Reference: Account Posting Rules for Student Transactions

Workday generates operational journals for student transactions based on account posting rules. These tables describe the transaction types that Workday uses to initiate account posting rules.

The

Student Unbilled Receivables

account posting rule is not currently in use.

Financial Aid Award Transactions

Transaction Type	Uses	Task	Journal Source	Debit or Credit	Account Posting Rule
Record	Post Financial Aid Student Award Items to a Student Financial account.	Disburse Financial Aid Payments	Financial Aid Award Disbursement	Debit	Student Spend
Record		Disburse Financial Aid Payments	Financial Aid Award Disbursement	Credit	Student Unapplied Recorded Payment
Apply	Apply Financial Aid Funds to open charges based on the Precedence Rule on the Award Item. When no open charges exist, Workday applies the amount to Unapplied On-Account Payments .	Workday processes this transaction as part of the nightly orchestration job.	Financial Aid Award Disbursement	Debit	Student Unapplied Recorded Payment
				Credit	Student Receivables
				Credit	Student Unapplied On-Account Payments

When award items change, Workday unapplies the original posts, posts new records, and creates these journals entries:

Unapply the original application of payments.

Undo the original Records.

Repost as new Records.

Applies the payments for the new amount.

Student Sponsor Contract Transactions

Transaction Type	Uses	Task or Web Service	Journal Source	Debit or Credit	Account Posting Rule
Disbursement	Disburse sponsor contract funds. When funds remain after paying: Student charges, Workday uses the Student Unapplied On-Account Payments rule. Customer invoices, Workday uses the Unapplied On-Account Payments rule.	Disburse Student Sponsor Contracts task	Student Sponsor Contract Disbursement	Debit	Unbilled Receivables
				Credit	Student Receivables
				Credit	Student Unapplied On-Account Payments
Invoice	Invoice customers for sponsor contracts.	From the related actions menu of the Student Sponsor Contract, select Student Sponsor Contract Create New Invoice	Customer Invoice	Debit	Receivables
Invoice	Invoice customers for sponsor contracts.		Customer Invoice	Credit	Unbilled Receivables
Sponsor Payment	Record and apply payments from sponsor and create deposit. When the account includes a remainder after paying student charges, Workday applies the amount to Unapplied On-Account Payments . When payments and deposits are separate transactions, Workday uses the Undeposited Receipts and Receivables rules.	Record Student Sponsor Payment task Import Student Sponsor Payment web service	Student Sponsor Payment	Debit	Unapplied Recorded Payments
				Debit	Undeposited Payments
				Credit	Receivables
				Credit	Unapplied On-Account Payments
Payment Deposit	Deposit payment received from sponsor.	Create Student Deposit task Import Student Sponsor Payment web service Submit Student Deposit web service	Student Sponsor Deposit	Debit	Cash
Payment Deposit	Deposit payment received from sponsor.		Student Sponsor Deposit	Credit	Unapplied Recorded Payments
Refund Sponsor	Refund sponsor for an overpayment.	Create Pending Student Sponsor Refund task Submit Pending Student Sponsor Refund web service	Student Sponsor Refund	Debit	Unapplied On-Account Payments
Refund Sponsor	Refund sponsor for an overpayment.		Student Sponsor Refund	Credit	Cash
Sponsor Refund Payment - Payment Return Item	Sponsor Refund Payment returned for various reasons such as: An invalid bank account for the check payment. Creation or distribution error of the check, or both.	From the related actions menu of the Student Refund Payment, select Payment Return	Student Sponsor Refund	Debit	Cash
Sponsor Refund Payment - Payment Return Item			Student Sponsor Refund	Credit	Unapplied On-Account Payments
Sponsor Refund Payment - Escheatment Item	Sponsor never cashes the check and the state mandates that you send those funds for escheatment.	From the related actions menu of the Student Refund Payment, select Student Refund Payment Escheat	Escheatment Item	Debit	Cash
Sponsor Refund Payment - Escheatment Item			Escheatment Item	Credit	Escheatment Payable

Workday recommends processing:

Invoices

Record Payments

Disbursements

When amounts for sponsor contracts change, Workday reverses the original transactions and creates new transactions for the new amount.

Student Acceptance Transactions

Transaction Type	Uses	Task or Web Service	Journal Source	Debit or Credit	Account Posting Rule
Payment	Students pay acceptance fees using an external website.	Record Acceptance Fee Payment task Import Student Acceptance Fee Payments web service Submit Student Acceptance Fee Payment web service	Student Acceptance Fees	Debit	Undeposited Payments
Payment	Students pay acceptance fees using an external website.		Student Acceptance Fees	Credit	Revenue
Deposit	Deposit of payments received from students.	Select the Student Acceptance Fee Deposit Student Deposit Type option from the Create Student Deposit task. Submit Student Deposit web service	Student Payment Deposit	Debit	Cash
Deposit	Deposit of payments received from students.		Student Payment Deposit	Credit	Undeposited Payments

Student Application Transactions

Transaction Type	Uses	Task or Web Service	Journal Source	Debit or Credit	Account Posting Rule
Payment	Students pay application fees using an external website.	Create Student Application Fee Payment task Import Student Application Fee Payments or Submit Student Application Fee Payment web services	Student Application Fees	Debit	Undeposited Payments
Payment	Students pay application fees using an external website.		Student Application Fees	Credit	Revenue
Deposit	Deposit of payments received from students.	Select the Student Application Fee Deposit Student Deposit Type option from the Create Student Deposit task. Submit Student Deposit web service	Student Payment Deposit	Debit	Cash
Deposit	Deposit of payments received from students.		Student Payment Deposit	Credit	Undeposited Payments

Student Charge Transactions

Transaction Type	Uses	Task or Web Services	Journal Source	Debit or Credit	Account Posting Rule
Charge	Apply charges to student accounts. Workday determines which credit rule to use based on the Deferred Revenue check box on the student charge item.	Apply Student Charge task Import Charges for Students web service operation	Student Charge	Debit	Student Receivables
				Credit	Student Deferred Revenue
				Credit	Student Revenue
Cancel Charge	Apply an adjustment to bring the charge and its previous adjustments to zero. Workday determines which debit rule to use based on the Deferred Revenue check box on the student charge item.	From the related actions menu of the student charge, select Cancel . Import Mass Cancel Student Charge web service operation	Student Charge	Debit	Student Deferred Revenue
				Debit	Student Revenue
				Credit	Student Receivables
Writeoff	Write off student charges.	Write Off Student Charges task Submit Student Charges for Writeoffs web service operation	Student Charges Writeoff	Debit	Student Charges Writeoff
Writeoff	Write off student charges.		Student Charges Writeoff	Credit	Student Receivables

When increasing charges through adjustments or canceling writeoffs, Workday reverses the original journal entries, and creates reversal accounting entries.

Student Credit Memo Transactions

Transaction Type	Uses	Task or Web Service	Journal Source	Debit or Credit	Account Posting Rule
Student Credit Memo	Record ad hoc credits to refund students. Generally used during the conversion process or when you need to refund students on an ad hoc basis. Workday uses: Student Revenue when the credit memo is from student charges. Student Spend when the credit memo is from award disbursements.	Record Student Credit Memo or Cancel Credit Memo tasks Import Student Credit Memo web service	Student Credit Memo	Debit	Student Revenue
				Debit	Student Spend
				Credit	Student Unapplied On-Account Payments

When canceling credit memos, Workday reverses the original journal entries, and creates reversal accounting entries.

Student Payment Transactions

Transaction Type	Uses	Task or Web Service	Journal Source	Debit or Credit	Account Posting Rule
Record Apply	Students make payments toward outstanding charges, and Workday applies the payments automatically. When funds remain after paying: Student charges, Workday uses the Student Unapplied On-Account Payments rule. Customer invoices, Workday uses the Unapplied On-Account Payments rule.	Record Student Payment task Import Student Payments web service Submit Student Payment web service	Student Payment	Debit	Student Undeposited Payments
				Credit	Student Receivables
				Credit	Student Unapplied On-Account Payments
Deposit	Deposit payments received from students.	Select the Student Deposit Student Deposit Type option from the Create Student Deposit task. Submit Student Deposit web service	Student Payment Deposit	Debit	Cash
Deposit	Deposit payments received from students.		Student Payment Deposit	Credit	Student Undeposited Payments
Return	Student Payment returned due to: An invalid bank account for the check payment. Creation or distribution error of the check, or both.	From the related actions menu of the Student Payment, select Student Payment for Charge Return .	Student Payment	Debit	Student Receivables
				Debit	Student Unapplied On-Account Payments
				Credit	Student Undeposited Payments

Student Refund Transactions

Transaction Type	Uses	Task	Journal Source	Debit or Credit	Account Posting Rule
Student Refund	Refund credit balances on student accounts.	Create Pending Student Refund Generate Pending Student Refunds	Student Refund	Debit	Student Unapplied On-Account Payments
Student Refund	Refund credit balances on student accounts.		Student Refund	Credit	Cash
Student Refund Recovery	When financial aid awards or sponsor contract funds reduce, Workday: Attempts to recover the difference through existing student charges. Applies adjustments to charges up to the amount that the financial aid award or student sponsor contract applied to the charge. When the amount to recover exceeds what you can recover from other charges, Workday posts a refund recovery charge for the balance.	Workday generates the Refund Recovery Charge automatically.	Student Charge	Debit	Student Receivables
				Credit	Receivables , if from Sponsor Contracts.
				Credit	Student Spend , if Financial Aid Award.
Student Refund Payment - Return Item	Student Refund Payment returned due to: An invalid bank account for the check payment. Creation or distribution error of the check, or both.	From the related actions menu of the Student Refund Payment, select Payment Return .	Student Refund Payment	Debit	Student Spend
Student Refund Payment - Return Item			Student Refund Payment	Credit	Unapplied On-Account Payments
Student Refund Payment - Escheatment Item	Student never cashes the check and the state mandates that you send those funds for escheatment.	From the related action of the Student Refund Payment, select Student Refund Payment Escheat .	Escheatment Item	Debit	Cash
Student Refund Payment - Escheatment Item			Escheatment Item	Credit	Escheatment Payable

Waivers and Discounts Transaction Types

Transaction Type	Uses	Task or Web Service	Journal Source	Debit or Credit	Account Posting Rule
Record	Record waivers on student accounts.	Record Student Waiver task Submit Student Waiver web service Submit Student Waiver Payment Adjustment web service	Student Waiver Disbursement	Debit	Student Spend
Record	Record waivers on student accounts.		Student Waiver Disbursement	Credit	Student Unapplied Recorded Payment
Application	Apply waiver to open charges based on Precedence Rule on the Student Waiver Item. When no open charges are available, Workday uses the Student Unapplied On-Account Payments rule. Workday determines which credit rule to use based on the Deferred Revenue check box on the student charge item.	Record Student Waiver task	Student Waiver Disbursement	Debit	Student Unapplied Recorded Payment
				Credit	Student Receivables
				Credit	Student Unapplied On-Account Payments

When waiver items change, Workday unapplies the original posts, posts new records, and creates these journals entries:

Unapply the original application of payment.

Undo the original Record.

Application of payment for the new amount.