Troubleshooting: Student Charges

This topic provides strategies for diagnosing and resolving these Student Charges issues:

No charges were posted during the charge assessment process.

You're not using the correct effective date for the academic period.

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

Access the

Maintain Student Charge Item Assignments

task.

Verify that you’re using the Standard Academic Period Start Date as the effective date for the academic period.

Access the

Maintain Student Registration-Based Fee Assignments

task.

Repeat Step 2.

You're unable to add a charge item assignment.

The charge item due date rule configuration uses the academic period start date and not the start date for the course section. Charge items configured with the course start date won't display in the Maintain grid.

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

Access the

Find Student Charge Items

report to review the charge item.

Select

Student Charge Item

Edit

from the related actions menu of the charge item.

Verify that the due date rule configuration on the charge item uses the date for the period start and not the course start.

Your registration-based fees aren't evaluating correctly.

You're using the

Billable Units Registered for Academic Periods

report field in your registration-based fee (RBF) calculations.

Security: Set Up: Student Charges
and Manage: Student Charges - Cancel
domains in the Student Financials functional area.

Access the

Find Student Registration-Based Fees

report.

From the related actions menu of the incorrect registration-based fee, select

Student Registration-Based Fees

Edit

Replace any instances of the

Billable Units Registered for Academic Periods

report field with the

Registration-Based Fees: Total Registered Units

report field.

Access the

Cancel and Reassess Student Charges

task for impacted students.

To mitigate risk, we recommend reviewing all of your registration-based fees and making applicable changes to their calculations.

You're unable to view student charge items.

Your charge item configuration includes the wrong academic level.

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

Access the

Student Charge Item

Edit

from the related actions menu of the charge item.

Configure the charge item for an academic level or clear the level to use it at any level.

The current due amount is different on Student View.

There are 1 or more pending items:

Aid: Workday doesn't include anticipated aid in current and past due balances in Student View. The anticipated aid displays separately, providing visibility to the student.

Charges: Student charges haven't refreshed yet.

Refresh the student's account from the Student Financials profile.

You can't refresh the Student Financials account.

You haven't configured a charge assessment schedule.

Security: Manage: Student Charge Processing
domain in the Student Financials functional area.

Access the

Create Charge Assessment Schedule

task.

Define the

Start Date

and

End Date

fields that Workday assesses charges for daily. If your institution displays pending charges, Workday recommends selecting a start date that is at least 1 day before the enrollment window begins.

Specify the student population to apply this charge assessment to in the

Student Selection Criteria

section.

(Optional) Specify the student population to exclude from the charge assessment schedule.

Complete the

Academic Period Criteria

section.

You see incorrect due dates for student charges.

You're charging for both standard and nonstandard academic periods registrations, but haven't configured the due date rules for both. When you don't configure both the due date rules for the academic period that you're evaluating, Workday uses the

Posted Date

as the due date.

Configure the Charge Due Date rule for both standard and nonstandard academic periods.

A student was prebilled for the full academic period when attending only an intersession course.

In the context of charges, Workday effectively associates intersession courses with the entire standard academic period because:

Prebilling charges are registration-based fees (RBFs).

The Assign Student Charges job runs off Student Financials Period Records (SFPRs), which correspond to standard academic periods.

Configure RBF calculations

: Configure RBF calculations so that a student isn't charged for the standard academic period if their only registration records are for intersessions. See Steps: Create Student Registration-Based Fees.

Add eligibility criteria to RBF assignments

: You can configure this eligibility criteria to consider only standard academic periods as an instance set comparison calculation for an RBF. See Steps: Create Student Registration-Based Fees.

Create a calculated field for granularity

: If you want more specific granularity for defining academic period types, create a calculated field on the source field within the RBF configuration. This allows for better handling of intersession billings independently. See bxe1470157762583 and Steps: Create Student Registration-Based Fees.

The charge adjustment schedule fully reduces tuition charges instead of prorating it.

You're using an eligibility calculation that considers students with a specific number of enrolled hours. When a student drops below the configured number of credit hours, you expect charges to be prorated, but this is an incorrect assumption.

In the context of charges, Workday determines eligibility by the If condition that's configured for the registration-based fee (RBF). Your eligibility calculation makes the student ineligible for the charge, so Workday removes the charge and doesn't invoke the charge adjustment schedule. Review your eligibility calculations to ensure that the student still meets all conditions.

Create Charge Assessment Schedules

Steps: Create Student Charge Items