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Administrator Guide
Last Updated: 2024-03-08
Steps: Set Up Hold Assignments for Past Due Balances

Steps: Set Up Hold Assignments for Past Due Balances

Create Student Messages in the Student Financials category for proactive or hold notifications.
You can configure automatic hold assignments for students with balances that are past due. These hold assignments can prevent students, until they lower their balance to an acceptable amount, from:
  • Receiving diplomas.
  • Registering for classes.
You can also send proactive notifications to students and third-party proxies about upcoming due dates to help students avoid becoming past due on their charges.
  1. (Optional) Access the
    Create Student Cohort
     task.
    You can create noncriteria-based student cohort memberships to exclude from past due hold assignments. See the
    Student Cohort Membership
     section of Concept: Student Cohorts.
    Security:
    Manage: Student Cohorts
     domain in the Academic Advising functional area.
  2. Access the
    Configure Past Due Balance Hold Assignments
     task.
    Security:
    Set Up: Student Collections
     domain in the Student Financials functional area.
  3. As you complete the
    Hold Assignment Settings
     section, consider:
    Option Description
    Exclude International Students
    Student Populations to Exclude
    Select to exclude international or other student populations from past due hold assignments for the institution and academic level. Example: You can exclude students from past due balance holds while waiting for anticipated sponsor contract payments.
    Excluding students from hold assignments doesn't exclude them from proactive notifications. Workday sends proactive notifications to all students in the selected institution and academic level.
    Applies to All
    When your tenant has multiple institutions, select to apply the hold to students across all institutions and all records.
    You can hide this option using the
    Edit Tenant Setup - Student
     task if you don’t want to enable holds to apply across your entire tenant.
    Applies to This Institution
    When your tenant has multiple institutions, select to apply the hold to students in this institution.
    You can hide this option using the
    Edit Tenant Setup - Student
     task if you don’t want to enable holds to apply across your entire tenant.
    Example: You configure your multiple institution past due balance hold settings for:
    • Katherine Johnson University (KJU) at the institution level. You don't select an academic level and select the
      Applies to All
       check box.
    • Perkins Technical College (PTC). You select both the
      Undergraduate
       academic level and the
      Applies to This Institution
       check box.
    Results: Emma and Rob both enroll in KJU and PCT. When Emma has a past due balance at KJU, a hold applies to both KJU and PTC. When Rob has a past due balance at PTC, a hold applies to PTC only.
  4. (Optional) Select the
    Schedule Active
     check box in the
    Schedule Notification Settings
     section.
    You can specify the time that student hold messages and proxy notifications start processing. This time is based on the
    Time Zone
     field listed for your tenant.
  5. As you complete the
    Past Due Hold Configuration
     tab, consider:
    Option Description
    Days Past Due
    To delay assigning the holds on this row, enter the number of days beyond the due date. You can use this field to configure a grace period.
    Example: To configure a grace period of 3 days, enter
    4
    . On the fourth day, Workday assigns the holds on this line.
    Account Tolerance Amount
    Enter the threshold that student accounts must exceed for Workday to assign the holds on this row.
    Example: You set this amount to 500 USD. Workday doesn't apply the hold for a student with 200 USD in past due charges.
    Exclude Anticipated Aid
    Select to exclude anticipated aid when considering a student's balance for past due holds.
    Hold Types
    Select the hold types to assign when students exceed the
    Days Past Due
     and
    Account Tolerance Amount
     fields.
    Student Message
    Select a message to send to students when Workday assigns the holds on this row. The student message criteria must be both:
    • In the Student Financials category.
    • Used for holds.
    Charge Types
    Select the charge types that you want to configure individual tolerance amounts for. Charges with the types selected here must exceed the
    Tolerance Amount per Charge
     for past due hold assignment consideration.
    You can exclude individual charge items from past due hold considerations by using the
    Edit Student Charge Item
     task.
    Tolerance Amount per Charge
    Enter the threshold that a charge with a type selected in the
    Charge Types
     field must exceed for past due hold assignment consideration.
  6. As you complete the
    Proactive Notification Settings
     tab, consider:
    Option Description
    Exclude Anticipated Aid
    Select to exclude anticipated aid when considering a student's balance for proactive notifications.
    Limit engagements within (days)
    Enter the number of days after a proactive notification before Workday sends the student another proactive notification. Use this field to prevent excessive notifications when students have many charges due within a short timeframe.
    Workday doesn't delay any notifications that fall within the window, but simply doesn't send them.
    This configuration only limits proactive notification engagements and doesn't affect other types of student engagements.
  7. As you complete the grid on the
    Proactive Notification Settings
     tab, consider:
    Option Description
    Days from Due Date
    Enter the number of days before the charge due date to send the student a message on this row.
    Example: You enter 3 and Workday sends proactive notifications that meet all of these requirements 3 days before the due date.
    Account Tolerance
    Enter the threshold that student accounts must exceed for Workday to send the student message on this row.
    Example: You set this amount to 500 USD. Workday doesn't send the student message for a student with 200 USD in past due charges.
    Student Message
    Select a message to send to students when the student reaches both:
    • The days from the due date of a charge.
    • Exceeds the account tolerance.
    You can select from student messages that are both:
    • In the Student Financials category.
    • Used for holds.
    Proxy Message
    Select a message to send to proxies when you've also selected:
    • The
      Allow Proxies to Receive Proactive Past Due Notifications
       check box on the
      Maintain Institutional Student Financial Options
       task.
    • A message that doesn't include merge fields.
Workday evaluates student accounts on a nightly basis, applying holds or sending proactive notifications as needed. When you schedule student hold messages or proxy notifications to send later, Workday:
  • Reevaluates these student accounts for any additional payments or changes prior to the scheduled start time.
  • Removes messages and notification that no longer apply, helping you eliminate unnecessary messages.
When a student balance drops below the account tolerance amount, Workday removes eligible holds.
Example: The
Registration Add
 hold has an account tolerance amount of 500 USD and the
Transcript
 hold has an account tolerance amount of zero USD. A student has a past due balance of 1000 USD with both a
Registration Add
 hold and a
Transcript
 hold. When the student makes an 800 USD payment, leaving a past-due balance of 200 USD, Workday removes the
Registration Add
 hold but keeps the
Transcript
 hold in place.