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Administrator Guide
Last Updated: 2023-06-23
Set Up Student Wash Period Policies

Set Up Student Wash Period Policies

Security:
Set Up: Student Charges
 domain in the Student Financials functional area.
You can define wash period policies to set a period of time that certain registration activities wash, or cancel, each other out. When registration activities wash, Workday doesn't post prorated charges for dropped registrations. Without wash period policies, students continue to owe prorated charges for dropped or withdrawn registrations as well as charges for new registrations.
Workday applies the wash period policy for the primary program of study for the student.
Student wash period policies are ineffective for institutions that display pending charges.
  1. Access the
    Maintain Student Wash Period Policy
     task.
  2. As you complete the
    Wash Type
     field, consider:
    Option Description
    Course Sections
    Enable sections of the same course to wash.
    To wash, registration activities must occur in the wash period between:
    • 00:00:00 on the start date.
    • 23:59:59 on the end date.
    Units
    Enable any registrations to wash, as long as the units add up to zero. Students can add or drop any number of registrations, in any order.
    To wash, registration activities must occur between 00:00:00 and 23:59:59 of the same calendar day.
    Example: Marisa can add 4 units, drop 6 units, and add 2 units on the same day, to end in a wash.
    Workday uses the time zone of your tenant. If you haven't configured a time zone for your tenant, Workday uses Pacific Time.
When students have eligible registration activities within the wash window, the activities cancel each other out. If the wash:
  • Completes entirely between runs of the
    Assign Student Charges
     job, the job doesn't post prorations for dropped registrations. The job only reverses charges for dropped registrations and posts charges for new registrations.
  • Spans 1 or more runs of the
    Assign Student Charges
     job, the job posts charges, adjustments, or prorations for the activities that occur before it runs. After the washing activities occur, the job reverses the charges and prorations as necessary in the next run.
Wash Completes Between Runs
The program of study for Wendy washes registrations based on units. The student's courses use registration-based fees and the rate is 100 USD per unit.
  • Wendy adds 3 units and an hour later drops 3 units. During this time, the
    Assign Student Charges
     job doesn't run.
  • An administrator refreshes the financial account for Wendy, launching the
    Assign Student Charges
     job. The job posts:
    • A 300 USD charge for the new course.
    • An adjustment of -300 USD for the dropped course.
    • No prorations.
Wash Spans Runs
The program of study for Paul washes registrations for eligible course sections. Paul switches course sections to a section that has a higher course fee. At this point in the academic period, charges for dropped registrations prorate to 50%.
  • Paul adds a course section that has a fee of 800 USD.
  • After the
    Assign Student Charges
     job posts the fee to the financial account, Paul drops the course section.
  • The
    Assign Student Charges
     job runs and posts a -800 USD adjustment and a 400 USD prorated charge for the dropped course section.
  • Next, Paul adds a course section that has a fee of 1000 USD.
  • The
    Assign Student Charges
     job then posts a -400 USD adjustment for the prorated charge and a 1000 USD charge for the new course.