Setup Considerations: Student Award Items
You can use this topic to help make decisions when planning your configuration and use of student award items. It explains:
- Why to set them up.
- How they fit into the rest of Workday.
- Downstream impacts and cross-product interactions.
- Security requirements and business process configurations.
- Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.
What They Are
Student award items include:
- Athletic scholarships
- Federal loans
- Pell grants
- Work study
Sponsor contracts, waivers, and private scholarships are payment sources that can affect a student's financial aid package. However, they aren't award items and aren't assigned through the financial aid packaging process.
Business Benefits
Creating award items in Workday Student helps you to:
- Meet student needs by customizing awards.
- Save time by configuring disbursement schedules and rules.
Use Cases
You can:
- Assess which students are eligible for each award item using Workday-delivered or custom calculations.
- Create a new award item identified as a federal loan and configure the conditions that students must meet in order to receive the award.
- Configure award amount preservation rules to prevent automated packaging jobs from reducing or adjusting award amounts after a specified date.
- Create an award item for merit-based financial aid packages and configure it with strict eligibility criteria, such as a high GPA and a specific program of study.
- Configure precedence groups to determine the charges an award should pay for.
- Assign worktags to help you identify the purpose of award items.
Questions to Consider
Questions | Considerations |
|---|---|
How do you determine that students are eligible to receive an award item? | When creating student award items, consider what eligibility calculations you need to create. You can create calculations, such as requiring a minimum GPA or academic level, and assign them to award items. Students must meet the criteria you specify to receive the award item. |
Do you want the award item to go towards paying a student charge? | When a student receives an award item, you can configure it to go towards paying an existing student charge on their account. You can create payment precedence rules so the awards pay student charges in a specific order. Example: A student receives a scholarship that goes towards their tuition, then housing, and then a meal plan. |
Do you want to automate the packaging of student award items? | In order for Workday to package student award items automatically, you need to add them to a packaging strategy. Otherwise, you can manually add the award item using the Total Financial Assistance report on student profiles. |
Are you using the Import Total Financial Assistance web service to import awards you assign to students using a third-party financial aid vendor? | If you use the Import Total Financial Assistance web service, create a student award item in Workday for each award item that you import. Every award needs a corresponding award item in Workday. |
Recommendations
- Only specify an academic level when absolutely necessary and you are certain it only applies to that academic level. Once you specify an academic level, you can't change it on the award item.
- Limit creating multiples of the same award item, and instead use calculations to determine various eligibility criteria.
- Don't make changes to award items during the award year. It could impact financial aid processing and accounting. If you need to make accounting changes, create a new award item instead of changing an existing one.
Requirements
No impact.
Limitations
Workday doesn't apply effective dating to the
Accounting
tab of student award items. If you need to configure an award item with new worktags each financial aid award year, you must create a new award item every year.For student award items, you can only configure an effective date as early as 1949.
Tenant Setup
No impact.
Security
These domains in the Financial Aid functional area:
Domain | Description |
|---|---|
Set Up: Student Award Items
| Enables you to create and edit student award items. |
Set Up: Time-Based Student Award Amount Preservation Rules
| Enables you to create and edit student award amount preservation rules. |
Reports: Student Award Items
| Enables you to report on student award items. |
Reports: Student Awards
| Enables you to report on student awards. |
Reports: Time-Based Student Award Amount Preservation Rules
| Enables you to report on student award amount preservation rules. |
Business Processes
No impact.
Reporting
The
Total Financial Assistance
report on student profiles gives a comprehensive overview of a student's financial aid. Once Workday gives award items to a student, whether in a financial aid package or as an individual award, you can see the details on the report. You can also use the report to adjust the amount, and add or remove an award.Integrations
You can use these web service operations to import and export student award items:
- Get Student Award Items
- Put Student Award Item
Connections and Touchpoints
Features | Considerations |
|---|---|
Financial Aid Packaging | Student award items are the crux of financial aid packaging. They provide the information necessary to process financial aid, such as determining award amounts and assessing eligibility. They also automate the packaging process. |
Student Financials | You can configure student award items:
|