Workday – Research Operations Updates 03/22/19

Research Operations is engaged and working with Financial Services on resolutions for a variety of Workday items. In an effort to provide further key information and keep the RA community appraised, Research Operations will provide periodic status updates on Workday projects.

TOPIC BACKGROUND UPDATE HOW DOES THIS AFFECT UNITS?
Sponsor Invoicing

STATUS: In Progress

Due to the implementation of Workday, the Award Management Team faced many challenges creating Sponsor Invoices within Workday. The Research Ops Workday Team is currently assisting to address Workday system issues that will enable AMT to create sponsor invoices within Workday. A firm timeline to address these system issues is not yet available. AMT has managed Workday system limitations by manually creating invoices outside of Workday. The manual sponsor invoicing has created some delays. Units are able to monitor the progress of sponsor invoicing and financial reports in the Deliverables tab of the Award in ERA.
SF-425 and SF-270

STATUS: In Progress

Financial Reports/Invoices in these federal formats cannot be created in Workday. Consultant hired to create these templates and is close to building out the integrations for the SF-425.

SF-270 is in process.

AMT has managed Workday system limitations by manually creating invoices outside of Workday.
Revenue

STATUS: In Progress

Due to the implementation of Workday, the Cash Management Team has faced many challenges allocating cash revenue to sponsored awards. The Research Ops Workday Team is working closely with Financial Services to fix payments that are currently directly applied to grants that should be applied to WD invoices, and vice versa. Units will likely not see much of a day-to-day impact as revenue/payments are not on standard department WD reports.
RID/IIA Distributions

STATUS: On-Going

Due to the implementation of Workday, RID and IIA distributions were delayed. OKED Finance has now distributed all RID/IIA revenue for FY19. RID/IIA accounts are now funded monthly during each month-end process. RID/IIA variations due Investigator Allocation Changes will not be funded retroactively. Instead, OKED Finance will capture any changes during fiscal year-end reconciliations. Units will have access to RID/IIA funds sooner. Units can also track RID/IIA distributions using the RID and IIA Dashboard in Tableau.
Carbon Offset Fee

STATUS: In Progress

The carbon offset fee, which is not allowable on sponsored projects, had an error in its integration that is allowing the fee to be charged to sponsored projects. Only two grants were impacted by the integration error – Travel is reversing the fee. Four grants had fees on them through approved cost transfers – AMT is reversing those.

Financial Services is monitoring for any additional fees posting to sponsored projects while the integration is being fixed.

Units should be aware that carbon offset fees are not allowable on sponsored projects. Financial Services and the Award Management Team are making the corrections this week to the impacted grants