Account, Period, Ledger Type, Debit and Credit amounts for the transaction, lead Cost Center, Fund, and Journal Source.
- NOTE: In the future, this report may be built out further to provide more information, based on feedback provided.
- One option is to export this report into Excel and create a pivot table based on periods and their ledger accounts to view trends over time.
Grants Expenses - Personnel
Grant Salary Detail Report
Use this report for personnel and effort for a specific award, grant, or grant personnel. Run this report as needed.
Notes
This report replaced eScan, the Grant Salary report in the legacy system.
- If searching for what awards a PI has effort on, search using the Employee with Start Date and End Date prompts.
- If searching for all research personnel (including PIs or research assistants for example) effort on a given award or grant, search using the Award or Grant prompts with Start Date and End Date prompts.
- Must search using Start Date and End Date. Data is only available since go-live (January 2021). Starting in 2022, the report will only provide data for the trailing 12 months.
- Recommend searching by Award associated with the grant.
What to Review
- View Journal Source column and filter on source of interest, such as "Fringe Benefits", "Payroll Forward Accruals", "Payroll Actual Accrual", "Fringe Benefit Actual Adjustment", etc..
- Review the Worker column if looking for information on a particular person.
- If looking for transactions with cost share fund, filter by the Fund ID# column.
- If looking for processed PAAs, review the Accounting_Date and Budget_Date: the Accounting Date will be the date the transaction or adjustment was processed, while the Budget Date should fall within the period in which the effort occurred.
- The Amount on Grant column indicates the dollar amount charged to the grant for that line's journal source.
- May also help to create a data table by exporting to Excel and creating a pivot table to review the data of worker on each grant within the award by periods (month) to review.
Grants Expenses - Non-Personnel
Find Requisitions
Use this report to view requisitions in progress and help move them along if they are "in progress" for too long. This report is run weekly.
- Company: For OSP grants, always select "The Ohio State University".
- For a particular requisition, search by Requisition.
- For a particular requester, search by the requester's name in Requester field.
- If you know the type of request (examples: Buckeye Buy Request or Non-Catalog Request), select the type in the Requisition Type field.
- Filter by Status of "In Progress".
- For a particular supplier, search by Supplier.
- For a specific Purchase Order, search by Purchase Order.
- For all requisitions on a particular grant, use the Grant Worktag in the Worktags field. Can also search by Cost Center and Fund Worktags if appropriate.
What to Review
- Locate the particular requisition(s) you are looking for and review the Requestor column to see who to contact about the request.
- You can view more details about the requisition by clicking the Related Actions in the Requisition column for the respective row. A window pops up with additional details, including grant values.
Find Supplier Invoices - OSU
Use this report to locate invoices that are unpaid in order to follow-up and help move them along. This report is run monthly, or as needed.
- Company: For OSP grants, always select "The Ohio State University".
- For a particular supplier/subrecipient, select the supplier/subrecipient in the Supplier field.
- For an invoice that has a match exception or was overriden, for example, use the Match Status field.
- For invoices that are unpaid or partially paid, select "Paid" and/or "Partially Paid" in the Payment Status field.
- May want to use Due Date on or Before date field, to show invoices due on or before the date selected.
- If the grant number is known, select it in the Worktags field.
- To locate subaward expenses, in the Spend Category field select "Research Subaward Expense (SC10237)".
What to Review
- View the Payment Status column for the supplier invoice in question and see if the status is unpaid. If unpaid, review the details of the Supplier Invoice for more information about who to contact for follow-up.
- Filter by Supplier if there is a particular supplier in question, to locate that supplier's invoices.
- Filter on Invoice Status within the report, to locate invoices that are "In Progress", "Draft", Canceled", or "Approved"
- Filter respective columns as needed, based on what was or was not filtered on in the search parameters.
Find Miscellaneous Payment Requests - OSU
Use this report to track payments for human subjects as part of clinical trials. This report is run monthly, or as needed if a grant has active human subjects research associated with it.
- In the Worktags field, include the Grant or Fund Worktags - or both - if known. This field is a multi-select field, so multiple Worktags may be included.
- If looking for a particular type of miscellaneous payment, locate the Request Category field and select the appropriate type of payment, such as "Human Subject" or "Stipend".
- In the Document Status field, select a status to view if something is in progress, denied, approved, canceled, or draft status, to follow-up if any additional information/documentation is needed.
What to Review
- Review each supplier invoice by selecting the invoice hyperlink in the Supplier Inoivce Document column.
- If Payment Status is not used as a search parameter, consider filtering the Payment Status column to locate "Unpaid" and/or "Partially Paid" fields.
- View the Document Status to see if it was approved or if there is something in progress to possibly follow-up on.
Budget vs. Actuals
Budget vs. Actuals by Object Class
Use this report for a summary view of a grant's budget, expenditures, encumbrances, and balances for each Sponsor, Cost Share Expenses, and Third Party Expenses in the current period or prior period. This report is run as needed when there are questions about the expenditures or balance on the grant.
Notes
- This report can be run from the Grants Administration Dashboard or by searching for the report by itself in Workday. If it is timing out in the dashboard, try searching for it on its own and running it that way.
- For transactions to appear on this report, the transaction must be settled for it to show as an "actual". Prior to settlement, the transaction will appear as an "encumbrance".
- If the grant is a free-floating grant and is not tied to an award, use a Find Journal Lines report.
- Grant: Select the grant you want to review.
- Company, Period, and Plan Structure parameters all default, but can be changed if appropriate.
- Most common periods to select in the Period field are the current period (the current month) or prior period (the previous month).
- Do not change the defaults for Company or the Plan Structure.
- Period: Can adjust the period based on a particular month within a Fiscal Year. In selecting a month, the results will return expenditures as of that month. If selecting a month in the past, the expenditures would return based on expenditures through that month. In running separate reports in separate windows for comparing data across months. Encumbrance data may not update if looking at different months. Look at Budget minus expenditures to calculate the Balance for that period. Balances may not reflect accurately for months in the past.
What to Review
- Expenditures - Current Period: Majority of expenditures are payroll, so if running report early in the month, may not see payroll-related expenses included in this field.
- Expenditures: Life-to-Date expenditures on the award.
- Encumbrances will appear the same, regardless of the period reviewed. Will reflect the current period's encumbrances only.
- Cost Share Expenses and Third Party Expenses sections in the report will reflect for the period you are running the report for.
- If looking in the current month, Encumbrances would show accurately what personnel expenditures are encumbered on the grant
Payroll
Payroll Funding - Costing Allocations for Filled Positions - Expired or Missing
Use this report to view real-time detailed information about payroll accounting lines in the general ledger. Run this report as needed.
- To search by Cost Center, in the Organization Assignment Value field, select Organizations by Type, then Cost Center, or could also select Cost Center Hierarchy here.
- Costing Allocation As of Date: Select the date after the payroll period of interest runs, to avoid including all costing allocations already entered and to remove people from ending grants.
What to Review
- Look at "Costing Missing or Expired?" column. Is there costing that is expired or missing?
- Look for the grant end date column to see which grant put the individual on the report.
Payroll Funding - Costing Allocations for Filled Positions - Expired or Missing
Use this report to find costing allocations with funding that has expired and those without position restriction allocations entered. This report is run weekly.
Notes
- The report shows the person and job details, supervisory org, costing allocation level and allocation start/end dates, allocation details and defaults for salary (org default assignments).
- This report does NOT include costing for Graduate Associates/Fellows or Semester Lecturers since that costing is designated on the Period Activity Pay.
- To search by Cost Center, in the Organization Assignment Value field, select Organizations by Type, then Cost Center, or could also select Cost Center Hierarchy here.
- Costing Allocation As of Date: Select the date after the payroll period of interest runs, to avoid including all costing allocations already entered and to remove people from ending grants.
What to Review
- Look at "Costing Missing or Expired?" column. Is there costing that is expired or missing?
- Look for the grant end date column to see which grant put the individual on the report.
Payroll Accounting Adjustments Status
This report provides detailed information on payroll accounting lines in the general ledger. It is used to view pay component detailed information on actuals and encumbrances. This report is run weekly.
Notes
Look for PAAs on ending grants that need to be processed and reach out to move along. Filter on appropriate cost center hierarchy level.
- Filter Option: Proposed or Currrent Cost Center Hierarchies
- Filter Option: Prposed Or Current Uses A Grant
- Filter Option: Proposed Or Current Uses OSP Grant
What to Review
- Look at the "Transaction Status" column to see if any transactions are "In Progress" by filtering the column by status. Once the "In Progress" transactions are identified, reach out as appropriate to help move along the transaction.
- To confirm whether a PAA is complete, you can filter on the 'Successfully Completed" column or by the employee's name.
- If you know the GR# associated with the PAA, locate the "Current Expense Worktags" column or "Proposed Expense Worktags" and filter the results based on the GR#. This option will take a while to load based on the system having to review all worktags within each transaction to identify the PAAs with a specific grant worktag.
Closeout
Grants Expiring within 60 Days (via Grants Administration dashboard)
Use this report to view grants that are closing within the next 60 days for clean-up and preparation for the closeout of the grant. This report is run monthly.
The report is available on the Grants Administration dashboard on the first tab, "Grants Administration". The returned results are based on the user's specific assignment within their cost center hierarchy.
What to Review
- Filter by Status of the grant or by sorting the grant end dates in order to view grants closing within a particular timeframe.
- If the grant is near it's end date, reviwe the Encumbrances and Budget Remaining Balance columns and follow-up as appropriate.