Steps: Prorate Student Charges for Drops and Withdrawals

You can prorate:

Course fees and registration-based fees according to the date that a student drops or withdraws from a registration. Example: Students receive full refunds if they drop a course before it begins, but can only receive partial refunds once the course has begun.

Charges when students drop or withdraw registrations due to status changes for program of study. These status changes can include leaves of absence or institutional withdrawals.

Charge Adjustment Schedules don't apply to Charge Item Assignments.

Access the

Create Charge Adjustment Schedule Group

task.

Create groups to identify related charge adjustment schedules. Example: Create a group for academic calendars that have standard academic periods and another group for academic calendars that have nonstandard academic periods.

Security: Set Up: Student Charges
domain in the Student Financials functional area.

Create Charge Adjustment Schedules.

Assign a group for charge adjustment schedules to the charge item. When a charge is always fully refundable or nonrefundable, you can select those options instead of assigning a charge adjustment schedule.

See Steps: Create Student Charge Items.

(Optional) Set Up Student Wash Period Policies.

Prevent Workday from posting prorated fees when dropped or withdrawn registrations wash with new registrations.

When a student drops or withdraws from a registration, Workday posts:

A reversal for the initial charge.

A new, prorated charge. This prorated charge follows the charge adjustment schedule through the charge assessment group for the charge item.

When you've configured a wash period policy and the dropped registration washes with a new registration, Workday:

Posts a reversal for the initial charge.

Doesn't post a prorated charge.

Devin registered for a course that cost 400 USD and then dropped the class 25 days into the semester. According to the charge adjustment schedule for the course fee, Devin should receive a 25% refund. Workday reverses the 400 USD charge and posts a prorated 300 USD charge to the financial account, effectively giving Devin a 100 USD refund.