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Important Changes to Grant Cost Share Best Practices
We’re sharing updated guidance on setting up grant cost sharing and how it impacts costing allocations so the work tag “fund” is recorded correctly for cost sharing purposes.
How Grant Cost Share Works in Workday:
Grant cost share requires three worktags to be applied to the Costing Allocation:
- Grant Driver Worktag
- USource Driver Worktag
- Non-Restricted Fund Worktag
How To Ensure Your Cost Share is Processed Properly:
- Enter the Grant first, then enter the USource second (all on the same costing line) so the Non-Restricted Fund is applied last
- Before you submit, review the Related Worktags to confirm the correct Fund is displayed. If the correct fund is not displayed, X the fund out and re-add the correct non-restricted fund
- If you copied a prior costing allocation, re-check the Driver Worktags and Fund carefully (copying can carry over the wrong Fund); when possible, create a new allocation instead of copying
Workday Behavior and Tips
When you enter a Driver Worktag on a transaction, Workday automatically fills in the related worktags, including Fund.
When you enter two Driver Worktags (Grant and USource), Workday will:
- Load related worktags from the first Driver Worktag you enter,
- then replace/overwrite those related worktags when you enter the second Driver Worktag
If a Restricted Fund Worktag is used with a Grant Worktag, Workday will treat the transaction as a billable grant expense instead of cost share, even if a USource is included.
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