{"id":46460,"date":"2023-05-19T10:39:07","date_gmt":"2023-05-19T17:39:07","guid":{"rendered":"https:\/\/www.washington.edu\/research\/?page_id=46460"},"modified":"2025-03-25T13:54:57","modified_gmt":"2025-03-25T20:54:57","slug":"uwft-for-principal-investigators","status":"publish","type":"page","link":"https:\/\/www.washington.edu\/research\/workday-finance-research\/uwft-for-principal-investigators\/","title":{"rendered":"Workday Finance for Principal Investigators"},"content":{"rendered":"<p>On July 6, 2023, the UW switched from a nearly 50-year-old finance system to a new one \u2013 Workday Finance. With this transition came a great deal of change. This page provides important information to help Principal Investigators (PIs) continue to navigate the transition.<\/p>\n<hr \/>\n<h2>Contents<\/h2>\n<ul>\n<li><a href=\"#accessing-workday\">Accessing Workday<\/a><\/li>\n<li><a href=\"#award-systems\">Award Systems<\/a><\/li>\n<li><a href=\"#new-resources\">New &amp; Notable Resources<\/a><\/li>\n<li><a href=\"#escalating-problems\">Escalating Problems &amp; Getting Help<\/a><\/li>\n<\/ul>\n<hr \/>\n<p><em><strong>Updated March 25, 2025<\/strong><\/em><\/p>\n<h2 id=\"accessing-workday\">Accessing Workday<\/h2>\n<p>Workday roles determine what information you can access and tasks you can complete in Workday. PIs are assigned one or both of the following roles:<\/p>\n<ul>\n<li><b>Principal Investigator (Grants) Role: <\/b><span style=\"font-weight: 400;\">PIs with active awards are automatically assigned the Workday role Principal Investigator (Grants), which simply means that you have the authority to see and approve spending on your awards.<\/span><\/li>\n<li><b>Grant Manager Role:<\/b><span style=\"font-weight: 400;\"> Some PIs who do not have administrative support also receive the Grant Manager role and should expect additional training. If this applies to you, check with your unit administrator to make sure you have had the Grant Manager role assigned to you.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Based on your role(s), you will receive access to Workday training courses.<\/span><\/p>\n<h2 id=\"award-systems\">Award Systems<\/h2>\n<h3>SAGE<\/h3>\n<ul>\n<li><strong><a href=\"https:\/\/www.washington.edu\/research\/myresearch-lifecycle\/setup\/financials\/\">Award Setup<\/a>:<\/strong> SAGE is used for award setup and modification, and provides transparency into key award information.<\/li>\n<\/ul>\n<h3>Workday Finance<\/h3>\n<ul>\n<li><strong><a href=\"https:\/\/workday.uw.edu\/\">Workday Finance<\/a><\/strong><span style=\"font-weight: 400;\"><strong>:<\/strong> Workday is used to manage awards, procurement, and travel reimbursements. Review Workday training materials on <a href=\"https:\/\/finance.uw.edu\/ps\/resources\/resourcelist\">Procurement Resource List<\/a> and <\/span><a href=\"https:\/\/uw.service-now.com\/finance?id=home\"><span style=\"font-weight: 400;\">UW Connect Finance.<\/span><\/a><\/li>\n<\/ul>\n<h3>Award Portal<\/h3>\n<ul>\n<li><a href=\"https:\/\/fin-s-web22.finance.uw.edu\/fin\/AwardPortal\/\"><b>Award Portal<\/b><\/a><b>: <\/b><span style=\"font-weight: 400;\">In addition to SAGE and MyResearch, Award Portal assists with grant management and communications tasks with GCA. \u200bTraining materials and resources are available on GCA&#8217;s <a href=\"https:\/\/finance.uw.edu\/gca\/award-portal\">Award Portal<\/a> webpage.<\/span><\/li>\n<\/ul>\n<h3>Employee Compensation Compliance (ECC)<\/h3>\n<ul>\n<li><a href=\"https:\/\/finance.uw.edu\/pafc\/effort-reporting\"><b>Effort Reporting<\/b><\/a><b>: <\/b>Employee Compensation Compliance (ECC) is <span style=\"font-weight: 400;\">used to report effort related to sponsored awards<\/span>. <span style=\"font-weight: 400;\">For hands-on guidance, attend ECC&#8217;s weekly<\/span> <a href=\"https:\/\/finance.uw.edu\/pafc\/ecc_office_hours\"><span style=\"font-weight: 400;\">Office Hours<\/span><\/a><span style=\"font-weight: 400;\"> or <\/span><a href=\"https:\/\/finance.uw.edu\/pafc\/effort-reporting\/training\"><span style=\"font-weight: 400;\">review training materials<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">For a comprehensive list of tools provided by the Office of Research, visit review <\/span><a href=\"https:\/\/www.washington.edu\/research\/tools\/\"><span style=\"font-weight: 400;\">Research Administration Tools<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For more information on reporting tools, review the <\/span><a href=\"https:\/\/www.washington.edu\/research\/faq\/what-tools-and-resources-are-available-for-award-data-and-reporting\/\"><span style=\"font-weight: 400;\">What tools and resources are available for award data and reporting?<\/span><\/a><span style=\"font-weight: 400;\"> FAQ<\/span><\/p>\n<h2 id=\"new-resources\">New &amp; Notable Resources<\/h2>\n<ul>\n<li aria-level=\"1\"><a href=\"https:\/\/it.uw.edu\/service-news\/enhancing-workday-worktags-with-embedded-reports\/\">Embedded reports<\/a> are now available directly within Award, Grant, Cost Center, and Gift worktags, providing visibility into balances, activities, and budget-to-actuals data.<\/li>\n<li aria-level=\"1\">The <a href=\"https:\/\/it.uw.edu\/service-news\/empowering-pis-and-grant-managers-new-resources-for-grant-reporting\/#PI\">PI Dashboard<\/a> and <a href=\"https:\/\/wiki.cac.washington.edu\/pages\/viewpage.action?pageId=226507771\">Post-Award Dashboard<\/a> are available for reporting needs.<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">For live help with SAGE, schedule a <\/span><a href=\"https:\/\/www.washington.edu\/research\/announcements\/teams-appointments-for-sage-support\/\"><span style=\"font-weight: 400;\">Teams Appointment for SAGE Support<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">When preparing an OSP\/GCA Modification Request, review the <\/span><a href=\"https:\/\/www.washington.edu\/research\/forms-and-templates\/checklist-osp-gca-mods-in-sage\/\">Checklist: OSP\/GCA Modifications in SAGE<span style=\"font-weight: 400;\">.<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\">For reporting needs, download a copy of the <a href=\"https:\/\/uwnetid-my.sharepoint.com\/:f:\/g\/personal\/kresl_uw_edu\/Em131nVoRM5Ep7ZfGaTbfR8B7zbBP-19PMgfTwCgYGAKxg\">Award, Proposal &amp; Related Requests<\/a> (select \u201cUnder Construction\u201d in the \u201cKey Reports\u201d folder) workbook for local analysis. It contains eGC1s, awards, ASRs, MODs, subawards, and Non-Award Agreements (NAAs) since FY24.<\/li>\n<\/ul>\n<h2 id=\"escalating-problems\">Escalating Problems &amp; Getting Help<\/h2>\n<h3><strong>Troubleshooting<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">When you encounter problems with Workday Finance, or other integrated systems, please refer to the following guidance:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Report issues using the <\/b><a href=\"http:\/\/discover.uw.edu\/MTMxLUFRTy0yMjUAAAGOyX9kBHKrEmkVXGcgYYqngFnkaZLKkpyD6W2ZnWvIJ5euI93GRico0Y-poIFTTuJa_rDp0oY=\"><b>UW Connect Finance Portal<\/b><\/a><span style=\"font-weight: 400;\">.<\/span> <span style=\"font-weight: 400;\">The problem reports will go to your School\/College Shared Environment.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Check with your unit to make sure there are no approvals pending<\/b><span style=\"font-weight: 400;\"> (e.g. for invoices) or corrections needed to Award Setup and Modification Requests. <strong>Reminder:<\/strong> Principal Investigators (PIs) are required to approve subrecipient invoices on a bi-monthly basis using Workday.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Refer to <\/b><a href=\"https:\/\/www.washington.edu\/research\/announcements\/sage-prioritized-issues-new-features\/\"><b>SAGE Features &amp; Prioritized Issues<\/b><\/a><b> and <\/b><a href=\"https:\/\/finance.uw.edu\/gca\/known-issues\"><b>GCA Known Issues<\/b><\/a><b>.<\/b><span style=\"font-weight: 400;\"> The problem you are facing may have a workaround or fix in the works.\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">For help using SAGE, review <a href=\"https:\/\/www.washington.edu\/research\/tools\/sage\/guide\/sage-overview\/sage-contact-information\/\">SAGE Contact Information<\/a>.\u00a0<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3><strong>Urgent Requests\u00a0<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">If you experience delays in getting the support you need, or for other pressing matters, r<\/span>efer to central office urgent request processes:<\/p>\n<ul>\n<li><a href=\"https:\/\/finance.uw.edu\/gca\/node\/1720\">Grant &amp; Contract Accounting (GCA) Urgent Requests<\/a><\/li>\n<li><a href=\"https:\/\/www.washington.edu\/research\/faq\/urgent-osp-asr-mod-and-subawards\/\">Office of Sponsored Programs (OSP) Urgent Requests<\/a><\/li>\n<li><span style=\"font-weight: 400;\">Procurement Urgent Requests should go to <\/span><a href=\"mailto:pcshelp@uw.edu\"><span style=\"font-weight: 400;\">pcshelp@uw.edu<\/span><\/a><span style=\"font-weight: 400;\"> and, if needed, notify your Shared Environment for further escalation.<\/span><\/li>\n<\/ul>\n<h3><strong>Escalation Process<\/strong><\/h3>\n<p>If your project is at risk of losing funding, collaborators, or vendors, refer to the <a href=\"https:\/\/www.washington.edu\/research\/faq\/how-do-i-escalate-an-urgent-sponsored-research-problem\/\">&#8220;How do I escalate an urgent sponsored research problem?&#8221;<\/a> FAQ for a step-by-step escalation process.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>On July 6, 2023, the UW switched from a nearly 50-year-old finance system to a new one \u2013 Workday Finance. With this transition came a great&#8230;<\/p>\n","protected":false},"author":58,"featured_media":0,"parent":42070,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"templates\/page-builder.php","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-46460","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.1.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Workday Finance for Principal Investigators - UW Research<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.washington.edu\/research\/workday-finance-research\/uwft-for-principal-investigators\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Workday Finance for Principal Investigators - UW Research\" \/>\n<meta property=\"og:description\" content=\"On July 6, 2023, the UW switched from a nearly 50-year-old finance system to a new one \u2013 Workday Finance. 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