{"id":62923,"date":"2026-03-13T15:52:08","date_gmt":"2026-03-13T22:52:08","guid":{"rendered":"https:\/\/www.washington.edu\/research\/?page_id=62923"},"modified":"2026-03-17T16:54:34","modified_gmt":"2026-03-17T23:54:34","slug":"monitoring-salary-charges-on-sponsored-awards-v-1","status":"publish","type":"page","link":"https:\/\/www.washington.edu\/research\/monitoring-salary-charges-on-sponsored-awards-v-1\/","title":{"rendered":"Monitoring Salary Charges on Sponsored Awards v.1"},"content":{"rendered":"<div  class=\"grid row    \" >\n<div  class=\"col-8\">\n<p><span style=\"font-weight: 400;\">Monitor salary and benefit charges to ensure they are <\/span><b>accurate, allowable, benefit the award, and are aligned with the sponsor-approved budget and committed effort <\/b><span style=\"font-weight: 400;\">\u2014 and to correct issues quickly.<\/span><\/p>\n<h2><b>On this Page<\/b><\/h2>\n<ul>\n<li><a href=\"#compliance-essentials\">Compliance essentials<\/a><\/li>\n<li><a href=\"#review-cadence\">Review cadence (minimum vs. recommended)<\/a><\/li>\n<li><a href=\"#standard-process\">Standard process (five steps)<\/a><\/li>\n<li><a href=\"#common-mistakes\">Common mistakes to avoid<\/a><b><br \/>\n<\/b><\/li>\n<\/ul>\n<hr \/>\n<p><a name=\"compliance-essentials\"><\/a><\/p>\n<h2><b>Compliance essentials<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Be sure to understand the UW compliance requirements for monitoring and correcting salary charges<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.washington.edu\/research\/policies\/gim-23\/\"><span style=\"font-weight: 400;\">GIM 23-Sponsored Program Costing Policy<\/span><\/a><span style=\"font-weight: 400;\"> addresses cost principles of being allowable, reasonable, allocable, and consistently treated.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.washington.edu\/research\/policies\/gim-15\/\"><span style=\"font-weight: 400;\">GIM 15-Accounting Adjustments on Sponsored Awards<\/span><\/a><span style=\"font-weight: 400;\"> addresses timely correction of errors with appropriate justifications for corrections.<\/span><span style=\"font-weight: 400;\">\u00a0<\/span><\/li>\n<\/ol>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Adjustments must be made <\/span><b>within 90 days of discovering an error<\/b><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b><span style=\"font-weight: 400;\">If an adjustment is <\/span>&gt;120 days after the original transaction<span style=\"font-weight: 400;\">, include a <\/span>late explanation<span style=\"font-weight: 400;\">.<\/span><\/b><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<hr \/>\n<p><a name=\"review-cadence\"><\/a><\/p>\n<h2><b>Review cadence (minimum vs. recommended)\u00a0\u00a0<\/b><\/h2>\n<ul>\n<li><b>Minimum:<\/b><span style=\"font-weight: 400;\"> quarterly review<\/span><\/li>\n<li><b>Recommended:<\/b><span style=\"font-weight: 400;\"> monthly (simpler corrections, fewer downstream issues)<\/span><\/li>\n<\/ul>\n<h4>Changes after certification deadline<\/h4>\n<p><b><\/b><span style=\"font-weight: 400;\">Payroll updates flowing into ECC can<\/span><b> trigger recertification<\/b><span style=\"font-weight: 400;\"> if effort was already certified. Re-certifications increase audit risk and can indicate weak internal controls. <\/span><a href=\"https:\/\/finance.uw.edu\/pafc\/effort-reporting\/effort-compliance-topics\/recertification-effort\"><span style=\"font-weight: 400;\">\u00a0<\/span><span style=\"font-weight: 400;\">Minimizing Recertifications<\/span><\/a><\/p>\n<hr \/>\n<p><a name=\"standard-process\"><\/a><\/p>\n<h2><b>Standard process (five steps)\u00a0<\/b><\/h2>\n<div class=\"tab-tour  vertical-tour\" id=\"tabs-tour-container\">\n<div class=\"screen-reader-text\"><\/div>\n<div class=\"row\">\n<div class=\"col-3\">\n<ul class=\"nav flex-column nav-pills\" id=\"tab-tour\" role=\"tablist\" aria-orientation=\"vertical\">\n<li class=\"nav-item\" role=\"presentation\"><button role=\"tab\" class=\"nav-link active\" type=\"button\" id=\"title-tab-tour-1\" data-toggle=\"tab\" href=\"#tab-tour-1\"  aria-controls=\"tab-tour-1\" aria-selected=\"true\" >1. Confirm requirements<\/button><\/li>\n<li class=\"nav-item\" role=\"presentation\"><button role=\"tab\" class=\"nav-link\" type=\"button\" id=\"title-tab-tour-2\" data-toggle=\"tab\" href=\"#tab-tour-2\"  aria-controls=\"tab-tour-2\" aria-selected=\"false\" tabindex=\"-1\">2. Pull payroll and budget data in Workday<\/button><\/li>\n<li class=\"nav-item\" role=\"presentation\"><button role=\"tab\" class=\"nav-link\" type=\"button\" id=\"title-tab-tour-3\" data-toggle=\"tab\" href=\"#tab-tour-3\"  aria-controls=\"tab-tour-3\" aria-selected=\"false\" tabindex=\"-1\">3. Check allowability + allocability + effort<\/button><\/li>\n<li class=\"nav-item\" role=\"presentation\"><button role=\"tab\" class=\"nav-link\" type=\"button\" id=\"title-tab-tour-4\" data-toggle=\"tab\" href=\"#tab-tour-4\"  aria-controls=\"tab-tour-4\" aria-selected=\"false\" tabindex=\"-1\">4. Address Changes &amp; Errors<\/button><\/li>\n<li class=\"nav-item\" role=\"presentation\"><button role=\"tab\" class=\"nav-link\" type=\"button\" id=\"title-tab-tour-5\" data-toggle=\"tab\" href=\"#tab-tour-5\"  aria-controls=\"tab-tour-5\" aria-selected=\"false\" tabindex=\"-1\">5. Communicate with the PI<\/button><\/li>\n<\/ul>\n<\/div>\n<div class=\"col-9\">\n<div class=\"tab-content\" id=\"tab-content-tab-tour\">\n<div class=\"tab-pane fade show active\" id=\"tab-tour-1\" role=\"tabpanel\" aria-labelledby=\"title-tab-tour-1\" tabindex=\"0\">\n<h4>Confirm requirements (award + sponsor)<\/h4>\n<p><span style=\"font-weight: 400\">Review award documents to set expectations for <\/span><b>who should be paid<\/b><span style=\"font-weight: 400\">, <\/span><b>how much<\/b><span style=\"font-weight: 400\">, and <\/span><b>under what constraints<\/b><span style=\"font-weight: 400\">.<\/span><\/p>\n<p><span style=\"font-weight: 400\">Look for:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><b>P<\/b><b>roposal: level of effort <\/b><span style=\"font-weight: 400\">committed for all personnel.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400\"><b>Notice of Award (NoA): level of funding<\/b><span style=\"font-weight: 400\"> \u2013\u00a0<\/span><span style=\"font-weight: 400\">who is funded and at what level; budget\/justification; effort commitments.<\/span><span style=\"font-weight: 400\">\u00a0<\/span><\/li>\n<li style=\"font-weight: 400\"><b>Sponsor requirements and policies: salary caps<\/b><span style=\"font-weight: 400\"> (example: NIH salary cap).\u00a0<\/span><\/li>\n<li style=\"font-weight: 400\"><b>Payroll Costing Allocations in Workday<\/b><span style=\"font-weight: 400\"> \u2013 review worktags and program tags set up for salary, and at what percentages. Consider if a new worktag is required for each budget period.\u00a0<\/span><\/li>\n<\/ul>\n<p><b>Output of this step:<\/b><span style=\"font-weight: 400\"> a clear \u201cexpected payroll picture\u201d for the period you\u2019re reviewing.<\/span><\/p>\n<\/div>\n<div class=\"tab-pane fade show\" id=\"tab-tour-2\" role=\"tabpanel\" aria-labelledby=\"title-tab-tour-2\" tabindex=\"0\">\n<h4>Pull payroll and budget data in Workday<\/h4>\n<p><span style=\"font-weight: 400\">Run reports to compare expected vs. actual and to inspect payroll detail:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><b>Grant Budget vs. Actuals (R1234):<\/b><span style=\"font-weight: 400\"> shows budgeted vs. spent amounts to spot over\/under-spending trends.<\/span><\/li>\n<li style=\"font-weight: 400\"><b>Find Salary Journal Lines\u2026 (R1269.1):<\/b> shows salary journals by worker to validate who was charged and when.<\/li>\n<\/ul>\n<\/div>\n<div class=\"tab-pane fade show\" id=\"tab-tour-3\" role=\"tabpanel\" aria-labelledby=\"title-tab-tour-3\" tabindex=\"0\">\n<h4>Check allowability + allocability + effort (what to verify)<\/h4>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Do workers who are supposed to be paid on the project show up with the <\/span><b>correct salary charges<\/b><span style=\"font-weight: 400\">?<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Are there <\/span><b>unexpected workers<\/b><span style=\"font-weight: 400\"> charged to the award who should be moved off?<\/span><\/li>\n<\/ul>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Does <\/span><b>paid effort<\/b> <b>align<\/b><span style=\"font-weight: 400\"> with what was committed to the sponsor?<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Do costing allocations need updates so <\/span><b>future payroll matches actual effort<\/b><span style=\"font-weight: 400\">? <\/span><i><span style=\"font-weight: 400\">Best practice:<\/span><\/i><span style=\"font-weight: 400\"> Use forecasting to anticipate spending and payroll changes. <\/span><\/li>\n<li style=\"font-weight: 400\">Are individuals on track to <b>meet committed effort<\/b>?<\/li>\n<\/ul>\n<\/div>\n<div class=\"tab-pane fade show\" id=\"tab-tour-4\" role=\"tabpanel\" aria-labelledby=\"title-tab-tour-4\" tabindex=\"0\">\n<h4>Address changes &amp; errors<\/h4>\n<ul>\n<li style=\"font-weight: 400\"><b>Transfer salary charges:<\/b><span style=\"font-weight: 400\"> submit a <\/span><b>PAA<\/b><span style=\"font-weight: 400\"> (see PAA Process Guide).\u00a0<\/span><\/li>\n<li style=\"font-weight: 400\"><b>Update future distribution:<\/b><span style=\"font-weight: 400\"> update <\/span><b>Costing Allocations<\/b><span style=\"font-weight: 400\"> (see Costing Allocations Process Guide)<\/span><\/li>\n<li style=\"font-weight: 400\"><b>Retro-pay:<\/b> follow the <b>Retro-pay Process Guide<\/b><\/li>\n<\/ul>\n<\/div>\n<div class=\"tab-pane fade show\" id=\"tab-tour-5\" role=\"tabpanel\" aria-labelledby=\"title-tab-tour-5\" tabindex=\"0\">\n<h4>Communicate with the PI (keep decisions aligned)<\/h4>\n<ul>\n<li><b>Update PI <\/b><span style=\"font-weight: 400\">on staffing projections.\u00a0<\/span><\/li>\n<li><b>Remind PI <\/b><span style=\"font-weight: 400\">to certify effort and project statements\u00a0<\/span><\/li>\n<li><b>Review commitment across grants <\/b><span style=\"font-weight: 400\">to ensure it is under 100%.<\/span><\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<hr \/>\n<p><a name=\"common-mistakes\"><\/a><\/p>\n<h2><b>Common mistakes to avoid<\/b><\/h2>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Submitting a PAA without a clear \u201cbenefit to the receiving award\u201d justification (violates GIM 15)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Charging Salary Over the Cap to an incorrect worktag<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Not changing payroll costing allocations in time to avoid incorrect salary charges<\/span><\/li>\n<\/ul>\n<\/div>\n<div  class=\"col-4\">\n<div  class=\"card text-left no-image lightgold \" style=\"width:100%\">\n<div class=\"card-body\">\n<h2 class=\"card-title mb-0\">Resources on this Page<\/h2>\n<div class=\"udub-slant-divider\"><span><\/span><\/div>\n<div class=\"card-content\">\n<h4><strong>Reports Mentioned<\/strong><\/h4>\n<ul>\n<li><a href=\"https:\/\/biportal.uw.edu\/details\/5affae7fc7751029faed396ec68e0000\">Grant Budget Vs. Actuals R1234<\/a><\/li>\n<li><a href=\"https:\/\/biportal.uw.edu\/details\/cee80013-0f73-4120-a6f5-ff65aabad549\">Find Salary Journal Lines with Worker Details R1269.1<\/a><\/li>\n<\/ul>\n<h4><strong>Policies Mentioned<\/strong><\/h4>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.washington.edu\/research\/policies\/gim-15\/\"><span style=\"font-weight: 400;\">GIM 15 \u2013 Accounting Adjustments on Sponsored Awards<\/span><\/a><span style=\"font-weight: 400;\">\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.washington.edu\/research\/policies\/gim-23\/\"><span style=\"font-weight: 400;\">GIM 23-Sponsored Program Costing Policy<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/finance.uw.edu\/pafc\/effort-reporting\/effort-compliance-topics\/recertification-effort\"><span style=\"font-weight: 400;\">Minimizing Recertifications<\/span><\/a><\/li>\n<\/ul>\n<h4><b>Related Training<\/b><\/h4>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/finance.uw.edu\/pafc\/session_recordings\"><span style=\"font-weight: 400;\">Post Award Fiscal Compliance Salary Cap Process Overview<\/span><\/a><span style=\"font-weight: 400;\"> (11\/06\/2025 Office Hours)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/employeehelp.workday.uw.edu\/admin-corner\/security-roles\/about-the-costing-allocations-coordinator-role\/\"><span style=\"font-weight: 400;\">Payroll Costing Allocations Coordinator Role, Training, Commonly Used Resources<\/span><\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":144,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"templates\/page-builder-no-image.php","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-62923","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>Monitoring Salary Charges on Sponsored Awards v.1 - 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\/monitoring-salary-charges-on-sponsored-awards-v-1\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Monitoring Salary Charges on Sponsored Awards v.1 - UW Research\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.washington.edu\/research\/monitoring-salary-charges-on-sponsored-awards-v-1\/\" \/>\n<meta property=\"og:site_name\" content=\"UW Research\" \/>\n<meta property=\"article:modified_time\" content=\"2026-03-17T23:54:34+00:00\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data1\" content=\"3 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.washington.edu\/research\/monitoring-salary-charges-on-sponsored-awards-v-1\/\",\"url\":\"https:\/\/www.washington.edu\/research\/monitoring-salary-charges-on-sponsored-awards-v-1\/\",\"name\":\"Monitoring Salary Charges on Sponsored Awards v.1 - UW Research\",\"isPartOf\":{\"@id\":\"https:\/\/www.washington.edu\/research\/#website\"},\"datePublished\":\"2026-03-13T22:52:08+00:00\",\"dateModified\":\"2026-03-17T23:54:34+00:00\",\"breadcrumb\":{\"@id\":\"https:\/\/www.washington.edu\/research\/monitoring-salary-charges-on-sponsored-awards-v-1\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\/\/www.washington.edu\/research\/monitoring-salary-charges-on-sponsored-awards-v-1\/\"]}]},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\/\/www.washington.edu\/research\/monitoring-salary-charges-on-sponsored-awards-v-1\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\/\/www.washington.edu\/research\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"Monitoring Salary Charges on Sponsored Awards v.1\"}]},{\"@type\":\"WebSite\",\"@id\":\"https:\/\/www.washington.edu\/research\/#website\",\"url\":\"https:\/\/www.washington.edu\/research\/\",\"name\":\"UW Research\",\"description\":\"\",\"potentialAction\":[{\"@type\":\"SearchAction\",\"target\":{\"@type\":\"EntryPoint\",\"urlTemplate\":\"https:\/\/www.washington.edu\/research\/?s={search_term_string}\"},\"query-input\":{\"@type\":\"PropertyValueSpecification\",\"valueRequired\":true,\"valueName\":\"search_term_string\"}}],\"inLanguage\":\"en-US\"}]}<\/script>\n<!-- \/ Yoast SEO plugin. -->","yoast_head_json":{"title":"Monitoring Salary Charges on Sponsored Awards v.1 - UW Research","robots":{"index":"index","follow":"follow","max-snippet":"max-snippet:-1","max-image-preview":"max-image-preview:large","max-video-preview":"max-video-preview:-1"},"canonical":"https:\/\/www.washington.edu\/research\/monitoring-salary-charges-on-sponsored-awards-v-1\/","og_locale":"en_US","og_type":"article","og_title":"Monitoring Salary Charges on Sponsored Awards v.1 - UW Research","og_url":"https:\/\/www.washington.edu\/research\/monitoring-salary-charges-on-sponsored-awards-v-1\/","og_site_name":"UW Research","article_modified_time":"2026-03-17T23:54:34+00:00","twitter_card":"summary_large_image","twitter_misc":{"Est. reading time":"3 minutes"},"schema":{"@context":"https:\/\/schema.org","@graph":[{"@type":"WebPage","@id":"https:\/\/www.washington.edu\/research\/monitoring-salary-charges-on-sponsored-awards-v-1\/","url":"https:\/\/www.washington.edu\/research\/monitoring-salary-charges-on-sponsored-awards-v-1\/","name":"Monitoring Salary Charges on Sponsored Awards v.1 - UW Research","isPartOf":{"@id":"https:\/\/www.washington.edu\/research\/#website"},"datePublished":"2026-03-13T22:52:08+00:00","dateModified":"2026-03-17T23:54:34+00:00","breadcrumb":{"@id":"https:\/\/www.washington.edu\/research\/monitoring-salary-charges-on-sponsored-awards-v-1\/#breadcrumb"},"inLanguage":"en-US","potentialAction":[{"@type":"ReadAction","target":["https:\/\/www.washington.edu\/research\/monitoring-salary-charges-on-sponsored-awards-v-1\/"]}]},{"@type":"BreadcrumbList","@id":"https:\/\/www.washington.edu\/research\/monitoring-salary-charges-on-sponsored-awards-v-1\/#breadcrumb","itemListElement":[{"@type":"ListItem","position":1,"name":"Home","item":"https:\/\/www.washington.edu\/research\/"},{"@type":"ListItem","position":2,"name":"Monitoring Salary Charges on Sponsored Awards v.1"}]},{"@type":"WebSite","@id":"https:\/\/www.washington.edu\/research\/#website","url":"https:\/\/www.washington.edu\/research\/","name":"UW Research","description":"","potentialAction":[{"@type":"SearchAction","target":{"@type":"EntryPoint","urlTemplate":"https:\/\/www.washington.edu\/research\/?s={search_term_string}"},"query-input":{"@type":"PropertyValueSpecification","valueRequired":true,"valueName":"search_term_string"}}],"inLanguage":"en-US"}]}},"_links":{"self":[{"href":"https:\/\/www.washington.edu\/research\/wp-json\/wp\/v2\/pages\/62923","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.washington.edu\/research\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.washington.edu\/research\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.washington.edu\/research\/wp-json\/wp\/v2\/users\/144"}],"replies":[{"embeddable":true,"href":"https:\/\/www.washington.edu\/research\/wp-json\/wp\/v2\/comments?post=62923"}],"version-history":[{"count":58,"href":"https:\/\/www.washington.edu\/research\/wp-json\/wp\/v2\/pages\/62923\/revisions"}],"predecessor-version":[{"id":63083,"href":"https:\/\/www.washington.edu\/research\/wp-json\/wp\/v2\/pages\/62923\/revisions\/63083"}],"wp:attachment":[{"href":"https:\/\/www.washington.edu\/research\/wp-json\/wp\/v2\/media?parent=62923"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}