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Administrator Guide
Last Updated: 2025-09-19
Concept: Real-Time Student Accounts

Concept: Real-Time Student Accounts

Workday enables students, administrators, and third-party proxies to view specific student account information in real time, allowing users to make timely and informed financial decisions.
When you enable real-time assessment, any student financial reaction triggers an immediate update to:
  • Student charges
  • Student waiver payments
  • Account balances
  • Hold removals
Real-Time Exceptions
Workday postpones real-time assessment across institutions when:
  • Activity occurs during the 10-minute peak registration window (5 minutes before and after registration appointment start times). Once charge activity occurs for any student after the peak registration window, Workday resumes real-time assessment and resolves any active student financials reaction flags.
    Administrators can configure the
    Refresh Account
     button to display during peak registration using the
    Maintain Institutional Student Financial Options
     task.
  • These jobs are already running:
    • Student Payment Auto-Application
    • Build Student Financials Period Records
    • Assign Student Charges via SFPR
    • Charges and Installments Aging Job to Assign Holds and Soft Drop
    • Holds, Soft Drop, Aging Group Removal
    Workday evaluates students with new registrations after these jobs complete. You may experience a delay in real-time updates when using Mass Operation Management or web services background processes that trigger these jobs.
  • A student registers for a course that will begin after their expected completion date (ECD). When nightly orchestration runs, the Refresh Student Financials Period Records job builds out the SFPR past the ECD, then assigns charges.
When real-time assessment is enabled and charge or waiver payment calculations use report fields that aren’t updated in real time (example: report fields off of the Financial Aid Period Records business object), charges and waiver payments may post incorrectly because the calculation information is outdated.
Student accounts won’t update in real time when student financial reaction flags are created by these jobs:
  • Process Dynamic Student Cohorts
  • Refresh Attendance Plan
Student accounts won’t update in real time when student financial reaction flags are created by these web services:
  • Import Student Residencies
  • Import Student Personal Information
  • Import Student Location Assignment Snapshots
Student accounts will update through nightly orchestration or the next time the Assign Student Charges via SFPR job runs.
Example 1: Non-Peak Registration
December 15, 2025 occurs during an active charge assessment schedule for the Spring 2026 semester during non-peak registration.
  1. A student registers for Spring 2026. Workday automatically assigns charges and waiver payments, then runs the Student Payment Auto-Application job.
  2. When the student views their account on that same day, it’s up to date.
Example 2: Non-Peak Registration During Batch Registration
August 1, 2025 occurs during an active charge assessment schedule for the Fall 2025 semester during non-peak registration.
  1. The registrar’s office loads in a large batch of 1,000 registrations for incoming freshmen. Workday automatically assigns charges and waiver payments, then runs the Student Payment Auto-Application job for all loaded students.
  2. Immediately afterward, a sophomore registers for Fall 2025. The Assign Student Charges via SFPR job queues up to run for this student after it completes the process for previous students.
  3. When the sophomore views their account on the same day and time that the Assign Student Charges via SFPR job is running, they see the “Account Updating” status and are unable to click the
    Refresh Account
     button until the process completes.
Example 3: Peak Registration
December 17, 2025 occurs during an active charge assessment schedule for the Spring 2026 semester during peak registration. The registration appointment start time is 10:00 AM.
  1. At 10:01 AM, Brian registers for Spring 2026. In the background, Workday doesn’t assign charges and waivers, nor does it run the Student Payment Auto-Application job.
  2. At 10:03 AM, Brian views his account, which isn’t up to date because it's still within the peak registration window. Brian clicks the
    Refresh Account
     button, which updates his account.
  3. At 10:07 AM, Patricia is the first student to register for Spring 2026 outside of the peak registration window, which causes Workday to resume real-time charge assessment. Patricia and all other students can now see their updated account information.