Overview
As with any implementation, unexpected issues pop up that need to be resolved. This page captures the issues that we are currently aware of, including their status. If you identify an issue that is not on this list, please let us know: gcahelp@uw.edu.
The content on this webpage is updated weekly on Mondays.
Outstanding Issues List
- Discrepancies between Award Line Company and Cost Centers (4/8/2024)
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Issue - Workday requires that the award line company match the cost centers on the award line and grant. When the values don't align, it can prevent campus from posting expenses, GCA from creating sponsor invoices, and RCA from posting cash received for letter of credit drawdowns.
Added - April 8, 2024
Process - Award Setup, Invoicing, Cash Application
Status - The Financial Applications Management team is testing solutions the week of April 8, 2024.
Workaround - No current workaround
Expected Resolution Date - TBD
- Cost share spend incorrectly charging funding sources (4/4/2024)
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Issue - Workday funding source condition rules are not running properly so cost share spend is charging the default funding source or an incorrect funding source.
Added - April 4, 2024
Process - Cost Share
Status - GCA is working with the ISC and Projects team to identify the cause of the issue.
Workaround - No current workaround
Expected Resolution Date - May 1, 2024
- Gap in Fabrication Business Process Documentation (3/6/2024)
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Issue - GCA's current business process documentation addresses fabrication for awards created in Workday. There is little documentation that refers to converted awards and this gap is creating delays in creating final financial reports for converted awards.
Added - March 6, 2024
Process - Reporting
Status - A working group has been stood up to document the fabrication process in detail.
Workaround - GCA works with EIO on a case-by-case basis that fabrications are complete before submitting final financial reports to sponsors.
Expected Resolution Date - May 31, 2024
- Supplies expenses on CR invoices are incorrectly appearing as "Equipment" (2/15/2024)
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Issue - Sponsor invoices for some cost reimbursable awards are displaying expenses charged to the "Supplies and Materials" as "Equipment".
Added - February 15, 2024
Process - Invoicing
Status - GCA has reported the issue to the Financial Application Management (FAM) team. FAM has analyzed the issue and is assessing potential solutions.
Workaround - No workaround
Expected Resolution Date - May 31, 2024
- F&A charging incorrectly for sponsored programs with F&A caps (2/8/2024)
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Issue - Workday is undercharging awards that have a sponsor-approved F&A cap.
Added - February 8, 2024
Process - Award Management
Status - GCA has reported the issue to the Financial Application Management team. This is a high priority due to the potential financial impact to sponsored programs.
Workaround - No workaround
Expected Resolution Date - May 31, 2024
- Tuition expenses appear without student names (2/2/2024)
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Issue - Tuition expenses appear without student names in Workday and on sponsor invoices
Added - February 2, 2024
Process - Invoicing
Status - GCA is working with UW-IT to define the scope of the issue.
Workaround - No workaround
Expected Resolution Date - May 15, 2024
- Supplier invoices are stuck in Draft status (11/29/2023)
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Issue - Supplier invoices are stuck in Draft status due to a variety of issues
Added - November 29, 2023
Process - Award Management
Status - GCA is researching various error messages and brainstorming solutions to each.
Workaround - GCA receives a report of draft supplier invoices and manually updates Workday for each
Expected Resolution Date - May 15, 2024
- Tuition expenses are posting as scholarships (11/22/2023)
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Issue - Tuition expenses are posting as scholarships which has tax implications and creates F&A issues
Added - November 22, 2023
Process - Award Management
Status - A working group is remediating the Student DB (SDB) and creating new spend categories.
Workaround - No current workaround
Expected Resolution Date - May 31, 2024
- External customers cannot reimburse UW using a credit card (11/13/2023)
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Issue - Program income external customers cannot reimburse UW using a credit card
Added - November 13, 2023
Process - Award Management
Status - In Progress
Workaround - External customers must use an alternative payment method.
Expected Resolution Date - April 30, 2024
- Personnel expenses appear in wrong part of sponsor invoices (11/13/2023)
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Issue - Salaries and fringe benefit expenses appear in the Unallocated section of cost reimbursable invoices
Added - November 13, 2023
Process - Invoicing
Status - Additional issues were discovered during testing that are being documented for resolution.
Workaround - GCA manually corrects impacted sponsor invoices.
Expected Resolution Date - May 31, 2024
Resolved Issues
- Cannot change Workday budget date for miscellaneous payments
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Issue - Workday does not allow the Budget Date to be changed once a miscellaneous payment posts
Added - November 29, 2023
Process - Award Management
Status - Resolved April 24, 2024
Resolution - According to the Budget Dates in Workday article, Budget Dates for miscellaneous payments can be changed when the transaction is in "Draft" or "In Progress" status. Once the transaction is "Completed" or "Settled", the Budget Date cannot be changed. GCA has a process to help in these cases. Please send an Award Portal ticket to GCA for assistance.
- Sponsor invoices can't include expenses associated with UW1861 and SOM
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Issue - GCA can’t create a sponsor invoice that includes expenses associated with UW1861 and expenses associated with SOM. This happens most commonly with payroll expenses.
Added - April 22, 2024
Process - Invoicing
Status - Resolved April 22, 2024
Resolution - GCA will notify campus using Award Portal that this is an issue and request that the campus unit process Payroll Accounting Adjustments to correct the company.
- No process for "fringe benefit only" cost transfers
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Issue - No defined process for transferring fringe benefit expenses only (without corresponding salary)
Added - December 29, 2023
Process - Award Management
Status - Resolved April 17, 2024
Resolution - GCA and Huron have documented the process for transferring unallowable fringe benefits from a sponsored program award in Workday. GCA will identify awards that require these transfers and process journals as needed.
- Shared Environments can't edit Workday budget dates
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Issue - Shared Environments don't have the appropriate Workday security role to edit Workday Budget Dates
Added - January 19, 2024
Process - Award Management
Status - Resolved on April 16, 2024
Resolution - It has been decided that GCA will retain the ability to edit budget dates for certain transactions. Send an email to gcahelp@uw.edu with the Workday Award number, Grant worktag, Transaction Type, Transaction #, Correct Budget Date. Please visit the UW Connect article Budget Date in Workday for information about the types of Workday transactions that have budget dates.
- No SAGE notification for new advance requests
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Issue - SAGE does not send a notification when GCA processes a new advance request
Added - January 11, 2024
Process - Award Setup
Status - Resolved on April 11, 2024
- PAAs are posting while award line is in "Closeout in Progress" status
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Issue - Payroll Accounting Adjustments (PAAs) are posting while the award line is in "Closeout in Progress" status. This was left out of the custom validation that dictates what Award Line Lifecycle Statuses allow campus to post expenses.
Added - February 9, 2024
Process - Closeout
Status - Resolved on March 28, 2024
Resolution - The Workday custom validation is updated to prevent PAAs from posting to an award line in "Closeout in Progress" status.
- Cannot void legacy invoices in Workday
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Issue - GCA cannot void legacy invoices in Workday
Added - November 13, 2023
Process - Invoicing
Status - Resolved on March 25, 2024
- NIH awards appear as NIGMS in Workday
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Issue - Workday awards where NIH is the Sponsor or the Prime Sponsor now appear with National Institute of General Medical Sciences (NIGMS).
Added - February 26, 2024
Process - Award Setup
Status - Resolved on February 28, 2024
Resolution - GCA now has an enhanced Workday report that provides an audit trail for sponsor changes.
- Budget Column on CR Invoices is incorrectly displaying "$0.00" instead of WD Plan
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Issue - Sponsor invoices for cost reimbursable awards include a column for the Workday Award Plan. This column is displaying "$0.00" instead of the dollar amount entered into the Workday Award Plan.
Added - February 15, 2024
Process - Invoicing
Status - Resolved on February 23, 2024
Resolution - Workday now automatically generates the sponsor invoices with the correct award plan totals.
- Campus cannot submit advance extensions to GCA in SAGE
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Original Issue - Campus could not submit advance extensions to GCA in SAGE
Process - Award Setup
Status - Resolved on November 30, 2023
Instructions - SAGE Extending an Advance webpage
- Tuition charges not showing up as billable within Workday
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Original Issue - Tuition charges were not showing up as billable within Workday
Process - Invoicing
Status - Resolved on November 22, 2023
- UW month-end close process delayed sponsor invoices
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Original Issue - Month end close process was delaying sponsor invoices
Process - Invoicing
Status - Resolved on December 8, 2023
- Salary over the cap posting incorrectly to a grant
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Original Issue - Salary over the cap was posting incorrectly to a grant
Process - Award Management
Status - Resolved on November 21, 2023
- No instructions for campus to invoice external customers for program income activity
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Original Issue - No instructions for campus to invoice external customers for program income activity
Process - Award Management
Status - Resolved on November 13, 2023
Job Aid / Instructions - Program Income Invoice (for external customers) and Program Income Internal Journal (for internal customers)
- Workday R1234 report is missing cost share information
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Issue - Workday R1234 Grant Budget vs. Actual report is missing cost share information
Process - Award Management, Invoicing, Reporting, Closing
Status - Resolved on November 9, 2023