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Administrator Guide
Last Updated: 2024-09-20
Create Charge Assessment Schedules

Create Charge Assessment Schedules

Security:
Manage: Student Charge Processing
 domain in the Student Financials functional area.
You can create charge assessment schedules to control when Workday assesses charges for different student groups. Charge assessment schedules define the time frame when students can have charges assessed or updated daily for an academic period.
Example: Undergraduate students can begin receiving charges for the upcoming academic period up to 2 months before the academic period begins. However, students taking nonstandard period courses should begin receiving charges closer to the beginning of the academic period. You can create separate charge assessment schedules for undergraduates and nonstandard period courses. These separate schedules can ensure that you don't inadvertently charge students in nonstandard period courses too soon.
  1. Access the
    Create Charge Assessment Schedule
     task.
  2. 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.
  3. Specify the student population to apply this charge assessment to in the
    Student Selection Criteria
     section.
  4. (Optional) Specify the student population to exclude from the charge assessment schedule.
    As you complete the
    Additional Criteria
     section, consider:
    Option Description
    Exclude Students Returned by This Calculation
    Select an eligibility calculation that returns
    True
     for students that you want to exclude from the charge assessment schedule.
    Exclude Students in These Programs of Study
    Select 1 or more programs of study when you want to exclude students from the charge assessment schedule.
    This option is available when you select a student population based on an academic unit.
  5. As you complete the
    Academic Period Criteria
     section, consider:
    Option Description
    Academic Period (AP)
    Select 1 or more APs for charges to assess.
    Registered for Courses
    (Optional) Require students to be registered for at least 1 unit in the selected academic period to have charges assessed.
    When you select multiple academic periods, Workday only assesses charges for the academic periods in which students have registered.
During the assessment window, Workday assesses student charges during the nightly
Assign Student Charges
 job, when they’re both:
  • Eligible for an assessment.
  • Have an unprocessed student financials reaction.
To ensure that the
Assign Student Charges
 job runs, configure either the
Maintain Student Charge Item Assignments
 or the
Maintain Student Registration-Based Fee Assignments
 tasks, or both, as well as the waiver calculations and eligibility for the waiver item. Also ensure that the academic period for which you're assigning charges and waivers has an active charge assessment schedule.
When you need to assess a student account before the nightly job, select the
Refresh Account
 button on the Student Financials profile group.
When you don't create a charge assessment schedule, Workday doesn't assess any academic period as part of nightly job orchestration, and your administrator won't see the
Refresh Account
 button.