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Administrator Guide
Last Updated: 2024-03-08
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Correct Awards

Correct Awards

  • Create and approve an award.
  • Create award correction reasons on the
    Maintain Award Amendment and Correction Reasons
     task.
  • Configure the
    Award Correction Event
     business process and security policy in the Grants Management functional area:
    • To view impacted spend transactions, invoices, and billing schedules when you change the sponsor or bill-to sponsor on an award, add the
      Approve Sponsor Change Details
       action step before the completion step.
    • To be routed to the change task for award billing schedule after you change the bill-to sponsor on an award, add the
      Award Billing Schedule Event
       billing process as a subprocess after the completion step.
When you want to make changes to your award without creating a new version of the award, you can correct the award. You can correct different versions of an award simultaneously, but you can't correct an award version that's already in the process of being corrected. When you submit an award correction, you can't view the changes until you complete the business process for the correction.
Sponsor changes might impact your unbilled spend transactions. For accounting accuracy, you should:
  • Bill any spend transactions that you want to charge to the old sponsor before you change the sponsor.
  • Ensure that the spend transactions you want to charge to the new sponsor are unbilled and dated after the sponsor change correction date before you reprocess award costs.
You can change the
Sponsor
 on any award version, but you can only change the
Bill-to Sponsor
 on the current award. When you change the sponsor or bill-to sponsor on the award, Workday doesn't update the sponsor or bill-to sponsor on transactions where the sponsor invoices are:
  • Paid.
  • Generated and shown as billed on the billing schedule.
When you change
Bill-to Sponsor
, Workday updates the billing schedule with the new bill-to sponsor and sets the billing schedule status to
Draft
. You should update the rest of the billing schedule to ensure that all the information aligns with the new bill-to sponsor before submitting the billing schedule. Once submitted, the change to
Bill-to Sponsor
 on the billing schedule is effective immediately on all versions of the award.
  1. From the related actions menu of the award version you want to correct, select
    Award
    Correct
    .
  2. As you make the correction, consider these tabs:
    Option Description
    Other Information
    Select an active award correction reason in the
    Reason
     field in the
    Correction Information
     section.
    You can create condition rules on the steps of the
    Award Correction Event
     business process to route award corrections for review and approval based on the correction reasons.
    You can configure the optional fields on the
    Award Correction Event
     business process to hide or require the correction
    Reason
     field from this task.
    Attachments
    You can only add or delete attachments with award corrections. To edit existing attachments, manage the attachments directly from the related actions menu of the award.
    Attachments are always associated with the latest version of the award.
  3. When you change
    Sponsor
     or
    Bill-to sponsor
     on the award contract, you can view these tabs in the
    Approve Sponsor Change Details
     step onthe
    Award Correction Event
     business process:
    Tab
    Details
    Award Transactions
    When you change the
    Sponsor
     on the award contract, Workday displays all non-canceled spend transactions that are associated with the sponsor on this tab. To update these transactions with the new sponsor, you can reprocess award costs for these transactions after the business process completes.
    To ensure accounting accuracy:
    • Bill any spend transactions that you want to charge to the old sponsor before you change the sponsor.
      Ensure that the spend transactions you want to charge to the new sponsor are unbilled and dated after the sponsor change correction date before you reprocess award costs.
    When you don't change the
    Sponsor
     on the award contract, Workday displays no rows on this tab.
    Sponsor Invoices
    When you change the
    Bill-To Sponsor
     on the award contract, with or without changing the
    Sponsor
    , Workday displays all approved and unpaid invoices that are associated with the bill-to sponsor on this tab. To update these invoices with the new bill-to sponsor, cancel and regenerate the invoices after the business process completes. When you change only the
    Sponsor
     and not the
    Bill-To Sponsor
     on the award contract, Workdaydisplays the unpaid invoices from spend transactions that are dated after the date of the award correction on this tab.
    Award Billing Schedules
    When you change either the
    Sponsor
     or
    Bill-To Sponsor
     on the award contract, Workday displays all non-canceled billing schedules associated with the award on this tab.
    When you change the bill-to sponsor, Workday updates the bill-to sponsor on the billing schedules and puts the billing schedules in
    Draft
     status. Before you submit the billing schedules for approval, verify that the settings in the other fields on the billing schedule (example:
    Payment Terms
    ) are still correct for the new bill-to sponsor, and update those that aren't.
    You can incorporate the update of the billing schedule onthe
    Award Correction Event
     business process by adding
    Award Billing Schedule Event
     as a subprocess after the completion step of the correction business process. Workday doesn't initiate this subprocess when the award version is not the current version. To ensure that Workday only initiates this subprocess when the bill-to sponsor changes, add an entry condition rule for the
    Award Billing Schedule Event
     step where the value for the
    Has Bill-To Sponsor Changed?
     field must be true.
    The change of bill-to sponsor on the billing schedule is effective immediately upon submission of the billing schedule.
    The
    Award Transactions
     and
    Sponsor Invoices
     tabs don't capture transactions or invoices with budget dates that fall outside of award line dates even when you select
    Ignore Award Line Dates
     in the company award costs processing rule. Workday picks up these transactions and invoices when you reprocess your award costs after the award correction event completes.
  4. When you click
    Save for Later
    , you can edit the award later from the related actions menu of the award.
Workday routes the award correction to reviewers with the
Award Correction Event
 business process. When there are worktags on the award line, Workday routes the award correction to managers on the intersection of the worktags.
If your award correction involves changing:
  • A  setting that affects the facilities and administration (F&A) calculation, run the
    Reprocess Award Costs
     task after the award correction. See Reprocess Award Costs for fields that require a reprocess when updated.
  • The bill-to sponsor, cancel any unpaid invoices and recreate them with the new bill-to sponsor after you update the billing schedule.