Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2026-06-12
Create Charge Adjustment Schedules

Create Charge Adjustment Schedules

  • Create groups for charge adjustment schedules.
  • Security:
    Set Up: Student Charges
     domain in the Student Financials functional area.
You can use charge adjustment schedules to specify how to prorate refundable charges for dropped or withdrawn registrations. You can also specify different proration rates for registrations that:
  • Students or administrators drop or withdraw from.
  • Include program of study status change drops or withdrawals, such as leaves of absences or institutional withdrawals.
When a charge is always fully refundable or nonrefundable, you can configure that directly on the charge item instead of creating a charge adjustment schedule for it.
In Workday, charge adjustment schedules are linked to specific academic periods, giving you the flexibility to define separate schedules when academic periods adjust charges differently. Example: Charges during the summer term have different refund percentages than the fall or spring semesters.
You can create charge adjustment schedules for 1 academic year at a time.
  1. Access the
    Create Charge Adjustment Schedule for Academic Year
     task.
  2. On the prompt, complete the
    Institution
    ,
    Create Charge Adjustment Schedule for Academic Year
    , and
    Academic Year
     fields, then click
    OK
    .
  3. In the
    Academic Periods
     field, select 1 or more academic periods to which the charge adjustment schedule applies.
  4. In the
    Schedule Basis
     field, select a method for counting the number of days or class meetings.
    As you complete the task, consider:
    Option Description
    Calendar Days
    Select to include all calendar days, including holidays and weekends.
    Instructional Days
    Select to include calendar days, excluding holidays. To include weekend days, you must select the
    Include Saturday
     or
    Include Sunday
     check box, or both.
    Charge adjustment schedules consider any event on your holiday calendar as an all-day event, even if it's not defined as an all-day event.
    Class Meetings
    Select to include the number of class meetings. Workday evaluates the meeting pattern of a course, then cross-references it with the academic calendar's noninstructional days to determine the schedule basis.
  5. When you select
    Calendar Days
     or
    Instructional Days
     as your schedule basis, you must also select a charge adjustment
    Schedule Anchor Date
    .
    The anchor date is the starting point from which Workday counts days to determine which refund percentage applies when a student drops or withdraws from a course. Example: If the anchor is
    Academic Period Start Date
     and a schedule row is through Day 5, Workday counts 5 calendar or instructional days (depending on the schedule basis) from the academic period start date through the end of the fifth day to determine the applicable refund percentage.
    Schedule Anchor Date
    Description
    Academic Period Start Date
    The start date of the academic period of the student's course registration.
    Workday doesn't use the standard start date of the academic period for charge adjustments.
    Course Section Start Date
    The start date of the course section of the student's course registration. Use this anchor when refund policies are based on when the specific course section begins rather than when the academic period begins.
    Drop without Record End
    The last date when a student can drop a course section and have Workday display it on their academic record as
    Unregistered
     instead of
    Withdrew
    .
    Workday uses the Drop without Record End date from the owning academic unit's academic period date controls unless you set a Drop without Record End override date for the course section using the
    Override Course Section Date Controls
     task. See Steps: Manage Date Controls and Reference: Date Controls.
    Schedules for charge items:
    • Used in course fees and registration-based fees can use schedules based on any anchor.
    • Don't need an anchor when you select
      Class Meetings
       as the
      Schedule Basis
      .
  6. Add a row for each timeframe with a different refund percentage. Any drops or withdrawals beyond the final timeframe automatically result in 0% refunds.
    As you complete the task, consider:
    Option Description
    Evaluate by Course Length
    Select to use the
    Course Length in Days/Meetings
     values for your charge adjustment calculations.
    Course Length in Days/Meetings
    When you select the
    Evaluate by Course Length
     check box, Workday uses your entries for charge adjustments.
    Through Day/Meeting
    Enter the number of days or class meetings through which Workday applies the specified refund percentage.
    For calendar days or instructional days, you can enter:
    • 0
       to indicate the first day of the anchor.
    • A negative number to indicate the number of days before the anchor date.
    For class meetings, you can enter:
    • 0
       to indicate the day before the first meeting.
    • 1
       to indicate the day of the first meeting.
    The number includes the entire day. Example: Beth and Tony signed up for a class that meets at noon. Beth drops the class in the morning, right before the first meeting, and Tony drops the class in the evening, after having attended the first meeting. Both students receive the same refund percentage.
    Registration Withdrawal or Drop Refund Percentage
    Enter the refund percentage for students who drop from their registrations during this timeframe.
    Institutional Withdrawal Refund Percentage
    Enter the refund percentage for withdrawn registrations during this timeframe due to a program institutional withdrawal.
  7. (Optional) Click
    Add
     to create another charge adjustment schedule for the academic year.
    Example: If the summer term has a different charge adjustment schedule than the fall and spring semesters, create a separate schedule for the summer term.
Workday uses the charge adjustment schedule from the:
  • Academic period of the course registration to prorate charges.
  • Charge adjustment schedule group of the charge item.
You can use the
Find Charge Adjustment Schedules by Group
 report to view the schedules.
Students at Alma Mater University who go on leave, withdraw from school, get suspended, or get dismissed receive:
  • A full refund before the academic period begins.
  • No refund when their program of study status changes after the academic period begins.
Students receive a:
  • Full refund when dropping a class before the academic period begins.
  • Prorated refund according to the charge adjustment schedule when dropping or withdrawing from a class after the academic period begins.
To accommodate this policy, you create this charge adjustment schedule:
Schedule Basis
:
Calendar Days
Schedule Anchor Date
:
Academic Period Start Date
Through Day/Meeting
Registration Withdrawal or Drop Refund Percentage
Institutional Withdrawal Refund Percentage
-1
100
100
0
90
0
11
80
0
21
70
0
100
25
0