Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2026-03-13
Steps: Create Student Charge Items

Steps: Create Student Charge Items

You can create charge items to represent the different types of charges that you can assign to students, like tuition, housing, or technology fees. Charge items include details for their associated charges, like:
  • Revenue categories.
  • Related worktags.
  • Refundability.
Posting charges to student accounts enables students to see how much they owe and make payments toward their charges.
Most charges post to student accounts as:
  • Registration-based fees.
  • Charge item assignments to academic units or programs of study.
  • Course fees or additional fees.
Other types of charge originations can include payment plan fees, collection agreement fees, and refund recovery charges.
You can reuse charge items within an origination. Example: You can reuse the same charge item in multiple course fees.
However, Workday strongly recommends that you avoid reusing charge items across originations. Example: Don't use the same charge item in a registration-based fee and as a charge item assignment. When necessary, copy charge items to use in separate originations.
When you group student transaction journal lines, Workday adds charges created using these charge items to a student charge transaction group for streamlined accounting.
  1. (Optional) Access the
    Maintain Related Worktag Usage
     task.
    Configure worktag types and requirements for student charge items.
    Security:
    Set Up: Enable Worktags
     domain in the Common Financial Management and Worktags functional areas.
  2. Access the
    Create Student Charge Item
     task.
    Security:
    Set Up: Student Charges
     domain in the Student Financials functional area.
  3. As you complete the
    General Information
     section, consider:
    Option Description
    Inactive
    Select to prevent Workday from applying new student charges for this student charge item. This configuration doesn't impact any existing student charges associated with this student charge item.
    After inactivating a charge item, remove it from any charge item assignments or registration-based fee assignments with a future effective date.
    Type
    Group charges for reporting and searching, and for use in payment precedence rules. Workday provides the values.
    Classification
    • 1042-S
      : Make the charge item available in 1042-S tax reporting.
    • 1098-T
      : Make the charge item available in 1098-T tax reporting.
    • Institutional
      : Make the charge item available for Return of Title IV worksheet calculations for charge types of:
      • Board
      • Course Fees
      • Housing
      • Mandatory Fees
      • Tuition
    • Title IV
      : You can configure payment precedence rules to give higher priority to charges with this classification.
      Institutions can also apply student aid to noninstitutional charges when:
      1. You include charge items not classified as
        Title IV
         on precedence groups with the
        Title IV
         check box selected.
      2. You create a Federal Student Aid Authorization policy.
      3. Students authorize the application of financial aid to apply noninstitutional charges.
      See Concept: Federal Student Aid Authorizations for additional information.
      You can classify a charge as both
      Institutional
       and
      Title IV
       if both classifications apply.
    • Other
      : Make the charge item available for institution-specific reporting.
  4. As you complete the
    Details
     section, consider:
    Option Description
    Revenue Category
    Select a worktag to use for aggregate reporting of revenue associated with student charges. Workday also uses it as a dimension in the account posting rule to drive ledger accounting.
    Deferred Revenue
    (Optional) Identify charges associated with the charge item as deferred revenue to account for goods and services not fully provided up front, such as tuition. You can recognize the revenue as you provide the goods and services over time. For charge items going straight to revenue, clear the check box.
    Override Revenue Company
    (Optional) To direct revenue to a company that isn't associated with the academic unit, select an override revenue company. If you don't select an override revenue company, Workday posts the revenue to the company of the academic unit.
    • You can select from companies within the same hierarchy as the company of the institution.
    • You can only specify override revenue companies for charge items associated with the institution.
    • You can't edit this field after transactions exist for the charge item.
    Example: At your institution, revenue from housing charges posts to a separate company.
    Charge Calculation
    Select or create the calculation that computes the charge amount for a student.
    If you use this charge item in:
    • A course fee or a registration-based fee, the fee overrides this calculation.
    • The
      Apply Student Charge
       task, you must manually enter the charge amount. The manually entered amount overrides this calculation.
    Due Date Rule
    (Optional) Select a due date rule to calculate payment due dates automatically when you post charges to student accounts.
    Rules for due dates don't apply:
    • When you use the
      Apply Student Charge
       task to post a charge for a student. Instead, you must specify a due date manually.
    • To charges in payment plans. Workday considers such charges past due based on payment plan installment due dates instead of charge item due date rules.
    Charge Aggregate Rule
    (Optional) Select a charge aggregate rule to limit the number of times or the total amount that you can charge a student for the charge item.
    Charge Proration
    Specify whether to refund students when they no longer qualify for the charge item.
    If a charge is partially refundable, select a group of charge adjustment schedules to prorate charges. The charge adjustment schedules in the group specify how much to refund based on when students drop or withdraw.
    Exclude from Past Due Hold Consideration
    Exclude from Registration Soft Drop Consideration
    When selected, past due charges associated with the charge item don't count toward past due holds or registration soft drops.
    Exclude from Student Payment Plans
    When selected, students can't use payment plans to pay charges associated with this charge item. Students must pay the entire charge amount on its due date, even when they're on payment plans with other charges.
  5. (Optional) In the
    Related Worktags
     section, configure worktags to associate with the journal lines Workday generates when you post charges to student accounts.
    As you complete the task, consider:
    Option Description
    Worktag Type
    Worktag types are available, based on the configuration for student charge item worktags.
    Default Required
    When selected, you must specify a default worktag. To change this setting, access the
    Maintain Related Worktag Usage
     task.
    Default Worktag
    Select a worktag that automatically populates when you apply the charge.
    Required on Transaction
    When selected, you must specify a worktag when you apply the charge. Whether you can select the check box depends on how you've configured the worktag on the
    Maintain Related Worktag Usage
     task.
You can access the
Find Student Charge Items
 report to review or edit the charge item.
Use the charge item in:
  • Academic units or programs of study.
  • Collection agreement fees.
  • Course fees or additional fees.
  • Payment plan fees.
  • Registration-based fees.