For our continuing NIH award, the COEUS obligated total and the Workday total on the Sponsored Award Budget to Actuals are different.  It appears as though the Workday budget includes the carry-forward amount from the previous segment of the grant and the COEUS record does not.   Should the award amount in the two systems be the same?

In cases where funds have been carried over from a prior segment, the Coeus record and the Workday budget on the Sponsored Award Budget vs. Actuals report will not align.  Coeus is our 'official' record of funding and therefore, we cannot 'double dip', so to speak by counting funds twice.   Instead the approved carry forward amount is added into the Workday budget and also added as a billing limit 'override', so we can invoice up to this full amount (see screenshot below with the authorized amount vs. the billing limit override).

In this case, the award to date is $3,302,863 with approved carry forward of $69,109.86 from the previous segment, so our billing limit override is $3,371,972.86.

On the reverse side, if a carryforward request in a current segment is not approved, we do not reduce the award amount in Coeus (unless the sponsor explicitly deobligates those funds).  Instead, we restrict those funds by reducing the award budget in Workday and reducing the billing limit override in Workday.    Example:  Award comes in at $60,000.00.  Carryforward of $25,000.00 is not approved.  Coeus record remains as $60,000.00 obligated for the award, however, the Workday budget is reduced to $35,000.00 and we add in a billing limit override at $35,000.00, so that we don't invoice the sponsor for any portion of the restricted funds.