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The purpose of this procedure is to provide navigation information for the Grants Balance Report (AFBR | My Funds) in WorkDay. It outlines how to view My Funds, expense details, and salary details.
Please note these reports are still in progress while we figure out how to get to details with one click rather than multiple clicks within the system. The WorkDay report writing team is grateful for your patience in advance.
Let’s dig in!
View My Funds
- Go to your left-hand Menu and click on the Financials Dashboard
- One report will be available for you at this time - Grants Balance Report (AFBR | My Funds)
Up and coming reports include:
- Operating: general fund operating
- Projects - Cash basis:
- Non-Cash Projects
- Phase 2 - Enhancements to launched reports
- Click on the link “RPT028_1 - Grants Balance Report (AFBR | My Funds)”
Below is an explanation of each Prompt and Report.
My Grant Funds: This is the Balance Report for Grants and Awards which includes all Awards and corresponding Worktags. The report identifies Budget to Actuals. If an expense has not occured on a Grant worktag, no data will populate.
The prompt page consists of 6 ways to run the report. You can search for multiple items under awards, worktags, cost centers as well as Principal Investigator. Required prompts are Period and Time period. Defaults are set to show all activity from start date to current date.
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Prompt
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Description
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Selections
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Default
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Grant Worktag or Individual Award
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Input a Grant Worktag to view all awards for a specific project, input an individual award (Such as participant support or cost share) to see the one award item.
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Various and can select more than one
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None
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Period
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The period is the starting point when the report is run.
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Can select by Current and Prior Periods, Last Closed Period and a multitude of selections for Fiscal Period. Only one period is allowed to be selected
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Current Month
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Time Period*
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This is the time frame you would like to report to run for.
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Best selections are Award life to Date or Inception to date if the project is an "At-Risk"
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Inception to Date (Fiscal Year)
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Worktags
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Additional prompt to filter by Cost Center, Function, Fund and/or Grant.
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Various and can select more than one. Typically for Grants you can search Fund 12 or Function 1200.
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None
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Cost Center
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Additional prompt to filter by Cost Center
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Various and you can select more than one
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None
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Principal Investigator
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Additional prompt to filter by the Lead Principal Investigator of the Grant
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Various and you can select more than one
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None
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Time Period Selections are:
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Fiscal Time Period
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Budget to Date
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This is not working properly for FY24
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Current Period
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Current Month
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Current Period YTD
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Current Monty Year to Date
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Current Year
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Current Fiscal Year
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Inception to Date (Fiscal Year)
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All Periods prior to the period selected
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Last 12 periods
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Last 12 Months
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Last 36 periods
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Last 3 Years
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Last 4 periods
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Last 4 months
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Last 6 periods
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Last 6 periods
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Last year - Current Period
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Last years current month (i.e. If it is 12/2023, this would give you the month of 12/2022)
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Last year - Current Period YTD
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Last Year current Month Year to Date (i.e. if it is 12/2023, this would give you 07/2022 - 12/2022)
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Next 12 Periods
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This is for forecasting
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Next Year - Current Period
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This is for forecasting
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Period + 10
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This is for forecasting
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Period + 11
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This is for forecasting
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Period + 2
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This is for forecasting
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Period + 3
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This is for forecasting
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Period + 4
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This is for forecasting
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Period + 5
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This is for forecasting
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Period + 6
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This is for forecasting
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Period + 7
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This is for forecasting
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Period +8
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This is for forecasting
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Period + 9
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This is for forecasting
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Period +19
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This is for forecasting
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Prior Period YTD
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Last month fiscal year to date
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Project Life to Date (Fiscal Year)
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This is used when you have a project that lasts multiple fiscal years.
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Year from Current Period
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This is for forecasting
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Award Time Period
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Award Life to Date
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Award Schedule Start Date to current period
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Award schedule for Grant (Based on Start and End Dates of the project)
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This only comes up if you are searching for one grant, will auto populate Award Schedule Start and End Dates.
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To view a list of awards by investigator (equivalent to AFBR-L1), enter name in Principal Investigator field
To view a high level summary of a specific award (equivalent of AFBR-L2), click the Expand arrow to the left of the Grant number (don’t click the blue grant number itself)
Click on the blue hyperlinks in the Budget, Commitments and Obligations, Actuals, or Available Balance columns to drill down to the details.
Please note, you have to dig further to get to your payroll results (details below). Easier drill down functionality will be released in a later version.
If you click on the hyperlink total for “Actuals,” a new window will open with just the detailed expenses. If you click on the total expenses at the top, the drill down will return all expenses (similar to AFBR-L4). If you click on an individual ledger accounts total, it will only return the detail for that ledger account (similar to AFBR -L3).
A sample drill down and field explanations are provided below:
