Individual Grant Report

grants balances

Overview

This guide provides step-by-step instructions on how to run a report to review the spending and balances on a grant.

Details / Instructions

In the Workday homepage search bar, type in Individual Grant Report and select UR Individual Grant Reports.
University of Richmond defaults in the Company field.
The current period defaults, but to select a different one, click Period - select Fiscal Period from the drop down menu to select the month and year of the report you wish to view.
Enter the grant number (e.g., GRXXXXX) for the Grant field. Alternatively, you can click the drop down menu for the Grant field and select All Grants for a list of all your grants. Select the grant you wish to view. NOTE: You will only be able to enter and select grant numbers assigned to you.
Since these instructions are to view an individual grant, leave the Award field blank. NOTE: Each grant is assigned to an award. An award can have one or many grants assigned to it. A cost share is also considered a grant. Therefore, the grant and cost share are both assigned to the same award. If you enter the award number, the report will be the total of both grants, the cost share, and any additional grants under the same award, like subawards and participant support.
Select Award Life to Date (Award) or Current Period, depending on which timeframe you wish to view. If you select Fiscal Period you will have multiple options for how to view your report
Select OK.
You will receive a screen like the one below. Use the arrows under the ledger account summary to expand rows.
Once all rows are expanded, your report will look similar to the report below, depending on budgeted lines within your grant. You can drill into the amounts for details by clicking on amounts in blue, but amounts in black are not drillable. You can also export the file to Excel by clicking the icon in the upper right section above the column headings (see figure below).
- Obligations are funds obligated as salary to those you have hired on your internal/external grant.
- Commitments are purchase orders for items you have ordered but have not yet been charged to your grant.
- Year to Date Actuals are expenses charged to your internal/external grant for this
  fiscal year.
- Life to Date Actuals are expenses charged to your internal/external grant since
  inception.
- Prompted Period Actuals are all expenses charged to your internal/external grant
  for the time period selected.
To filter the data, click on the column heading and enter the conditions for the sort you wish to achieve.
To drill into an invoice paid, click on the blue link in the individual grant report, and the screen below should appear. Scroll over to the business document column and click the blue link of the document you want to view.
- Scroll to the bottom of the page for a link to the invoice and click the link to view it.