Resources
RESEARCH ADMINISTRATION MANAGEMENT PORTAL
POLICIES AND CALENDARS
FOUNDATION DATA MODEL
If you serve as a grant accountant, principal investigator, or grant manager — or perform research administration tasks as part of your job — you may use Workday to:
- Manage billing, including creating invoices and recording customer payments
- Perform award close-out
- Validate award expenditures against types of expenditure allowed or disallowed by sponsors
- Manage award authorized and cost share budgets and related obligations and expenditures
- For comprehensive universities only: Oversee the effort certification lifecycle, from survey creation to certification run
Research administrators who initiate finance processes are encouraged to review Workday materials for finance professionals.
Research Administration Staff Actions in Workday
While pre-award activities are managed in the Research Administration Management Portal (RAMP), all post-award activities will be managed in Workday. Expand the menus to access job aids and how-to videos sorted by topic.
Department and Division Actions
Grants Management for Departments and Divisions
Cost share budgets will begin in the Research Administration Management Portal and be integrated into Workday. The system will be used to track cost share commitments and spend. Cost share Grant Worktags will be used to track cost sharing transactions on an award.
Quick Links
Subawards – Departments and Divisions
The subaward invoice approvals process, including payment of invoices, will take place entirely within Workday. Grant Managers and Principal Investigators (Grant) are part of the approval process.
Quick Links
- Supplier (Subaward) Invoice Approval
Central Office Actions
Award Management for Sponsored Programs Staff
Workday will be used to manage the award lifecycle, including residual balances, award closeout, and cost share. Dashboards can be used as a resource to manage awards that include access to common tasks and reports. The system will automate calculations and accounting entries for Facilities & Administration charges and revenue recognition.
Quick Links
- Final Review and Award Closeout
- Create Journal – Residual Balance Transfer
- Create Journal – Facilities & Administration (F&A) Adjustment
Award Setup and Modifications
Award setup and modifications will begin in the Research Administration Management Portal (RAMP). Once that information is integrated into Workday, sponsored programs staff will use Workday to create the billing schedule, maintain award tasks, and more.
The award structure provides all of the information needed to manage the agreement with the sponsor. Business rules for award lines will define how sponsor billing, recognition, and Facilities & Administration charges will be calculated for a grant.
Quick Links
- Award Budget Amendment
- Award Correction – No Cost Extension
Sponsored Programs Billing and Accounts Receivable
Sponsored programs billing and accounts receivable processes, including creating, adjusting, and printing invoices, will happen in Workday. All Universities of Wisconsin universities share the same sponsor file and use the same business processes for billing and receivables.
Quick Links
- Create and Print Customer Invoices for Cost Reimbursable Award Transactions
- Create and Print Customer Invoices for Sponsored Prepaid Billing Schedules
- Pro Forma Letter of Credit Draw Down
- Record Letter of Credit Draw Down
- Sponsored Billing and Accounts Receivable Touchpoints
- Create Invoice Adjustment and Request Sponsor Refund
- Apply Sponsor Payment for Letter of Credit Draw
- Manage Aged Accounts Receivable
- Create Customer Refund for Sponsors
Subawards – Central Office
The subaward invoice approvals process, including payment of invoices, will take place entirely within Workday. Sponsored Program Managers approve supplier (subaward) contracts and amendments. Central Grant Accountant approves supplier (subaward) invoices.
Quick Links
- Supplier (Subaward) Contract Initiators
- Supplier (Subaward) Invoice Initiators
- Supplier (Subaward) Contract Amendment
- Supplier (Subaward) Invoice Approval
Workday Effort Certification
Effort Certification for Comprehensives
All comprehensive universities will share the same effort certification process in Workday. Only eligible workers paid on federal grants (direct pass-through, and federal cost share grants) are required to certify effort at a frequency determined by each university.
The following materials are relevant for all UW universities except UW-Madison, UW-Milwaukee, and Universities of Wisconsin Administration.
Quick Links
- Effort Certification Work Area
- Effort Certification – Administrative Review
- Certify Effort Certification