Cost Transfer Documentation: Administrative Exception

When there is an administrative delay in setting up the Award and Grant(s) in Workday Financials, costs are generally held in a non-sponsored worktag until moved to the newly set up grant. 

Please follow the abbreviated steps below to submit the cost transfers (payroll and non-payroll) as exceptions to the standard and retroactive cost transfer processes. 

Please note, the “Administrative Exception” should not be used if the grant has been available for use in Workday for over 90 days.

• Payroll Allocation Adjustments (PAA) and Accounting Adjustments (AA): Create the PAA or AA request by selecting Reason Code: Administrative Exception from the drop-down list of reason codes. This will bypass the retro form requirement and workflow approval to the PI.
• Cost Transfers Using Accounting Journals: When creating a journal entry for an expense exceeding 90 days, please use the journal source of “Grant Cost Transfer” (not Retro Grant Transfer) and write “Administrative Exception” in the Memo field. This will bypass the retro form requirement and workflow approval to the PI.
• Please Note: 
• Journal source “Payroll Accounting Adjustment-Historical” will always route to the PI for approval and is not subject to the “Administrative Exception."
• Over 90 days Payroll Allocation Adjustments for Salary over the Cap and Cost Share will require a retro form, subject to the same retro form requirements as the sponsored grant.