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Administrator Guide
Last Updated: 2024-03-08
Concept: Student Auxiliary Charges

Concept: Student Auxiliary Charges

The office of the Bursar typically posts the majority of student charges to student accounts, and automatically schedule these charges. However, departments outside of the Bursar occasionally need to post ad hoc, auxiliary charges to student accounts. Example: Libraries might need to charge students for overdue library books.
Departments outside of the Bursar have several options for posting auxiliary charges to student accounts. You can:
  • Grant non-Bursar staff access to the
    Apply Student Charge
     task.
  • Enable non-Bursar staff to request the Bursar to post charges on their behalf.
  • Use an Enterprise Interface Builder (EIB) to load student charges.
Consider the level of familiarity of your staff with Workday and the volume of transactions when selecting an option.

Access to the Apply Student Charge Task

You can enable non-Bursar staff to use the
Apply Student Charge
 task to enter charges manually for 1 student at a time.
The
Student Charge Event
 business process secures and initiates this task, which enables you to:
  • Grant security group permissions to specific roles.
  • Use conditions rules to route charges that meet certain conditions to the Bursar for approval.
    Example: You can require the Bursar to approve auxiliary charges over 100 USD.
Contextual security enables you to further control what non-Bursar staff can do with the task. You can:
  • Limit the availability of charge items for non-Bursar staff to use on the task.
  • Configure role assignments on the academic units associated with the charge items.
This option is best suited for low volumes of student charges.

Requests

In Workday, requests are a flexible tool that enables non-Bursar staff to request that the Bursar post charges on their behalf. The external staff member can specify the details of the charge they'd like to post in the body of the request. You can configure requests so that when non-Bursar staff initiates a request, a Bursar staff member receives a task in their
My Tasks
. They would then use the
Apply Student Charge
 task to post the requested charge.
This option requires the most action from multiple staff members in separate departments and is best suited for relatively low volumes and frequencies.

Enterprise Interface Builder (EIB)

You can use an inbound EIB based on the
Import Charges for Students
 web service operation to load student charges in bulk. To use this option:
  1. Provide an EIB template to the external department.
  2. The external department populates required data onto the template.
  3. A designee of the Bursar with security access to and familiarity with running EIBs loads the data to student accounts.
Integrations are best suited for high-volume processing and are schedulable, but they require specialized knowledge and higher levels of coordination between departments.