New process to record expense recoveries on grants

We’ve implemented a new process to record expense recoveries on grants in Workday (for example, when we receive a refund from a supplier). This new process takes advantage of new Workday functionality for supplier refunds.

Record Cash Sale will no longer work to record expense recoveries on grants. This is because when the standard Record Cash Sale process is used for recoveries on grants, it causes imbalances in the revenue and F&A on the award.

Users who receive a supplier refund related to a grant purchase should work with Sponsored Programs Services (sps@wsu.edu) to have the payment recorded, as there are specific steps that need to be taken to ensure correct accounting on the award. For awareness, here is a new Reference Guide documenting the process SPS will follow.

For expense recoveries already recorded using the Record Cash Sale business process, a correction journal will be posted to update grant revenue and F&A. Estimated completion date is March 10, 2022.

Program income will continue to be recorded using Record Cash Sale, following the steps outlined in the Deposit Program Income Reference Guide.