A grant captures sponsored programs activity and are equivalent to ISU Sponsored Programs. Grant is one of the four driver worktags.
Grant
Grant is used to identify sources of funding for sponsored awards. Grant worktags have a 1:1 association with an “Award Line” (a structure in Workday to manage grant activities). Grants use validations to ensure that the grant worktag is valid for transacting based on start/end dates and the status of the award.
All driver worktags are assigned the following default related worktags:
Grants follow these naming conventions:
- Grant ID codes begin with the prefix GR followed by six numeric digits and five numeric digits, separated by a hyphen (GR-004446-00002).
- The grant ID code must be included in the grant name.
- Examples of grants in Workday:
- GR-004763-00001 MULTI-Shanks-Center for Biorenewable Chemicals (CBiRC) Membership
- GR-021408-01000 CS-Bastawros-Fundamental understanding of pipeline material degradation under interactive threats of dents and corrosion
- GR-025520-00001 Dobson-Pursuing patterns in the statistics of utility data to analyze grid resilience
Grants are assigned to one of the following top-level hierarchies.
| Grant Hierarchy | Description | Hierarchy Business Owner |
|---|---|---|
| All Sponsor Funded Grants | The All Sponsor Funded Grants hierarchy includes all grants except cost share. This hierarchy is organized first by business unit, then by cost center, mimicking the BU-to-CC organizational structure. | Mindy Stensland, Associate Controller |
| Cost Share | Cost Share hierarchy is used for awards where cost share is required by the sponsor. | Mindy Stensland, Associate Controller |
| Fringe Benefit Redirect Rules | The Fringe Benefit Redirect Rules grant hierarchy includes grants where sponsor stipulations restrict payment of fringe benefits. This hierarchy is used during the monthly fringe benefits re-direct allocation process. | Mindy Stensland, Associate Controller |
The Office of Sponsored Programs Administration (OSPA) creates all grants first in Kuali Coeus. An integration between Kuali Coeus and Workday runs daily and brings grant data over to Workday. When the grant populates in Workday, Sponsored Programs Accounting (SPA) assumes ownership and maintenance of the grant.
SPA must assign additional data to the grant in Workday that cannot be assigned in Kuali.
Note: If you are a grant's Award Contract Specialist, Grant Coordinator, Principal Investigator, or RRC Coordinator, please allow 48 hours from the time a grant worktag populates in Workday for SPA to assign additional data. Occasionally, data entry errors on the grant need to be corrected before it can be used in transactions. Abstaining from grant activity during this period ensures that you do not replicate grant data entry errors in your costing allocations and other transactions.
Visit the Worktag Inactivation Procedures page for guidance on how to request worktag inactivation.
- ISU SPA Financial Report – This report shows the budget, expenditures for the current month, year-to-date expenditures, remaining balance to spend, total revenue, cash balance, and total obligations and commitments.
- ISU PI Unspent Report – This report shows the total unspent funds on an award.
- ISU Portfolio of Awards – This report reflects all awards that a PI has. This does not show awards for Co-PI’s. It gives a summary of the award, award status, lead principal investigator, lead PI email, sponsor, sponsor award number, award start and end date, and then all financial data shown in the ISUSPA Financial report.
- ISU Awards Expiring in 90 days – This report shows all awards expiring in 90 days.
Find more information on grants and award management on the Sponsored Programs Accounting webpage within the Controller's website.