1. Brown Bag for Research Administrators
Hosted by: The Office of Sponsored Projects Administration
September 14, 2018

2. Please be aware that this session is being recorded.
If you are attending remotely, please be sure your microphone is on Mute

3. Today’s Agenda Welcome and OSP Staff Introductions
Workday Continuous Improvement
Workday 31: New User Interface
New Reports for IDC Reconciliation
Effort Reporting Period Update: Spring 2018
IRES Upgrade

4. Welcome! OSP Staff Introductions
Presented by: Amy Ellis
Associate Director, Proposals

5. Welcome! OSP Staff Introductions
Jacky Anderson-Kronengold, Senior Administrative Assistant

6. Workday Continuous Improvement:
New Award User Interface
Indirect Costs Reconciliation Report
Presented by: Jessica Foote
Workday Business Analyst

7. New Award User Interface (UI)

8. New condensed header always visible
Tabs and subtabs to organize information
Award Calendar shown on Overview | Summary – no extra clicks

12. Resources Updated View Award Event video
Updated View Award Event training guide
Updated Grant Cost Sharing training guide

13. Questions?

14. We’ll wait a couple of minutes to give our remote audience time to submit their questions.

15. Reconciling F&A on Sponsored Awards

16. Why reconcile IDC?
Departments – verify that remaining balance is accurate during the life of an award OSP – verify that indirect costs are recovered from the sponsor appropriately

17. The Bad Old Days
Oracle IDC Reconciliation

19. Things you needed to reconcile indirect costs in Oracle
At a minimum:
A spreadsheet
Cumulative report by expenditure type
A way to identify which expenditure types were subject to IDC
And possibly also:
A way to break costs out by FY
A way to identify costs belonging to each subaward

20. Indirect Costs Reconciliation by Award – Yale Indirect Costs Reconciliation by Grant – Yale
Workday Reports

21. Purpose of Reports
Evaluate accuracy of IDC postings for transactions originating in Workday
Overview of effective F&A rate with successive levels of drill
Identify problem areas for targeted analysis

22. How does it work?
In Workday, when a direct cost posts to a sponsored award, a secondary process posts revenue and F&A.
The journals posted for F&A carry worktags for Spend Category and Ledger Account as follows:
Spend Category is the same as the direct cost that generated the F&A
Ledger Account is F&A

23. How does it work?
Ledger Account Allocation Expense – F&A Indirect Costs
Spend Category SC251 Travel – Transportation

24. How does it work?
By comparing the amount charged to the F&A Ledger Account (91017) for a given Spend Category to the amount charged to the direct Ledger Account for that Spend Category, an effective F&A rate can be generated. This rate should be either the sponsor’s overhead rate (if applicable), or 0% (if exempt), except for subawards.
Spend Category
Indirect (LA = 91017)
Direct (LA ≠ 91017)
Effective IDC Rate
SC252 Travel - Lodging
675.00
1,000.00
67.5%
SC134 Supplies - Chemicals
6,530.84
9,675.32

25. Indirect Costs Reconciliation by Award – Yale
Must own the Award; can be limited by Grant

26. Indirect Costs Reconciliation by Award – Yale

27. Indirect Costs Reconciliation by Award – Yale

28. Indirect Costs Reconciliation by Award – Yale

29. Indirect Costs Reconciliation by Award – Yale
Basis Limit:
The amount of direct cost subject to IDC on the Grant
Appears only if Award Line has a stated Basis Limit

30. Indirect Costs Reconciliation by Grant – Yale

31. Notes
Important: Workday calculates indirect costs based on the Budget Date of the transaction, NOT the Fiscal Period or Accounting Date. The report will display results by fiscal year based on the Budget Date in order to validate that the correct overhead rate was applied. Most other reports aggregate costs by Fiscal Period or Accounting Date. Therefore, the cumulative totals by fiscal year for this report may differ compared to other reports. Many subaward invoices are posting using a Budget Date related to the start of the contract rather than the invoice date. (Known issue being worked on.)

32. Notes
If a transaction was not associated with a Spend Category, it will show as “(Blank)” in this report. When a manual IDC adjustment is processed, a Spend Category meaning indirect costs is used, which will cause the calculations to look different.

33. Questions?

34. We’ll wait a couple of minutes to give our remote audience time to submit their questions.

35. Effort Reporting Period Update
Presented by:
Jessica Gray
Effort Reporting Financial Analyst

36. Effort Reporting Spring 2018 Effort Reporting Period
Payroll Accounting Adjustments (PAAs) from Effort Certification
Retro pay processed in pay periods outside of the effort reporting period

37. Questions?

38. We’ll wait a couple of minutes to give our remote audience time to submit their questions.

39. IRES Upgrade Jessica Hammatt
Presented by:
Jessica Hammatt
Assistant Director, Research Enterprise Applications

40. IRES Upgrade
An update on the recent IRES upgrade

41. Questions?

42. We’ll wait a couple of minutes to give our remote audience time to submit their questions.

43. Closing Comments and Thank you for coming!