Workday Research Resources 

Workday is UW Bothell’s financial system which allows researchers to manage award expenditures, budget tracking, payroll expenses, procurement and travel expenses, award inventory management, manage cost share and manage subawards. This robust system has a variety of customizable reports that Principal Investigators and administrators may utilize to get the most up to date information on award finances.  

Grant Reports and Resources: 

The following Workday reports can be accessed by PIs and Administrators supporting. Start by logging into Workday and searching the title in the top search bar.  

• Grant Budget Vs Actuals R1234 – This report provides the budget and actual expenditures for a grant for a specific fiscal or award period, including direct and indirect totals by sponsor, cost share, and program income revenue. Use this report to track spending.  
  • For detailed instructions, log in to review UW’s Core Training and best practices for Grant Budget Vs Actuals R1234 
• Grant Manager Dashboard: This dashboard gives PIs an overview of all their grants, including total spent and remaining. If you are not the PI for the grant and click on this, you will not see any results, this is just for PIs.  

Workday Training and Support 

UW transitioned to Workday July 2023 for the FY24 fiscal year. With this transformation, UW has put together numerous resources to navigate the transition. Below are some relevant links for tracking your grants in the new system: 

• Workday Finance and Research: This page brings together information and resources to help the UW research community navigate the transition to Workday Finance. 
• Workday Finance for Principal Investigators: This page provides important information to help Principal Investigators (PIs) navigate the transition. 
• PI Training Resources: This page provides information and links to UWFT-related courses and training resources for PIs and Grant Managers.  

If you would like to review your grant expenditures in workday, please email your contact, Leena Perera (leena@uw.edu) or Kelsey Bolinger (kelsboli@uw.edu) 

Payroll and Expense Adjustments: 

The Office of Sponsored Research provides each PI a monthly report of their award expenditures to review and approve. This report will typically have indirect and direct costs associated with the specific grant. The purpose of this report is to allow a PI to confirm expenses are correct while also tracking budget amounts each month. In the case that there is a missing or incorrect transaction, it is the responsibility of the PI to inform a member of OSR or the department of the changes required. Salaries and fringes are included in these reports to provide PIs a comprehensive overview of their award spending, however official approval of salaries and fringes are done during the effort review process. 

A PI or department administrator may use Workday as a tool to track these expenses to ensure the award is being spent correctly. An expenditure correction must be made within 90 days of when the error is discovered. If an adjustment is requested more than 120 days after the transaction date, an additional explanation for why the adjustment is late must be included and available for reference. The monthly reports sent from OSR can eliminate delays in catching errors to meet the requirement of making these adjustments within the correct window.

Workday FAQs