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Administrator Guide
Last Updated: 2025-02-21
Set Up Financial Information Display Options

Set Up Financial Information Display Options

Security: These domains in the Student Financials functional area:
  • Manage: Student Charge Processing
  • Set Up: Student Financials
You can display information that helps students understand their finances and hide information that could confuse them.
  1. Access the
    Maintain Institutional Student Financial Options
     task.
  2. As you complete the task, consider:
    Option Description
    Pending Charges Opt-In
    Select to display pending charges on student accounts.
    Pending charges enable students to estimate their costs immediately after registering for courses with fees, instead of waiting for the charges to post to their accounts.
    When students make payments toward pending charges, Workday updates their account balances but doesn't apply the payments or create accounting until the charges post.
    When you opt in to pending charges, student wash periods are ineffective, and course fees don't aggregate. If you plan on using student wash period policies or aggregating course fees, don't display pending charges.
    Allow Account Refresh Button
    When you select this check box and the student's account has charges and waivers that require processing outside of peak registration times, Workday displays the
    Account Refresh
     button and these statuses for administrators:
    • Account Up To Date
       - The student’s account is up to date. All charge reaction flags are processed for all academic periods.
    • Account Not Up To Date
       - The student’s account isn’t up to date. There are active charge reaction flags for academic periods with active charge assessment schedules.
    • Updating
       - The student's account has an Academic Period currently updating charges, waivers, auto-application, or hold removal.
    On these tasks and reports:
    • Account Activity Overview Card
    • View Student Account Activity
    • View Student Financial Account
    • View Student Financial Account History by Academic Period
    • View Student Financial Account History for Payment Plans
    • View Student Financial Account Outstanding Charges and Payments
    • View Transactions Summary
    For students and third-party proxies, we display the
    Account Not Up To Date
     status on these tasks and reports:
    • Account Activity Overview Card
    • Make a Payment
    • Make a Payment as Third Party
    • Student Self-Service:
      • View Due Now Details
        tab
      • View Payment Plans
        tab
      • View Transactions
        tab
    • View Account Activity
    • View Account Activity as Third Party
    • View Student Account Activity
    When selected, the
    Allow Account Refresh Button
     will not display during peak registration times unless the
    Display Refresh Button During Peak Registration
     check box is also selected.
    Workday defines peak registration times for your tenant as the 5 minutes before and 5 minutes after both the:
    • Open Enrollment Start
       time designated in the
      Maintain Academic Period Date Controls
       task.
    • Start Time
       of the
      Enrollment Appointments
       set on the
      Maintain Academic Period Registration Appointments
       task.
    Display Refresh Button During Peak Registration
    (Optional) Select to display the
    Account Refresh
     button when needed.
    Hide Academic Period on Student Payments
    To avoid confusion, you can hide academic periods on student payment transactions from students and third-party users view. This option doesn't hide academic periods from administrators.
    Workday associates student payments in the academic periods that students make them, even if they were meant for a different academic period. Example: In August, a student makes a payment toward charges for the fall academic period, which begins in September. Workday associates the payment with the summer academic period rather than the fall academic period.
    Allow Proxies to Receive Proactive Past Due Balance Notifications
    Select to include proactive notification emails to third-party users when you have added email addresses.
    To use this functionality, you must also select:
    • Both of these check boxes on the
      Manage Permissions for Third Party
       task:
      • Make A Payment
      • Student Financials Proactive Notifications
    • A proxy message on the
      Configure Past Due Hold Assignments
       task.
    Student Statement Report Layout
    Select the statement report layout for students at your institution.
    Process Student Sponsor Contracts in Nightly Orchestration Job
    Select to automatically disburse sponsor contracts nightly. The sponsor contract disburses in the Disburse Payments job during the Student Nightly Job Orchestration when you select this check box and the sponsor contract meets these criteria:
    • Matches the relevant academic periods, disbursement dates, institution, and so on.
    • Meets disbursement eligibility conditions.
    • Meets disbursement schedule conditions.
    Sponsor contract funds won't disburse in nightly orchestration after disbursing them manually with the Disburse Payments job. See Disburse Student Sponsor Contract Payments.
    Enable Assess Each Registration Independently
    Select to display this check box for use on these tasks to assess registrations for courses repeated 3 or more times:
    • Copy Student Registration-Based Fee
    • Create Student Registration-Based Fee
    • Edit Student Registration-Based Fee
    Once you add the Assess Each Registration Independently check box to a Registration-Based Fee, you must remove the check box on the Registration-Based Fee to disable this option.