Concept: Adjusting and Canceling Student Charges

Automatic Charge Adjustments

When Workday assigns charge items to students, it:

Compares new charges to charges already posted to the student account.

Posts any difference (positive or negative) as an adjustment to the current period.

The initial charge amount with the original due date remains in the account transactions. The adjustment can have a different due date.

Workday uses your account posting rules and posting rule dimensions to:

Generate the accounting.

Associate the relevant worktags.

Post the journals to the appropriate ledger accounts.

Manual Charge Adjustments

You can manually adjust charge amounts and due dates posted to a student's account with the

Create Student Charge Adjustment

task (secured to the Student: Manage Charge Processing
domain), which you access by selecting

Student Charge

Adjust

from the related actions menu of the charge.

When you submit the change, Workday:

Recalculates student account balances.

Reapplies the payment precedence rules.

Generates accounting entries.

Locking Charges

You can lock or unlock charges while manually adjusting them. When you lock a charge, Workday can't adjust the charge, even when student activities affecting the student charges occur.

Example: When you assign charges manually, Workday locks the charges. You must unlock the charges for Workday to adjust the charge automatically when the student changes their program of study.

Canceling Student Charges

You can cancel charges recorded in error. Canceling a charge cancels all of its associated adjustments too. Canceled charges don't display on student accounts or student statements and Workday doesn't include them in due amounts.

You can't cancel charges that are:

In a payment plan or collection agreement.

Not approved.

Refund recovery charges.

Written off.

When you group journals, instead of creating reversal journals for the initial charge and each of its adjustments, Workday:

Posts a single adjustment journal.

Uses the Cancel Charge transaction type to bring the total amount of the charge and its prior adjustments to zero USD.

Puts the new cancellation adjustment into its own student charge transaction group.

If you cancel a charge that already has a 0 USD balance, Workday doesn't create a new journal.

To cancel a charge, access the

Cancel Student Charge

task (secured to the Manage: Student Charges - Cancel
domain) by selecting

Student Charge

Cancel

from the related actions menu of the student charge.

Canceling and Reassessing All Student Charges in an Academic Period

When you backdate a registration, or a student changes their program of study or residency, Workday:

Cancels and reassesses all charges for the academic period.

Doesn't adjust the existing charges.

These changes must occur on or before the standard start date of the academic period.

You can manually cancel and reassess all charges on student financial period records using the

Cancel and Reassess Student Charges

task (secured to the Manage: Student Charges - Cancel
domain).

You can cancel all charges selecting the

Cancel Charges Only

check box on the

Cancel and Reassess Student Charges

task (secured to the Manage: Student Charges - Cancel
domain).