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Administrator Guide
Last Updated: 2023-06-23
Create Student Charge Aggregate Rules

Create Student Charge Aggregate Rules

Security:
Set Up: Student Charges
 domain in the Student Financials functional area.
Aggregate rules for student charges enable you to limit the number of times or the total amount to charge a student for a particular student charge item. When a charge item has a charge aggregate rule, Workday aggregates each associated charge for a student until they reach the limit of the rule. When a student reaches the limit, the rule prevents Workday from charging the student for the charge item again.
Examples:
  • Students can take a course multiple times in an academic year, but only need to pay the course fee once per academic year.
  • You can assess a fee up to 4 times, or up to a maximum of 400 USD, over the lifetime of a student.
When necessary, you can manually post charges or make charge adjustments that exceed charge aggregate limits.
When your institution displays pending charges, course fees don't aggregate.
  1. Access the
    Create Student Charge Aggregate Rule
     task.
  2. Add a row for every duration over which to aggregate student charges.
    Example: To charge a fee once per academic period and no more than 2 times per academic year, configure separate rows to limit the academic period and academic year. When you define multiple rows, Workday applies the first limit that the student reaches.
    When you define either the maximum amount or number and leave the other field value at zero, Workday ignores the zero. To prevent confusion, consider changing the zero to a value that the charge will never reach, such as 999 or 999999.
    As you complete the task, consider:
    Option Description
    Maximum Number
    Enter the maximum number of times that you can charge a student for the duration.
    These types of charges don't count toward the maximum number:
    • Adjustments
    • Prorations
    • Canceled charges
    • Payment plan fees
    • Collection agreement fees
    • Refund recovery fees
    When you define both a maximum number and maximum amount, Workday applies the first limit reached.
    Maximum Amount
    Enter the maximum amount that you can charge a student for the duration.
    When a charge exceeds the maximum amount, Workday changes the charge amount to meet the limit. Example: When a 100 USD charge exceeds a 75 USD limit, Workday posts the charge with an amount of 75 USD. Workday doesn't change:
    • Converted amounts that you import.
    • Amounts for charges that posted before you added a charge aggregate rule to the associated charge item.
    These types of charges don't count toward the maximum amount:
    • Canceled charges
    • Payment plan fees
    • Collection agreement fees
    • Refund recovery fees
    When you define both a maximum number and maximum amount, Workday applies the first limit reached.
    Duration
    Select the period of time over which charges aggregate.
    When a student has multiple academic records, charges aggregate for durations across the academic records. Example: Your institution has a fee that students must pay once per academic level and:
    • Abigail has an active undergraduate record and an inactive undergraduate record. Charges for both records count toward the same academic level, so she only pays the fee once.
    • Carl has concurrent undergraduate and graduate academic records. Charges for his academic records count toward different academic levels, so he pays the fee twice.
The charge aggregate rule is available for use in student charge items.
You can use:
  • The
    Find Student Charge Aggregate Rules
     report to view the charge aggregate rule.
  • The
    View Student Charge Aggregate Rules by Student
     report to view the balances that students have accumulated for the rules that apply to them.