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Administrator Guide
Last Updated: 2023-06-23
Concept: Disbursement Schedules

Concept: Disbursement Schedules

Workday provides 2 types of schedules that you can use to manage disbursements of awards and sponsor contracts: Standard and Calendar. You can use either type to set anticipated disbursement dates and configure disbursement schedule rules. The disbursement schedule you configure might depend on the:
  • Type of award.
  • Number of installments.
  • Population of students for which you want to use the schedule.
When you package financial aid, Workday uses the disbursement schedule to calculate the anticipated disbursement date for an award item or sponsor contract. Award items and sponsor contracts can share a disbursement schedule, but you can't edit a disbursement schedule once you configure it on a sponsor contract.
Workday recommends that you set up disbursement schedules before packaging financial aid. If you change a disbursement schedule after packaging runs, Workday doesn’t automatically adjust anticipated disbursements. When you change a disbursement schedule after running packaging, Workday recommends that you:
  • Cancel all awards.
  • Report the cancellation of awards to Common Origination and Disbursement (COD) when the awards are COD originated and processable.
  • Update the disbursement schedule with the new number of disbursements for each academic period.
  • Run the packaging process again.

Standard Disbursement Schedules

You can base standard disbursement schedules on an offset of days from any of these points in the payment period:
  • Begin date.
  • Calendar midpoint.
  • End date.
The begin and end dates of the payment period correspond to the start and end dates of the academic period. You can use each point in time only once per schedule, for up to 3 anticipated disbursements.
You can also use this type of disbursement schedule to set anticipated disbursement dates for students enrolled in nonstandard academic periods (modules).

Calendar Disbursement Schedules

Calendar disbursement schedules enable you to specify the dates and number of installments for award or sponsor contract disbursements. You select the exact month, week, and day of the week, enabling you to establish recurring disbursements. Example: You can disburse an $8,000 award so that a student receives $2,000 biweekly for 8 weeks instead of in a lump sum.
You can schedule up to 10 anticipated award disbursements per academic period.
You can't use calendar disbursement schedules to set anticipated disbursement dates for students enrolled in nonstandard academic periods (modules).