Workday Finance & Research

This page brings together information and resources to help the UW research community navigate the July 2023 transition to Workday Finance.

Recently updated or released:

• 5/20/25: Information on new reports added to the Award Data & Reporting section and reporting FAQ.
• 4/15/25: Added a link to Find Payor Worktags for Third Party Cost Share in Workday job aid and How to Navigate Grant Hierarchies in Workday. Updated various links.
• 3/7/25: Update to Grant Manager Dashboard in Workday improves visibility into outstanding invoices for all grants, but especially those in Closeout in Progress or Expired status. A demo is available on Friday, March 14, at 9 a.m.
• 1/2/25: Added a link to Teams Appointments for SAGE Support.

Refer to Page Revisions for more details.

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Contents

• Escalating Problems & Getting Help
• Changes & Resources
• Award Data & Reporting
• Weekly Volume

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Escalating Problems & Getting Help

Troubleshooting

When you encounter problems with Workday Finance, or other integrated systems, please refer to the following guidance:

• Report issues using the UW Connect Finance Portal. The problem reports will go to your School/College Shared Environment. 
• Check with your unit to make sure there are no approvals pending (e.g. for invoices) or corrections needed to Award Setup and Modification Requests. Reminder: Principal Investigators (PIs) are required to approve subrecipient invoices on a bi-monthly basis using Workday.
• Refer to SAGE Features & Prioritized Issues, GCA Known Issues, and Finance Reporting Known Issues (campus network or VPN required). The problem you are facing may have a workaround or fix in the works.  
  • For help using SAGE, review SAGE Contact Information.

Urgent Requests 

If you experience delays in getting the support you need, or for other pressing matters, refer to central office urgent request processes:

• Grant & Contract Accounting (GCA) Urgent Requests
• Office of Sponsored Programs (OSP) Urgent Requests
• Procurement Urgent Requests should go to pcshelp@uw.edu and, if needed, notify your Shared Environment for further escalation.

Escalation Process

If your project is at risk of losing funding, collaborators, or vendors, refer to the “How do I escalate an urgent sponsored research problem?” FAQ for a step-by-step escalation process.

Attend Meetings, Office Hours, and Forums

Live events are great opportunities to ask questions and get help from experts.

Changes & Resources 

New & Notable

• Explore the many recently released new reporting resources.
• Review the How to Navigate Grant Hierarchies in Workday job aid. In Workday, grant managers are intended to be assigned exclusively via Grant Security Hierarchy (GSH). All award lines are assigned to a GSH in Workday, and every GSH can have individual staff members given the Grant Manager role. Any staff members with the Grant Manager role for a given GSH will be shown as grant managers for all award lines assigned to that GSH.
• An update to the Grant Manager Dashboard in Workday improves visibility into outstanding invoices for all grants, but especially those in Closeout in Progress or Expired status.

Explore the Changes & Resources subpage for a list of key resources for the Plan/Propose, Setup, Manage, and Closeout research lifecycle stages.

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Award Data & Reporting

Refer to the “What tools and resources are available for award data and reporting?” FAQ for a full list of resources.

Dashboards

• Review BI Portal Finance Reports and a video walkthrough of the Post Award Dashboard in the BI Portal for the basics of navigating the dashboard to get answers to common questions about expenses and balances remaining on awards.
• The Grant Planning and Forecasting Tool, Post Award Dashboard, and Principal Investigator Dashboard are available to support grant management.
• New versions of the Grant Manager and PI Dashboards offer better visibility into PO and program activity, along with quick access to curated resources. To learn more, refer to Improving Visibility into POs, Programs, and Additional Resources for Grant Managers and PIs.
• Grant Financial Analysts can now configure key tabs in the Grant Manager Dashboard with role-specific reports. To learn more, refer to Expanding the Grant Manager Dashboard for Grant Financial Analysts.
• The Post Award Dashboard now offers the Award Amounts and Amendments view. This displays the total funding for awards by school/college/unit and by department, and can also be sorted by prime sponsor/type and sponsor/type. For instructions on how to filter, review results and drill down for detail, please see the instructions for “Award Amounts and Amendments (Table Format).”

ORIS RAD Group Reports

• Download a copy of the Award, Proposal & Related Requests (in the ORIS RAD Group Reports folder) workbook for local analysis. It contains eGC1s, awards, ASRs, MODs, subawards, and Non-Award Agreements (NAAs) since FY24.
• The Research Security Training Lookup report is available for tracking investigators’ required compliance training.

Additional Resources

The Grant Spend Verification report displays expenses by grant and fiscal period. It is the first step in a process that ensures centralized compliance for grant spend verification. After generating the report, it is reviewed in DocuSign, and then stored in DocFinity for its retention period. Find instructions here and send questions to datagrp@uw.edu.

Embedded Workday reports are now available for viewing relevant worktag data in one place

Review GCA’s Recommended Reports for a list of Workday and BI Portal reports that GCA recommends to campus users.

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Weekly Volume

Refer to the following pages for information about Award volume:

• Grant & Contract Accounting (GCA) Workload Metrics
• Office of Sponsored Programs (OSP) Volume: Awards, Modifications, and Subawards

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Page Revisions