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Administrator Guide
Last Updated: 2023-06-23
Troubleshooting: Student Payments

Troubleshooting: Student Payments

This topic provides strategies for diagnosing and resolving these student payments issues:

Students can't pay with Credit Cards.

You haven't configured student payments to accept credit card payments.
Security:
Set Up: Student Payments
 domain in the Student Financials functional area.
  1. Access the
    Configure Student Payment Options
     task.
  2. Select the
    Accept Credit Card Payments
     check box.
  3. (Optional) Select prenote statuses to block.
    When a prenote returns with the status of
    Error
    , the student must update their payment elections. When you haven't selected an override payment type for errors, Workday rejects the refund, requiring you to process it manually.
  4. Click
    OK
    .
  5. (Optional) When using
    External
     card processing:
    1. Click
      Configure Integration System
      .
    2. Select the third-party payment vendor integration in the
      Integration System
       field.
  6. (Optional) Configure the integration settings for these options on their respective tabs:
    • Application Fee Payments
    • Admissions Deposits
    • Acceptance Fee Configurations
  7. Access the
    Create Student Deposit
     task.
    Select
    Credit Card Payments
     from the
    Payment Types
     prompt.

You can't apply a student payment.

Cause
Solution
You haven't configured the
Student Payment Event
 business process step.
Configure the
Student Payment Event
 business process in the Student Financials functional area to record student payments in Workday. Workday recommends that you add a
Review Private Scholarship for Student Payment
 action step to notify your financial aid office about private scholarship payments.
You haven't approved the
Student Payment Event
 business process for the payment.
A student financials administrator with security to Approve payment processing can complete this action.
You haven't configured the precedence group to apply the payment to 1 or more charges.
Security:
Set Up: Student Payments
 domain in the Student Financials functional area.
  1. Access the
    Maintain Student Payment Precedence Groups
     task.
  2. Select the
    Institution
    . All academic units and academic levels share the same precedence group rules.
  3. Complete the
    Payment Unapplication Configuration
     section.
  4. Complete the
    Payment Application Precedence Groups Configuration
     section.
Your payment needs a status of
Deposited
 or
Settled
.
To Deposit a Payment:
Configure the
Student Deposit Event
 business process and security policy in the Student Financials functional area.
  1. Access the
    Create Student Deposit
     task.
  2. Select the
    Company
     associated with the student's academic unit.
  3. (Optional) Select other criteria to limit the size of the payments list.
  4. Click
    OK
    .
  5. Select the payments that you want to deposit.
  6. Click
    Submit
To Settle a Payment:
Security:
Process: Student Payment/Settlement
 domain in the Student Financials functional area.
  1. Access the
    Create Settlement Run
     task.
  2. Click
    Add
     to search for and select the unpaid open items and pending payments to include in the settlement run.
  3. Preview the payments that you've included in the settlement run. Workday combines payments for documents such as expense reports and supplier invoices, if applicable.
    When necessary, edit the details of the payment:
    • Click
      Edit
       to edit item details such as the bank account, supplier payment dates, payment type, or to add a memo. You can remove open items from the payment.
    • Click
      Manage Payments
       to edit payment details, or remove payments from the settlement run.
    • Click
      Manage Exceptions
       to edit payments with exceptions such as a bank account that doesn't support a certain payment type. You can also remove payments with the exceptions.
  4. To view the selected items, click
    View Items
    .
  5. To settle payments for the unpaid open items and pending payments included in the run, click
    Process
    .