Workday Help
Oceanography Contacts
General Navigation Questions or Issues
Purchasing: Romeo Balagot; Chanthavy Manikham
Service/Recharge Centers: Vivian Sabiniano
Payroll: oceanpayme@uw.edu
Spend Authorizations and Reimbursements: oceanpayme@uw.edu
Grants & Contracts: Shannon Gilmore; Deven Patel
Anything else: Monica Cohn
Budget Information
Staff provide PIs detailed budget information on a regularly basis in order to ensure the proper allocation of expenses, but reach out anytime for the latest.
Individual Assistance - Non-Grants/Contracts
Monica and Yun are able to provide information on stand-alone grants, gifts, RCR/ICR funds, and endowments.
Individual Assistance - Grants-Specific
Grant Managers: Shannon, Deven
UW-Wide Resources
Award Portal is an application managed by Grant & Contract Accounting that provides up-to-date post-award financial information for sponsored programs to UW researchers and staff. Note that financial data does not include expenditure detail, which can be found in Workday. Once you log into Workday, search by PI name for your grants and contracts.
Travel
- Policy and Compliance: Understand what's allowed and what's not
- Making Travel Arrangements through the School
- All About Travel Spend Authorizations and Travel Reimbursements if you pay for your own travel in advance
Checking on Status
For your spend authorization or expense report number, enter that number into the Workday search bar. You may have to click on "More Categories" on the left-hand side if there a blue hyperlink with your SA or ER number popping up automatically. Click into the blue hyperlink to see Status.
Non-Travel Expense Reports
Before you buy, ask yourself whether Ocean Staff can purchase for you! But if you find yourself in a situation where you are purchasing, check out our All About Non-Travel Reimbursements page.
Checking on Status
For your spend authorization or expense report number, enter that number into the Workday search bar. You may have to click on "More Categories" on the left-hand side if there a blue hyperlink with your SA or ER number popping up automatically. Click into the blue hyperlink to see Status.
Procurement Card (Procard) Holders
Info for those that have one.
Buying
It's too expensive to put on your Procard... see how to handle the need for a Procard limit increase.
Reconciling
Procard holders ought to reconcile all charges by end of each month but only if you have the supporting documentation. If you purchase on Procard a lot, we recommend logging into WD 2-3 times per month or whenever you know you have charges to reconcile and you have the supporting documentation.
How to find your transactions.
Please note: Always add the Program worktag for your group (or in some cases the Assignee worktag). It is extremely difficult for Ocean staff to add later but it is important to have the tags to allow for tracking expenses. If you do not know the Program/Assignee worktag, ask your faculty PI or the Oceanography contacts (above).
What about adding tax?
General Information and Questions
Most faculty and PIs have a program worktag ("PG") or assignee worktag ("AS"). This should always be used with transactions whenever possible. Please make sure you provide it to your staff and students when they are making purchases or requesting reimbursements. If you don't know yours, ask one of the contacts above.
We are adding to our list - log into MyOcean and search the FAQS for "Workday Question."
Recorded Demos and How-To's
For several of these you either have to be on Seattle campus or logged into VPN.
- Troubleshoot worktag errors
- Troubleshoot uploading files to MyOcean
- Run R1234 Report: Grant Budget Actuals
Also see our PDF cheatsheets under Grants & Contracts to find grant information in Award Portal and Workday, and detailed revenue and expenses in Workday on a variety of funding sources.
Report a Problem
When you encounter problems, please start by working with your department staff. If need be, they will work with you to report the issues using the UW Connect Finance Portal. The problem reports will go to your School/College Shared Environment.
Check with your unit to make sure that there are no approvals pending (e.g. for invoices) or corrections needed in award setup and modification requests.
Reminder: PIs are required to approve subrecipient invoices using Workday. See our How-To.
If delays continue, or for other pressing matters, please elevate issues to the Administrator and grants manager.
