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

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

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

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

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

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

New Award User Interface (UI)

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

Resources Updated View Award Event video https://workday.training.yale.edu/training-materials/view-award-event-0 Updated View Award Event training guide https://workday.training.yale.edu/training-materials/view-award-event Updated Grant Cost Sharing training guide https://workday.training.yale.edu/training-materials/grant-cost-sharing

Questions?

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Reconciling F&A on Sponsored Awards

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

The Bad Old Days Oracle IDC Reconciliation

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

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

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

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

How does it work? Ledger Account 91017 Allocation Expense – F&A Indirect Costs Spend Category SC251 Travel – Transportation

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

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

Indirect Costs Reconciliation by Award – Yale

Indirect Costs Reconciliation by Award – Yale

Indirect Costs Reconciliation by Award – Yale

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

Indirect Costs Reconciliation by Grant – Yale

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.)

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.

Questions?

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

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

Questions?

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

IRES Upgrade An update on the recent IRES upgrade

Questions?

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Closing Comments and Thank you for coming!