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

Troubleshooting: Student Refunds

You can't create or settle a student refund?

Cause
Solution
You haven't deposited the 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.
The student has a refund hold.
Review any holds on the
Active Holds
 tab of the
Action Items and Holds
 on the student profile.
You haven't processed the settlement after creating the refund.
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.
  4. (Optional) 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. You can't remove payroll payments from pay groups.
    • 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.
  5. To view the selected items, click
    View Items
    .
  6. To settle payments for the pending payments included in the run, click
    Process
    .
You need to configure the Student Refund account posting rules in Workday Financials.
Security:
Set Up: Accounting Rules
 domain in the Common Financial Management functional area.
  1. Access the
    Create Account Posting Rule Set
     task.
  2. Assign a
    Name
     and specify the
    Account Set
     you want to apply the posting rules to.
  3. Select a posting rule and click
    Edit Posting Rule
     to add posting rules.
You've configured an encumbrance on the student payment type.
You can wait for the payment to encumber, or update the payment type encumbrances.
Security:
Set Up: Student Refunds
 domain in the Student Financials functional area.
  1. Access the
    Maintain Encumbrances for Student Payment Types
     task.
  2. Update the
    Days to Encumber
     field for each of the payment types.
  3. Click
    OK
    .

You can't cancel a student credit memo.

A pending refund prevents the cancellation.
Cancel the pending student refund first.
Security: These domains in the Student Financials functional area:
  • Manage: Pending Student Refunds - Cancel
  • Manage: Student Credit Memo - Cancel
  1. Access the
    Find Pending Student Refunds
     report.
  2. From the related actions menu of the pending student refund, select
    Cancel
    .
  3. From the related actions menu of the credit memo, select
    Cancel
    .
  4. Click
    OK
    .