OVERVIEW
• This process allows department users to submit a request for new WorkDay accounts to manage externally
sponsored research projects. The two most common reasons to submit such requests will be:
o Research team requires a WorkDay Award Line/GrantID to begin spending ahead of receiving the signed
contract or grant agreement
o Research team needs additional Award Lines for project investigators to manage discrete portions of the
budget (ex. Multi-PIs or Program Project Grants (PPGs))
• PEER is used to submit the request, which goes to the VUMC Office of Sponsored Research (OSP) for processing.
• The appropriate OSP administrator will review the request and create the new account(s) in WorkDay.
• The ticket also allows for ongoing communication between the department requestor and OSP regarding the
request.
LOCATION
The ticket request will exist in PEER under the Awards Management Module:
PERMISSIONS
The process will follow PEER permissions. Users would only be able to request new WorkDay Award Lines for Coeus
proposals owned by their unit.2
INSTRUCTIONS:
The following instructions will appear at the beginning of the ticket creation process:
WorkDay Awards can have multiple Award Lines where required by the terms of the agreement or where
necessary for compliant management of the project.
Office of Sponsored Programs (OSP) expects to create Award Lines without requests from the department for
situations involving:
• Subsequent years where automatic carry-forward is not approved
• Supplements or funding that requires separate accounting
• Cost Share – either sponsor required or voluntary committed
• Outgoing subawards
• Program project cores as outlined in the award document
• Multiple CFDA Numbers
• Spend restrictions on certain parts of the budget
• Different F&A parameters
• Different billing or revenue recognition parameters
Contact your OSP Post-Award Specialist if you believe one of the above was not created appropriately for your
project.
Departments will need to submit a request in ONLY two situations:
1) Research team requires a WorkDay Award Line to begin spending ahead of receiving the signed
contract or grant agreement
2) Research team needs additional Award Lines for project investigators to manage discrete portions of
the budget (ex. Multi-PIs or Program Project Grants (PPGs))
NOTE: Departments should not request additional award lines to manage separate budget years when
automatic carry-forward is allowed by the sponsor or terms of the agreement.3
REQUEST USING WORKDAY AWARD ID OR COEUS IP
The user will be asked to enter the Coeus Institute Proposal (IP) number as the primary way to begin the ticket. There
will also be an option to begin using the VUMC contract number. If the ticket detects the contract has already gone to
Coeus, it will pull the data from Coeus. If the contract has not yet been sent to Coeus, that process will be initiated, and
the ticket will proceed using data from PEER. All externally sponsored research grants and contracts are eventually
recorded in Coeus – including VA-IPAs and industry clinical trials. This process is not appropriate for projects that don’t
go into Coeus, such as gifts, internal funding, or non-monetary agreements.
REQUEST DATA FIELDS
If the user enters a Coeus IP number, PEER will pull the appropriate data elements from Coeus.
The Coeus IP number is the essential ingredient because it will be associated with a specific year or modification of the
project and contain the appropriate dates and dollars for that year/modification.
For situations where PEER does not detect an existing WorkDay AWD number, the ticket will assume the request is for
the creation of an entirely new WorkDay AWD record along with at least one Award Line and GrantID.
For situations where PEER does detect an existing WorkDay AWD number, the ticket will assume the request if for one
or more additional WorkDay Award Line(s) and GrantIDs.
The ticket will display the existing dates and dollars from Coeus. The user will have the ability to provide new dates and
dollars if changes have occurred since the time of proposal submission. The user will also have space to indicate the
need for additional WorkDay Award Lines/GrantIDs in situations where separate accounting is required by the sponsor
or multiple investigators will manage separate portions of the budget. At least one Award Line is required and the sum
of all Award Lines/GrantIDs must add up to the total under Financial Information:
ADDITIONAL LINES
Each Award Line/GrantID will have a space for:
• a short description that will appear in WorkDay
• total value of that Award Line/GrantID
• the managing Investigator and Unit, which comes from the list in Coeus or PEER
• the reason for the additional award line
Departments will need to provide a reason for multiple Award Lines/GrantID. Acceptable reasons include (pick one):
Multiple PIs
Multi-Project or Cores
Other (must provide explanation)
NOTE: VUMC Departmental management preferences is no longer and acceptable rational for additional financial
accounts. There must be a sponsor requirement for separate accounting or for separate initiatives as outlined in the
proposal or awarding documents.
The user will also have space to provide additional information and/or attachments if they are pertinent to the request.6
REQUEST USING VUMC NUMBER
The requestor can search using PEER VUMC contract number. If the record has been sent to Coeus, this search will
connect with the Coeus Institute Proposal number automatically. If the record is not yet in Coeus, the PEER system will
initiate that process but still allow the user to proceed with the ticket request based on PEER data.
The ticket will otherwise appear the same as outline in the process above.
AFTER TICKET SUBMISSION
After submitting the ticket, the request will be available under My Tickets in the Award Management Module along with other post-award activity The user will have access to review the status and provide additional comments to the appropriate OSP administrator.
