{"id":63,"date":"2024-11-19T14:05:47","date_gmt":"2024-11-19T14:05:47","guid":{"rendered":"https:\/\/www.wisconsin.edu\/workday\/?page_id=63"},"modified":"2026-04-08T18:52:36","modified_gmt":"2026-04-08T18:52:36","slug":"workday-for-research-administration-staff","status":"publish","type":"page","link":"https:\/\/www.wisconsin.edu\/workday\/workday-for-research-administration-staff\/","title":{"rendered":"Workday for Research Administrators"},"content":{"rendered":"\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-9d6595d7 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:33.33%\">\n<h2 class=\"wp-block-heading\">Resources<\/h2>\n\n\n<nav class=\"wp-block-navigation is-layout-flex wp-block-navigation-is-layout-flex\" aria-label=\"Navigation 3\"><ul class=\"wp-block-navigation__container  wp-block-navigation\"><li data-wp-context=\"{ &quot;submenuOpenedBy&quot;: { &quot;click&quot;: false, &quot;hover&quot;: false, &quot;focus&quot;: false }, &quot;type&quot;: &quot;submenu&quot;, &quot;modal&quot;: null, &quot;previousFocus&quot;: null }\" data-wp-interactive=\"core\/navigation\" data-wp-on--focusout=\"actions.handleMenuFocusout\" data-wp-on--keydown=\"actions.handleMenuKeydown\" data-wp-watch=\"callbacks.initMenu\" tabindex=\"-1\" class=\"wp-block-navigation-item has-child open-on-click wp-block-navigation-submenu\"><button data-wp-bind--aria-expanded=\"state.isMenuOpen\" data-wp-on--click=\"actions.toggleMenuOnClick\" aria-label=\"Research Administration Management Portal submenu\" class=\"wp-block-navigation-item__content wp-block-navigation-submenu__toggle\" ><span class=\"wp-block-navigation-item__label\">Research Administration Management Portal<\/span><\/button><span class=\"wp-block-navigation__submenu-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"12\" height=\"12\" viewBox=\"0 0 12 12\" fill=\"none\" aria-hidden=\"true\" focusable=\"false\"><path d=\"M1.50002 4L6.00002 8L10.5 4\" stroke-width=\"1.5\"><\/path><\/svg><\/span><ul data-wp-on--focus=\"actions.openMenuOnFocus\" class=\"wp-block-navigation__submenu-container wp-block-navigation-submenu\"><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/rsp.wisc.edu\/training\/atp-ramp-resources.cfm\"><span class=\"wp-block-navigation-item__label\">RAMP &#8211; UW-Madison<\/span><\/a><\/li><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/147828\"><span class=\"wp-block-navigation-item__label\">RAMP &#8211; UW-Milwaukee and Comprehensives<\/span><\/a><\/li><\/ul><\/li><\/ul><\/nav>\n\n<nav class=\"wp-block-navigation is-layout-flex wp-block-navigation-is-layout-flex\" aria-label=\"Navigation 5\"><ul class=\"wp-block-navigation__container  wp-block-navigation\"><li data-wp-context=\"{ &quot;submenuOpenedBy&quot;: { &quot;click&quot;: false, &quot;hover&quot;: false, &quot;focus&quot;: false }, &quot;type&quot;: &quot;submenu&quot;, &quot;modal&quot;: null, &quot;previousFocus&quot;: null }\" data-wp-interactive=\"core\/navigation\" data-wp-on--focusout=\"actions.handleMenuFocusout\" data-wp-on--keydown=\"actions.handleMenuKeydown\" data-wp-watch=\"callbacks.initMenu\" tabindex=\"-1\" class=\"wp-block-navigation-item has-child open-on-click wp-block-navigation-submenu\"><button data-wp-bind--aria-expanded=\"state.isMenuOpen\" data-wp-on--click=\"actions.toggleMenuOnClick\" aria-label=\"Policies and Calendars submenu\" class=\"wp-block-navigation-item__content wp-block-navigation-submenu__toggle\" ><span class=\"wp-block-navigation-item__label\">Policies and Calendars<\/span><\/button><span class=\"wp-block-navigation__submenu-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"12\" height=\"12\" viewBox=\"0 0 12 12\" fill=\"none\" aria-hidden=\"true\" focusable=\"false\"><path d=\"M1.50002 4L6.00002 8L10.5 4\" stroke-width=\"1.5\"><\/path><\/svg><\/span><ul data-wp-on--focus=\"actions.openMenuOnFocus\" class=\"wp-block-navigation__submenu-container wp-block-navigation-submenu\"><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.wisconsin.edu\/uw-policies\/uw-system-administrative-policies\/\"><span class=\"wp-block-navigation-item__label\">UW System Administrative Policies &amp; Procedures<\/span><\/a><\/li><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.wisconsin.edu\/shared-services\/wp-content\/uploads\/sites\/346\/2025\/07\/pay-bw-calendar-2025.pdf\"><span class=\"wp-block-navigation-item__label\">2025 Employee Payroll Calendar<\/span><\/a><\/li><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.wisconsin.edu\/shared-services\/wp-content\/uploads\/sites\/346\/2025\/06\/pay-bw-calendar-2026.pdf\"><span class=\"wp-block-navigation-item__label\">2026 Employee Payroll Calendar<\/span><\/a><\/li><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.wisconsin.edu\/workday\/wp-content\/uploads\/sites\/336\/2026\/02\/pay-bw-calendar-2027-full-1.pdf\"><span class=\"wp-block-navigation-item__label\">2027 Employee Payroll Calendar<\/span><\/a><\/li><\/ul><\/li><\/ul><\/nav>\n\n<nav class=\"wp-block-navigation is-layout-flex wp-block-navigation-is-layout-flex\" aria-label=\"Libraries and Tools\"><ul class=\"wp-block-navigation__container  wp-block-navigation\"><li data-wp-context=\"{ &quot;submenuOpenedBy&quot;: { &quot;click&quot;: false, &quot;hover&quot;: false, &quot;focus&quot;: false }, &quot;type&quot;: &quot;submenu&quot;, &quot;modal&quot;: null, &quot;previousFocus&quot;: null }\" data-wp-interactive=\"core\/navigation\" data-wp-on--focusout=\"actions.handleMenuFocusout\" data-wp-on--keydown=\"actions.handleMenuKeydown\" data-wp-watch=\"callbacks.initMenu\" tabindex=\"-1\" class=\"wp-block-navigation-item has-child open-on-click wp-block-navigation-submenu\"><button data-wp-bind--aria-expanded=\"state.isMenuOpen\" data-wp-on--click=\"actions.toggleMenuOnClick\" aria-label=\"Libraries and Tools submenu\" class=\"wp-block-navigation-item__content wp-block-navigation-submenu__toggle\" ><span class=\"wp-block-navigation-item__label\">Libraries and Tools<\/span><\/button><span class=\"wp-block-navigation__submenu-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"12\" height=\"12\" viewBox=\"0 0 12 12\" fill=\"none\" aria-hidden=\"true\" focusable=\"false\"><path d=\"M1.50002 4L6.00002 8L10.5 4\" stroke-width=\"1.5\"><\/path><\/svg><\/span><ul data-wp-on--focus=\"actions.openMenuOnFocus\" class=\"wp-block-navigation__submenu-container wp-block-navigation-submenu\"><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/148820\"><span class=\"wp-block-navigation-item__label\">EIB Library<\/span><\/a><\/li><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.wisconsin.edu\/workday\/workday-for-finance-staff\/foundation-data-model\/\"><span class=\"wp-block-navigation-item__label\">Foundation Data Model<\/span><\/a><\/li><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.wisconsin.edu\/workday\/workday-reporting\/\"><span class=\"wp-block-navigation-item__label\">Data and Reporting<\/span><\/a><\/li><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.wisconsin.edu\/workday\/book-codes-and-books\/\"><span class=\"wp-block-navigation-item__label\">Book Codes and Books<\/span><\/a><\/li><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.wisconsin.edu\/workday\/workday-for-finance-staff\/journal-sources\/\"><span class=\"wp-block-navigation-item__label\">Journal Sources<\/span><\/a><\/li><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.wisconsin.edu\/workday\/wp-content\/uploads\/sites\/336\/2026\/02\/pay-uncl-bw-calendars-2026-full-Finance-enhanced.pdf\"><span class=\"wp-block-navigation-item__label\">2026 Pay Schedules for Finance Professionals<\/span><\/a><\/li><li class=\" wp-block-navigation-item wp-block-navigation-link\"><a class=\"wp-block-navigation-item__content\"  href=\"https:\/\/www.wisconsin.edu\/workday\/wp-content\/uploads\/sites\/336\/2026\/02\/pay-bw-calendar-2027-full-Finance-enhanced-2.pdf\"><span class=\"wp-block-navigation-item__label\">2027 Pay Schedules for Finance Professionals<\/span><\/a><\/li><\/ul><\/li><\/ul><\/nav><\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:66.66%\">\n<div class=\"wp-block-uwsa-callout-block\" style=\"background-color:#FFFFFF\"><h3><a href=\"https:\/\/www.wisconsin.edu\/workday\/workday-feature-releases\/\" class=\"callout-main-title\" target=\"\"><strong><strong>The SFS shutdown has been extended until June 30, 2026<\/strong>.<\/strong><\/a><\/h3>\n<p>Pre-Workday data is available via legacy systems for a limited period of time: HRS data was available through OBIEE through November 2025, and SFS data will be available in WISER through September 2026.<\/p>\n<\/div>\n\n\n\n<p>If you serve as a grant accountant, principal investigator, or grant manager \u2014 or perform research administration tasks as part of your job \u2014 you may use Workday to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Manage billing, including creating invoices and recording customer payments<\/li>\n\n\n\n<li>Perform award close-out<\/li>\n\n\n\n<li>Validate award expenditures against types of expenditure allowed or disallowed by sponsors<\/li>\n\n\n\n<li>Manage award authorized and cost share budgets and related obligations and expenditures<\/li>\n\n\n\n<li>For comprehensive universities only: Oversee the effort certification lifecycle, from survey creation to certification run<\/li>\n<\/ul>\n\n\n\n<p>Research administrators who initiate finance processes are encouraged to review Workday materials for <a href=\"https:\/\/www.wisconsin.edu\/workday\/workday-for-finance-staff\/\">finance professionals<\/a>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Research Administration Staff Actions in Workday<\/h2>\n\n\n\n<p>While pre-award activities are managed in the Research Administration Management Portal (RAMP), all post-award activities will be managed in Workday. Expand the menus to <a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/\">access job aids and how-to videos<\/a> sorted by topic.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Department and Division Actions<\/h3>\n\n\n\n<div class=\"wp-block-uwsa-accordion\">\n<details class=\"wp-block-uwsa-panel\"><summary>Grants Management for Departments and Divisions<\/summary><div class=\"panel-body\">\n<p>Cost share budgets will begin in the Research Administration Management Portal and be integrated into Workday. The system will be used to track cost share commitments and spend. Cost share Grant worktags will be used to track cost sharing transactions on an award.<\/p>\n\n\n\n<p><strong>Quick Links<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/146957\">Enter Cost Share on Financial Transactions<\/a><\/li>\n<\/ul>\n<\/div><\/details>\n\n\n\n<details class=\"wp-block-uwsa-panel\"><summary>Subawards &#8211; Departments and Divisions<\/summary><div class=\"panel-body\">\n<p>The subaward invoice approvals process, including payment of invoices, will take place entirely within Workday. Grant Managers and Principal Investigators (Grant) are part of the approval process.<\/p>\n\n\n\n<p><strong>Quick Links<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/page.php?id=147006\">Create Supplier (Subaward) Invoice<\/a><\/li>\n<\/ul>\n<\/div><\/details>\n<\/div>\n\n\n\n<h3 class=\"wp-block-heading\">Central Office Actions<\/h3>\n\n\n\n<div class=\"wp-block-uwsa-accordion\">\n<details class=\"wp-block-uwsa-panel\"><summary><strong>Award Management for Sponsored Programs Staff<\/strong><\/summary><div class=\"panel-body\">\n<p>Workday will be used to manage the award lifecycle, including residual balances, award closeout, and cost share. Dashboards can be used as a resource to manage awards that include access to common tasks and reports. The system will automate calculations and accounting entries for Facilities &amp; Administration charges and revenue recognition.<\/p>\n\n\n\n<p><strong>Quick Links<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/148948\">Complete Final Review and Award Closeout<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/146924\">Create Journal \u2013 Residual Balance Transfer<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/146953\">Create Journal \u2013 Facilities &amp; Administration (F&amp;A) Adjustment<\/a><\/li>\n<\/ul>\n\n\n\n<p><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/search.php?cat=15156\">Browse Award Management Job Aids<\/a><\/p>\n<\/div><\/details>\n\n\n\n<details class=\"wp-block-uwsa-panel\"><summary>Award Setup and Modifications<\/summary><div class=\"panel-body\">\n<p>Award setup and modifications will begin in the Research Administration Management Portal (RAMP). Once that information is integrated into Workday, sponsored programs staff will use Workday to create the billing schedule, maintain award tasks, and more.<\/p>\n\n\n\n<p>The award structure provides all of the information needed to manage the agreement with the sponsor. Business rules for award lines will define how sponsor billing, recognition, and Facilities &amp; Administration charges will be calculated for a grant.<\/p>\n\n\n\n<p><strong>Quick Links<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/149875\">Award Budget Amendment<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/148348\">Award Correction &#8211; No Cost Extension<\/a><\/li>\n<\/ul>\n<\/div><\/details>\n\n\n\n<details class=\"wp-block-uwsa-panel\"><summary>Sponsored Programs Billing and Accounts Receivable<\/summary><div class=\"panel-body\">\n<p>Sponsored programs billing and accounts receivable processes, including creating, adjusting, and printing invoices, will happen in Workday. All Universities of Wisconsin universities share the same sponsor file and use the same business processes for billing and receivables.<\/p>\n\n\n\n<p><strong>Quick Links<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/144876\">Create and Print\/Email Customer Invoices for Cost Reimbursable Award Transactions<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/144909\">Create and Print Customer Invoices for Sponsored Prepaid Billing Schedules<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/144875\">Pro Forma Letter of Credit Draw Down<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/144874\">Record Letter of Credit Draw Down<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/146959\">Sponsored Billing and Accounts Receivable Touchpoints<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/144883\">Create Invoice Adjustment and Request Sponsor Refund<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/144867\">Apply Sponsor Payment for Letter of Credit Draw<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/146958\">Manage Aged Accounts Receivable<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/144868\">Create Customer Refund (for Sponsors)<\/a><\/li>\n<\/ul>\n\n\n\n<p><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/search.php?cat=15158\">Browse Sponsored Programs Billing and AR Job Aids<\/a><\/p>\n<\/div><\/details>\n\n\n\n<details class=\"wp-block-uwsa-panel\"><summary>Subawards &#8211; Central Office<\/summary><div class=\"panel-body\">\n<p>The subaward invoice approvals process, including payment of invoices, will take place entirely within Workday. Sponsored Program Managers approve supplier (subaward) contracts and amendments. Central Grant Accountant approves supplier (subaward) invoices.<\/p>\n\n\n\n<p><strong>Quick Links<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/146998\">Create Supplier (Subaward) Contract<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/page.php?id=147006\">Create Supplier (Subaward) Invoice<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/147009\">Supplier (Subaward) Contract Amendment<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/149392\">Supplier (Subaward) Invoice Approvals<\/a><\/li>\n<\/ul>\n<\/div><\/details>\n<\/div>\n\n\n\n<h3 class=\"wp-block-heading\">Workday Effort Certification<\/h3>\n\n\n\n<div class=\"wp-block-uwsa-accordion\">\n<details class=\"wp-block-uwsa-panel\"><summary><strong>Effort Certification for Comprehensives<\/strong><\/summary><div class=\"panel-body\">\n<p>All comprehensive universities will share the same effort certification process in Workday. Only eligible workers paid on federal grants (direct pass-through, and federal cost share grants) are required to certify effort at a frequency determined by each university.<\/p>\n\n\n\n<p>The following materials are relevant for all UW universities <strong>except<\/strong> UW-Madison, UW-Milwaukee, and Universities of Wisconsin Administration.<\/p>\n\n\n\n<p><strong>Quick Links<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/144828\">Effort Certification Work Area<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/144852\" data-type=\"link\" data-id=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/144852\">Effort Certification \u2013 Administrative Review<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/144853\">Certify Effort Certification<\/a><\/li>\n<\/ul>\n\n\n\n<p><a href=\"https:\/\/kb.wisconsin.edu\/workday\/internal\/search.php?cat=15159\">Browse Effort Certification Job Aids<\/a><\/p>\n<\/div><\/details>\n<\/div>\n<\/div>\n<\/div>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Resources If you serve as a grant accountant, principal investigator, or grant manager \u2014 or perform research administration tasks as part of your job \u2014 you may use Workday to: [&hellip;]<\/p>\n","protected":false},"author":3630,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-63","page","type-page","status-publish","hentry"],"publishpress_future_workflow_manual_trigger":{"enabledWorkflows":[]},"_links":{"self":[{"href":"https:\/\/www.wisconsin.edu\/workday\/wp-json\/wp\/v2\/pages\/63","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.wisconsin.edu\/workday\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.wisconsin.edu\/workday\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.wisconsin.edu\/workday\/wp-json\/wp\/v2\/users\/3630"}],"replies":[{"embeddable":true,"href":"https:\/\/www.wisconsin.edu\/workday\/wp-json\/wp\/v2\/comments?post=63"}],"version-history":[{"count":40,"href":"https:\/\/www.wisconsin.edu\/workday\/wp-json\/wp\/v2\/pages\/63\/revisions"}],"predecessor-version":[{"id":2332,"href":"https:\/\/www.wisconsin.edu\/workday\/wp-json\/wp\/v2\/pages\/63\/revisions\/2332"}],"wp:attachment":[{"href":"https:\/\/www.wisconsin.edu\/workday\/wp-json\/wp\/v2\/media?parent=63"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}