CTMS Online Office Hours:

July 6 – 31 (special daily schedule):

Monday 10 – 11 AM PT
Tuesday 12 – 1 PM PT
Wednesday 2 – 3 PM PT
Thursday 12 – 1 PM PT
Friday 10 – 11 AM PT

August 2 – 30 (special bi-weekly schedule):

Monday 10 – 11 AM PT
Wednesday 2 – 3 PM PT

No, the payment application process takes place in Workday. Once a sponsor payment is posted successfully, payment information will populate in the sponsor invoice generated in OnCore.

Yes, MyFD will be replaced by Workday. Study teams may look up sponsor payment status on Workday or via the Unclaimed Deposits report on the UW Cash Receivables website. The GCA Cash Team will also proactively reach out to study teams for unclaimed payments.  

For any additional questions, please feel free to contact CTMS@fredhutch.org.

Any invoice that has an invoice date entered on or before 7/5/2023: These invoices were not converted to Workday at go-live.

An invoice date on or before 7/5/2023 was entered and backdated on or after 7/6/2023 (e.g., an invoice with a 6/17/2023 date that was created on 7/6/2023): The integration will flag it as an error because these invoices have an invoice date before the so-called open period (i.e., any time on or after 7/6/2023).  If the UW School of Medicine has reached out about batch uploading your invoices, no further action is needed at this time.  However, please note that these invoices will remain undeliverable in Workday in the meantime.  For all other invoices, we will have more details once Workday completes its conversion process at the end of July 2023.

Slides and recordings of the training sessions are available on the CTMS Resource Main Page (OnCore Log in Required).

Slides: Navigate to CTMS Documents, then scroll down to the OnCore CTMS Webinar Slides section to locate “UW Workday OnCore Integration Training Session Slides”.

Recordings: Navigate to CTMS Videos, then look for the “05/15/2023 Webinar: UW Workday Integration” recording under CTMS Webinars.

Sponsor Invoicing Work Instructions: Navigate to CTMS Documents, then scroll down to Study Calendars and Financial Management section to locate the “Sponsor Invoicing” document.

For existing protocols with a finalized budget and CTA, the CTMS team populated the Grant Worktag (if available) before the integration went live. After go-live, the study staff will be responsible for updating this in the Internal Account Number field in the PC Console Management tab if there are changes to their Grant Worktag. If a Grant Worktag has not been assigned to your study, as would be if a budget has not been set up, you can use other applicable budget numbers or Worktags that your team is using for startup costs, but you must return to this field to update before RG activation and OTA to ensure you have the correct Grant Worktag to enable the sponsor invoicing functionality.

Study teams may use the Grant Worktag to invoice for postal services if it is considered a study-related activity and will be billed to the sponsor. Below is the UW School of Medicine (SOM) guideline on postal service charges:

With Finance Transformation now less than 6 weeks away, Creative Communications (C2) has implemented a solution for postage barcodes that can charge to a Work Tag or a set of Work Tags. Due to the complexity of Work Tags, the equipment used by UW Mailing Services will not be able to read and report data in postage barcodes if we embed Work Tags in the barcode. Because of this, we have established the Postage Account program to acquire billing information for postage for all of UW outgoing mail.

 If you currently know what Work Tag or set of Work Tags you will want to have postage charged to, please use this link to access the Postage Account form to establish your account.

 Postage Accounts & Postage Account Numbers (PANs) | Creative Communications (uw.edu)

 In June, we will start offering the option of ordering envelopes, business reply products, and postage barcode stickers with a postage barcode that has your Postage Account Number embedded in it, instead of your budget number.

 We recommend that if you expect to do any mailings early in July that you take advantage of the opportunity to preorder the envelopes, business reply products, and/or barcode stickers that you will need. We do ask that you not use any of these products with Postage Account Number barcodes until after July 1.

As a reminder, we recommend that you limit the quantity of envelopes you order to use until July 1. Leftover envelopes with budget number postage barcodes are essentially useless unless you update them by hand by placing a Postage Account barcode sticker over the budget number postage barcode.

OnCore users with protocol management user roles will have permission to edit the Internal Account No field where the Grant Worktag will be recorded.

Yes, each award line will be assigned a unique Grant Worktag.

Yes, they will no longer be called advanced budget numbers.

Yes, the Grant Worktag recorded in OnCore can be used to submit study-related charges via Workday.

The award line expires as the Grant Worktag expires, so study teams will need to work with GCA and OSP to extend it in SAGE and Workday. However, this will not restrict the study team’s usage of OnCore or impact the sponsor invoicing functionality in OnCore.

Study teams should contact the Grant and Contract Accounting (GCA) Cash Team via ccats@uw.edu or gcacash@uw.edu for any questions regarding sponsor payments (including automatic EDC payments) or if correction is needed for already applied funds.   

The integration will catch the error and Workday will not accept these invoices. This will show up in the Summary Report the CTMS team will be monitoring. In general, Workday will not accept invoices that have:

• Invalid Grant Worktag (e.g., GR991111)
• Incorrect Grant Worktag format (e.g., 23-4567)
• Grant Worktag that has an “Advance” award status (i.e., the contract has not been fully executed)
• Missing Grant Worktag information in the Internal Account Number field in the PC Console Management tab in OnCore
• Incorrect or missing sponsor code in OnCore
• Missing Sponsor Protocol Number in the PC Console Sponsor tab in OnCore

The integration will automatically overwrite and replace any existing values in the Other Invoice Number field with the Workday invoice number when the invoice is accepted. To prevent loss of information, please use the Invoice Comments field for any invoice or budget numbers used for internal tracking.

For payments that are sent to GCA:

Once payment is delivered to GCA, it will be recorded in Workday and held on account. Workday uses an algorithm to match the dollar amounts between sponsor payments and invoices. GCA Cash Team also goes through their process to proactively look for unclaimed payments and will reach out to the study teams directly to verify whether a sponsor payment belongs to them. Alternatively, study teams can track the payment status via the Unclaimed Deposits report on the UW Cash Receivables website. Study teams may create an invoice proactively if they are able to confirm the line items that would be accounted for in the received funds. Alternatively, study teams can retroactively create an invoice in OnCore once they are notified of the received sponsor payment. When Workday accepts the invoice, GCA Cash Team will match and apply the sponsor payment held on account. Once the payment application process is completed, Workday will return a payment file to OnCore with payment

For payments that are sent to study teams:

Study teams can receive sponsor payments but they cannot deposit or cash them, regardless of the payment type (e.g.,checks or ACH). As such, study teams must send payments to GCA. The received funds will be recorded in Workday and held on account. Study teams can concurrently create an invoice in OnCore with the line items accounted for in the received funds. Once Workday accepts the invoice, GCA Cash Team will match and apply the sponsor payment held on account. When the payment application process is completed, Workday will return a payment file to OnCore with payment information for reconciliation.

Workday goes through a series of matching rules which depend on the data provided along with the payment. If there is not a clear 1:1 match, as would be in the case of one payment applying to multiple invoices, Workday would offer suggestions for which invoices the payment might need to be applied to and it would be up to the central cash team to select the appropriate invoices to complete the payment application process.

The GCA Cash Team goes through their process to proactively look for unclaimed payments and will reach out to study teams directly to verify whether a sponsor payment belongs to them. Alternatively, study teams may track the payment status via the Unclaimed Deposits report on the UW Cash Receivables website. Please note that payment information will not return to OnCore until a sponsor payment has been applied to an invoice. As such, it is up to the study teams to locate their own unclaimed payments from the Unclaimed Deposits report or reach out to GCA Cash Team at ccats@uw.edu or gcacash@uw.edu for payment status updates.  

Study teams may verify the accuracy of payments with sponsors and against completed events/activities in OnCore before sending it to GCA. Once the payments are deemed accurate, study teams must send them to GCA for the received funds to be recorded in Workday. Study teams may concurrently create an invoice in OnCore with the line items accounted for in the received funds but should wait to reconcile against it until the payment application process is completed in Workday as payment information will automatically populate in the Invoices and Receipts tab in Financials Console. When Workday accepts the invoice, the GCA Cash Team will match and apply the sponsor payment held on account in Workday and return a payment file to OnCore with payment information that can be used for reconciliation.

If a payment is found to be overpaid or underpaid before it’s sent to GCA, study teams should work with the sponsor to correct it. After the payment is sent to GCA, a correction request can be submitted to the GCA Cash Team at ccats@uw.edu or gcacash@uw.edu. 

Yes, study teams may create an invoice in OnCore with the line items accounted for in the received funds before sending the payment to GCA. However, the invoice should not be reconciled until the payment application process is completed in Workday.

OnCore will not return a payment applied to an invoice as an overpayment and will instead return it as paid in full. The additional overpaid amount will be held on account in Workday.

OnCore will show the outstanding balance for that invoice. When the next sponsor payment is posted for this invoice, the payment file will return with a different Check No. line item under the same invoice.

For voided invoices:

They will display as (Void) next to the invoice number with a strikethrough of the dollar amount. As the integration is triggered and run overnight, it will inform Workday to update the status of the voided invoices. If payment was applied to an invoice, study teams would follow the current workflow of removing all applied funds to that invoice and voiding to cancel the invoice in OnCore. Once the integration is triggered and run, Workday will adjust the accounting accordingly and return the applied payment back to the study account. This returned fund will be held on account and can be used for other invoices.

For amended invoices:

A new invoice will be created in OnCore. After the invoice is finalized, it will be sent to Workday to be accepted. The old amended invoice will be crossed out in OnCore and adjusted accordingly in Workday.

The Summary Report the CTMS team will be monitoring will show that an invoice has been voided/amended

Workday will apply the matching payment amount to those invoices. Once the payment application process is completed, the same Payment/Check No will appear on those invoices when the payment files return from Workday.

Workday will apply multiple payments to a single invoice. Once the payment application process is completed, each payment will be a separate Check No. line item under the same invoice.

Yes, the integration will automatically populate this information and teams will no longer need to enter receipts. However, study teams should continue to reconcile the received payments against completed activities.

The payment will be held on account in Workday until these Milestones are completed and an invoice is received from OnCore. Study teams may create an invoice in OnCore for these outstanding Milestones but should only finalize the invoice with an invoice date once the Milestones have occurred.

OnCore has a report called “Unpaid Invoice Items Report” that shows invoices that do not have a payment applied to them. However, this report does not show whether funds have been received. Alternatively, another report called “CTMS Protocol Lifetime Receipts Report” shows funds received that have not been applied to an invoice in the “Unapplied Payments” column.

OnCore has a report called ” Subject Visit Tracking” that shows visit type (e.g., C2D1), visit status (e.g., occurred, planned, N/A), planned date, and visit date (i.e., the date the visit actually occurred) for the desired protocol and date range. Study teams can compare ACH payments against the visit status to verify whether visits have occurred. Another report called “Subject Visit Details” provides a similar view with the addition of the procedures that have been completed during the visit. Please reach out to your coordinator if visits have not occurred but are past the visit tolerance as both reports rely on timely and accurate subject visit tracking in OnCore.