Sponsored Program Controls in Payroll Costing

Goal: Payroll Costing Validations are being implemented to ensure key controls are in place to assist in monitoring/administering Sponsored Programs.

Control 1: Grants Cannot be Used on Position Restriction Costing Allocations.

A Position Restriction Costing Allocation “follows” the Position, meaning that when a Worker is terminated and another is hired into the same Position, the new Worker will automatically inherit the existing Costing Allocation. This validation will align ASU with other Higher Education institutions, as allowing Grants and other “soft” Funds on Position Restriction costing allocations is not a common practice as these monies are not guaranteed and are generally something you want more control around the Worker being costed against. Additionally, Position Restrictions are also NOT a viable costing allocation level when assigning costing allocation as a subprocess from HCM events (e.g., Hire, Add Job, etc.) so there is more visibility when Grants are assigned at the Worker Position level. 

When an end user enters a Position Restrictions costing allocation that includes a Grant worktag via the “standalone” Assign Costing Allocation task, they will receive an error message like the following:

Control 2: Costing Allocations with a Grant require an End Date.

Costing Allocations that include a Grant worktag will now require an End Date. This is being enforced to ensure that we can validate against subsequent validations described below. When an end user enters a Grant-related costing allocation without an end-date, they will receive an error message like the following:

Control 3: Costing Allocation Start Date cannot be before the Grant Award Line Start Date

Payroll costs cannot be allocated to a Grant before it’s respective start date. To ensure costing allocations are setup in accordance with this rule, end users will receive an error message like the following when their Grant-related costing allocation start date is prior to the Grant’s start date: 

Using GR00065 as an example – the From Date (aka the Start Date) is 10/01/2022:

When entering a costing allocation for this Grant using a 09/30/2022 Start Date, the following error message is received:

Note that the error message includes the dates that are causing the error to fire, eliminating the need for end users to go

find the Grant/Award Line Start Date on another screen.

Control 4: Costing Allocation End Date cannot be after the Grant Award Line End Date

Payroll costs cannot be allocated to a Grant before it’s respective end date. To ensure costing allocations are setup in accordance with this rule, end users will receive an error message like the following when their Grant-related costing allocation end date is after to the Grant’s end date:

Using GR00065 as an example – the To Date (aka the End Date) is 09/30/2022:

When entering a costing allocation for this Grant using a 10/01/2023 End Date, the following error message is received:

Note that the error message includes the dates that are causing the error to fire, eliminating the need for end users to go

find the Grant/Award Line End Date on another screen.

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Functional Office Contact for this Page

Chris Johnson 

719-587-7739 

chrisjohnson@adams.edu