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Administrator Guide
Last Updated: 2026-03-13
Create Student Sponsor Contracts

Create Student Sponsor Contracts

You can create a student sponsor contract for educational institutions, corporations, governmental bodies, or third-party organizations. The student sponsor pays the educational expenses for 1 or more students in the same institution.
  1. Access the
    Create Student Sponsor Contract
     task.
  2. As you complete the
    General Information
     section, consider:
    Option Description
    Total Contract Amount
    Enter the total amount that's available to all qualifying students.
  3. As you complete the
    Additional Information
     section, consider:
    Option Description
    No FA Impact
    Select to exclude the student sponsor contract from financial aid need calculations and packages. Workday still includes the contract on the
    Total Financial Assistance
     report.
    1098-T Impact
    Select to include disbursements for student sponsor contracts in 1098-T reporting.
    Refund Sponsor Overpayment to Student
    Select to direct overpayments to the student. By default, Workday refunds overpayments to the sponsor.
    Header Numeric Field 1
    Enter additional information about the contract.
    Example: You're using the student sponsor contract to record an education savings plan, so you enter the plan type.
  4. As you complete the
    Disbursement Information
     section, consider:
    Option Description
    Student Minimum
    Student Maximum
    Specify the minimum and maximum amounts that you can enter or calculate for a student on a contract line.
    Disbursement Schedule
    Select a schedule to define anticipated disbursement payment dates for the contracts. When you don't select a disbursement schedule, the anticipated disbursement date is:
    • The start date of the academic period.
    • Today, if the academic period has already begun.
    You can disburse payments manually any time on or after the anticipated disbursement date. Workday doesn't automatically disburse payments for student sponsor contracts.
    Recalculation Schedule
    Select a schedule for recalculating sponsor contracts.
    Disbursement Eligibility Calculation
    Select a calculation that evaluates student disbursement eligibility from the sponsor contract.
    Disbursement Amount Calculation
    Select a calculation that computes the student disbursement amount. The calculation uses contract line attributes, such as
    Line Numeric Field 1
    .
    When you don't need to include line attributes in amount calculations, you can use
    Contract Amount Rules
     instead.
    Disburse Invoice Paid Amount
    Select to disburse only amounts paid by sponsors. Example: Sponsor pays 500.00 USD of 700.00 USD invoiced. Workday only disburses 500.00 USD to the student.
    Disbursement is Refundable
    Select to generate refunds when there's an unapplied sponsor contract balance in the student's account.
    When this check box is:
    • Selected, you can refund a portion of the disbursement from a student's account to the student.
    • Cleared, you can only apply the disbursement to charges and can't refund it to the student.
    This check box only controls whether you can refund overpayments from disbursements to student accounts. You can always refund overpayments from student sponsors.
    Respect Disbursement Hold
    Select to prevent Workday from disbursing funds for student sponsor contracts to students with disbursement holds.
    Anticipated Payment
    Select to include the sponsor contract funds as anticipated payments in due amount calculations.
    Anticipated Payment Display Rule
    When you're including the sponsor contract in anticipated payments, select an anticipated payment display rule to control when the anticipated payments display.
    When you don't select an anticipated payment display rule, Workday begins displaying the anticipated payment immediately until you disburse it.
    Precedence Group
    Select the charges on the student's account to which the sponsor contract payments apply.
    Revenue Category
    Select invoice transactions for student sponsor contracts.
    Worktags
    Select from worktags defined on the
    Maintain Worktag Usage
     task.
  5. (Optional) In the
    Contract Amount Rules
     grid, add rules to dynamically calculate the student contract amount.
    Use contract amount rules when calculation conditions for contract amounts apply to all students on the contract. To calculate amounts based on individual contract lines, use a
    Disbursement Amount Calculation
     instead.
    Select a Charge Type or Course to include in the contract.
  6. In the
    Contract Lines
     grid, associate students to the contract.
    As you enter contract amounts for students, Workday displays the sum in the
    Entered Line Amount
     field in the
    General Information
     section. You can enter up to 9,999 contract lines.
    As you complete the grid, consider:
    Option Description
    Contract Amount
    Calculate Amount
    To base the contract amount on contract amount rules or the disbursement amount calculation, either:
    • Enter a fixed
      Contract Amount
      .
    • Select the
      Calculate Amount
       check box.
    Line Numeric Field 1
    Line Numeric Field 2
    Line Boolean Field 1
    Enter additional information about the contract line.
    Example: You're using the student sponsor contract for an education savings plan, so you record:
    • The contract year.
    • The number of remaining units on the plan for the student.
    • Whether the student opts in to the plan for the academic period.
  7. Click
    OK
    .
Workday:
  • Updates each student's financial aid package to include the sponsor contract.
  • Includes the amount in the student's need summary calculation, when you've cleared the
    No FA Impact
     check box.
  • Reports the amount as an anticipated disbursement on the student profile. This amount is based on the anticipated aid display rules.
To view information for the sponsor contract, including the total amount awarded, access the
Find Student Sponsor Contracts
 report.
  • Modify student sponsor contract by selecting the
    Student Sponsor Contract
    Edit
     from the related action menu of the student sponsor contract.
  • If you adjust a contract line after an invoice is approved, you must Select
    Student Sponsor Contract
    Sync up Invoices with Contract Line Amounts
     from the related actions menu of a student sponsor contract. to align approved invoices with adjusted contract line amounts. This action generates the necessary upward adjustments or credit/rebill invoices to align the invoice with the new contract amount.
  • Disburse payments for the sponsor contract.
  • Recalculate contract amounts after student schedule or charge changes.