Changes & Resources
The following resources, grouped by stage in the research lifecycle, are intended to assist the research community with Workday Finance processes.
Plan/Propose
With the transition to Workday Finance, much of the proposal stage has remained the same. One of the biggest changes is that some items you may have previously requested an eGC1 for are now submitted via a SAGE Modification Request. Review when to use an eGC1 vs. MOD.
Proposal Budgeting
A SAGE Award Budget, which is different from a proposal budget, is required on Award Setup Requests.
The level of detail required for the award budget should be tailored to the sponsor’s requirements and campus unit needs. Award budgets are often less detailed than proposal budgets.
It is usually simpler to create a new award budget from scratch. You can create an award budget composing a new budget, or by copying and adjusting your proposal budget.
Review:
- Quick Tips for Simplifying Your Award Budget (job aid)
- Proposal and Award Budgets (video overview)
- SAGE Budget Resources
Existing Proposal Resources
For additional guidance on developing proposals at the UW, refer to the following resources:
Award Setup
There are new processes in place to set up your awards. Refer to How to Setup an Award at the UW along with the following sections for more information.
Award Setup Requests
After your eGC1 is approved and you receive a Notice of Award (NoA), create an Award Setup Request in SAGE as soon as possible.
Award Budget
- SAGE Budget is required on Award Setup Requests. It communicates budget information to Grant and Contract Accounting (GCA), provides a consistent format for reviewing budget details, and facilitates a direct flow of data between SAGE and Workday.
- SAGE Budget Learning Resources (classes, job aids, documentation, etc.)
Workday Resources
- Understanding Awards in Workday (GCA videos)
- GCA Workday Award Setup Guidance
- Worktags and Cost Share:
- Grant Manager Training
Grant Managers are assigned the Grant Manager security role in Workday. Some PIs who do not have administrative support will also receive the Grant Manager role. Check with your unit administrator if you are a Grant Manager and need access to the following training:
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- Workday Grant Management Reporting (15 minute eLearning)
- Workday Post Award Overview (15 minute nanolearning)
- Workday Finance for Awards & Grants Part 2 (15 minute nanolearning)
- Workday Procurement and Supply Chain Overview (10 minute nanolearning)
- How to Navigate Grant Hierarchies in Workday (job aid)
- How to Manage ProCard in Workday (job aid)
- Award Setup and Tracking in SAGE (45 minute eLearning)
- Nanolearning
Manage
There are new processes in place to manage your awards.
Managing Awards in Workday
- To manage your award in Workday, refer to the following resources:
Award Modification Requests
When award changes occur, you may need to submit a SAGE Award Modification Request. Refer to the following resources for more information:
- Review Award Changes for guidance on requesting changes to an award that requires prior sponsor approval.
- Review Modifications for guidance on requesting changes to an award that do not require prior sponsor approval.
- Tips for Success – Award Setup and Modification Requests in SAGE
- When will I need to use an eGC1 vs request a Modification in SAGE?
- How do I know which Modification Request type to choose?
- SAGE Modification Learning Resources (classes, job aids, documentation, etc.)
Award Modification Budgets
The budget information needed for your SAGE Modification Request can be shared with OSP and GCA by providing a link to your SAGE Budget snapshot.
Closeout
Refer to the following award closeout resources and guidance:
- Reporting on your award at Closeout
- GCA’s Closing Your Award guidance, including information about the Final Action Date (FAD)
- Explore a comprehensive list of GCA Resources.
FAQs
View all research FAQs related to Workday Finance and the 2023 Finance Transformation.