Summer 2023 GCA Forum Updates and Award Structures Presentation
Welcome to the Summer 2023 GCA Forum where updates from GCA, award structures in Workday, and unique elements of awards are discussed. Topics include handling backlog in award setup, manual invoicing issues, delayed reporting, and more. Join us for insights from Vince Gonzalez, Associate Director of Grant & Contract Accounting.
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Disclaimer Disclaimer The GCA Forum will be recorded and retained for the legally approved retention period under Washington State Policy It is subject to release under the Washington State Public Records Act or Federal Freedom of Information Act (FOIA) It will be posted publicly on our GCA YouTube channel Slide decks and recordings for this and past Forums are linked on our GCA Forum web page https://finance.uw.edu/gca/resources/gca-forum
Summer 2023 GCA Forum GCA Forum
Welcome! Welcome! Please make sure you are muted in order to reduce background noise during the presentation Please ask us questions using the Chat feature in Zoom We want you to be engaged. This meeting is for you
Agenda Agenda Updates from GCA Award structures in Workday NIH SNAP Award HRSA Award (Non-SNAP) Multi-Year Fixed Amount Award Multi-Year Milestone Award
Thank you all for joining us! We want to thank you for your continued patience as we slowly work our way through the new processes Award Setup: backlog of over 800 items in SAGE we are getting through 30-50 each day Invoicing: so far, only manual invoices have gone out troubleshooting the issues Reporting: delayed a bit, as information is in 2 systems Closing: has been on hold! Updates from Updates from GCA GCA
Award structures Award structures in Workday in Workday Vince Gonzalez Associate Director, Grant & Contract Accounting
Unique Elements One award line One final financial report Automatic carryover between budget periods and competitive segments (Awards) NIH SNAP NIH SNAP Award Award Workday Award Setup New Award Setup Request (ASR) establishes award line Supplement & Extension Modification (MOD) requests add funding and extend existing award line Final financial report task at the end of the segment
NIH SNAP Award NIH SNAP Award Standard Setup Standard Setup Prior to Workday Process Workday Process Within SAGE & Workday Within SAGE & FAS Award Setup Request (ASR) Establishes Award and Award Line with Year 1 of Funding Award Line Start & End Dates equal to year 1 budget period Supplement & Extension MODs Adds funding for years 2-5 to existing award line Extends end date with each MOD in line with budget period New Funding Action Establishes Budget with Year 1 of Funding Budget period start and end dates setup for length of Competitive Segment (Years 1-5) Supplement Funding Actions Adds funding for years 2-5
Workday Demonstration Workday Demonstration NIH SNAP award NIH SNAP award Converted Award# AWD Converted Award# AWD- -005270 005270
Unique Elements Multiple one-year award lines Annual and final financial reports Carryover - Subject to Sponsor Limitations HRSA Award HRSA Award (Non (Non- -SNAP) SNAP) Workday Award Setup New ASR establishes Year 1 award line Annual financial report task Supplement & Extension MODs establish award lines for each additional year Annual financial report task for each award line SAGE Budget Worksheet required for each year
HRSA Award (Non HRSA Award (Non- -SNAP) SNAP) Standard Setup Standard Setup Prior to Workday Process Workday Process Within SAGE & FAS Within SAGE & Workday Award Setup Request (ASR) Establishes Award and Award Line for Year 1 of Funding Award Line Start & End Dates equal to year 1 budget period Annual Financial Report due at end of year 1 Supplement & Extension MODs Establishes different award lines for years 2-5 Extends end date with each MOD in line with budget period Annual Financial Report award tasks due at end of years 2-4 Final Financial Report award tasks due at the end of year 5 New Funding Action Establishes Budget for Year 1 of Funding Budget start and end dates based on budget period Financial Report due at end of year 1 Renewal Funding Actions Establishes Budget for Years 2 5 of Funding Budget start and end dates setup for based on budget period Financial Reports due at each of years 2-5
Workday Demonstration Workday Demonstration HRSA Award (Non HRSA Award (Non- -SNAP) Converted Award# AWD Converted Award# AWD- -005848 SNAP) 005848
Multi Multi- -Year Fixed Amount Award Year Fixed Amount Award (American Heart Association) (American Heart Association) Unique Elements Multiple one-year award lines Single billing schedule that covers all years Annual financial reports Restricted carryover Workday Award Setup New ASR establishes award line for each year Single billing schedule for all years (payment from AHA is based on schedule) Annual financial report task for each award line SAGE Budget Worksheet required for each year
Multi Multi- -Year Scheduled Payment Award Year Scheduled Payment Award American Heart Association American Heart Association - - Standard Setup Standard Setup Prior to Workday Process Workday Process Within SAGE & FAS Within SAGE & Workday New Funding Action Establishes Multiple Budgets for each year of funding Agency Annual & Final Financial Reports Budget start and end dates based on funded budget periods Financial Reports due at end of each year Single Billing Schedule with Schedules Payment Invoices Award Setup Request (ASR) Establishes Award and Award Lines for each year of funding Award Line Start & End Dates equal to budget periods Annual & Final Financial Reports due Agency Annual & Final Report Award tasks Single billing schedule w/ Fixed Amount Invoices generated
Workday Demonstration Workday Demonstration American Heart Association American Heart Association Converted Award# AWD Converted Award# AWD- -003693 003693
Unique Elements Multiple one-year award lines Unique billing schedule per year Annual financial reports Restricted carryover Multi Multi- -Year Milestone Award Milestone Award (Cystic Fibrosis (Cystic Fibrosis Foundation) Foundation) Year Workday Award Setup New ASR establishes Year 1 award line Unique billing schedule Milestone award tasks Annual financial report task SAGE Budget Worksheet for Year 1 Supplement & Extensions MODs establish award lines for each additional year Annual financial report task for each award line SAGE Budget Worksheet required for each year
Multi Multi- -Year Milestone Award Year Milestone Award Cystic Fibrosis Foundation Cystic Fibrosis Foundation Standard Setup Standard Setup Prior to Workday Process Workday Process Within SAGE & Workday Within SAGE & FAS New Funding Action Establishes Budget for Year 1 of Funding Budget start and end dates based on budget period Billing schedule established for each year Completion of Milestones spur payments Agency Financial Report due at end of year 1 Award Setup Request (ASR) Establishes Award and Award Line for Year 1 of Funding Award Line Start & End Dates equal to year 1 budget period Agency Annual Financial Report due at end of year 1 Completion of Invoice Milestone Award Tasks spur internal invoices and payments from sponsor Supplement & Extension MODs Establishes award line for subsequent years of Funding Subsequent award line start and end dates based on funded budget period Agency Annual Financial Report due at end of each year Final Financial Report award tasks due at the end of year 5 Renewal Funding Actions Establishes Budget for subsequent years of Funding Budget start and end dates based on budget period Billing schedule established for each year Completion of Milestones spur payments Agency Financial Report due at end of year 1
Workday Demonstration Workday Demonstration Cystic Fibrosis Foundation Cystic Fibrosis Foundation Converted Award# AWD Converted Award# AWD- -003108 003108
Future Forum Future Forum NOVEMBER VIA ZOOM HTTPS://FINANCE.UW.EDU/GCA/TRAINING- OUTREACH/GCA-FORUM SURVEY ABOUT TODAY S FORUM WILL BE SENT OUT SOON!
Join the SAGE team for Join the SAGE team for their office hours! their office hours! Thursday, August 24, 1:00pm-2:00pm https://washington.zoom.us/j/99354670368 Future meetings: Thursday, September 7, 11:00am-12:00pm Thursday, September 21, 1:00pm-2:00pm SAGE office hours schedule: https://www.washington.edu/research/uwft-for-the- research-community/#sage-office-hours
Award Portal: https://finance.uw.edu/gca/award- portal Contact Us Contact Us Email: gcahelp@uw.edu GCA Help: 206-616-9995 9:00am-12:00pm & 1:00pm-4:00pm
