Beginning in February 2022, expense reports submitted past the deadline of 60 days will include a new step requiring the employee/traveler to acknowledge the travel being reimbursed will impact their taxable income.
The 60-day deadline is an IRS requirement, and WSU’s Business Policies and Procedures Manual (BPPM) section 95.20 states that “Employees who do not meet this deadline are reimbursed under a nonaccountable plan and the total expenses are reported as additional income with applicable payroll tax withholdings.” This means employees can expect to see an increase in taxes withheld and a decrease to their net paycheck.
Known Issue: The process to pay hourly employees with different funding sources in Workday was not working as expected, so these employees have been paid from their costing allocation funding source instead. We recommend following the guidance in this matrix to ensure that hourly employees with different funding sources are being paid from the right one.
Known Issue: The report CR GRA PI Award Lines Financial Summary is not working at this time. We are investigating this issue. We recommend that grant mangers run the report CR GRA SPS Award Lines Financial Summary instead.
Estimated Time to Resolution: Unknown.
Details: We are aware that some grant managers are having issues running the report CR GRA PI Award Lines Financial Summary in Workday. We are investigating this issue and will post an update or resolution when we have more information. In the meantime, we recommend that grant managers instead run the report CR GRA SPS Award Lines Financial Summary.
The purpose of both of these reports is to show a financial summary of the award broken down by award line/grant worktag, including award overview details, budget, expenses, commitments/obligations, available balance, revenue, amount billed, and unbilled expenses. They also include percent spent or encumbered. Results are filtered based on your security role assignments.
The first Workday Reporting for PIs training session was held Tuesday, January 18. The resources from that session, including video demonstrations, may be helpful to Grant Administrators; therefore, we’ve made them available at the links below.
A website featuring links to each video and the PowerPoint is found here.
We have a review step in the Effort Certification business process (BP) for the Effort Certification Reviewer security role that is not functioning correctly when an employee is working on Grants tied to multiple Cost Centers. We are changing the first step in the business process from a review step to an approval step. The change should remove confusion and significantly streamline business process workflow for Effort Certifications. One Effort Certification Reviewer per Cost Center will approve the Effort Certification after reviewing it.
Visit the Feature Release Hub to learn about other enhancements coming with the latest Workday update.
This short session will cover key topics relating to encumbrances, such as the difference between commitments and obligations, and a live demonstration on viewing encumbrances directly in the system.
Future Making Workday Work dates and topics will be announced soon. Subscribe to the Workday Digest and visit the Modernization events page to stay up-to-date on upcoming opportunities to learn and engage.
As of December 1, 2021, the business process for reporting subcontract cost share for grant management was updated so that when Sponsored Programs Services (SPS) creates a subcontract supplier invoice, they also create a journal for the subcontractor’s reported cost share at the same time. This enhancement will help to ensure the information is reported on the sponsor invoice in a timely manner.
If subcontract cost share reported on an invoice was missed prior to December 1, 2021, please use the Create Request process in Workday to communicate this information to SPS so they can do a manual journal.
Beginning in January 2022, multiple reports will be updated to post the non-core initial fiscal year budget in the Initial Budget column, instead of the Available Budget Amendments column. Here are the affected reports:
CR FIN Non-Core Budget to Actuals with Encumbrances Summary