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

Concept: Student Sponsor Contracts

Student Sponsor Contracts enable outside entities, like corporations, educational institutions, government bodies, or third-party organizations, to pay educational expenses for 1 or more students. Payments apply toward student charges according to payment precedence rules.
Workday generates student sponsor invoices directly from student sponsor contracts. You can create, manage, consolidate, print, email, and report on student sponsor invoices within Workday Student. Workday generates accounting journals from student sponsor invoices based on configured account posting rules.

Sponsor Profiles

You create and manage sponsor profiles using Workday Financials Grant Management functionality. See Set Up and Manage Sponsor Information.

Disbursement and Billing Workflows

You can create the workflow that best fits your organization. You can use the
Student Sponsor Invoice Event
business process to create invoices from contract lines.
You can:
  • Create invoices for eligible contract lines.
  • Choose to disburse sponsor funding before you invoice.
  • Choose to invoice sponsors before you record payments and disburse funds.
    This option requires consultation with your Workday Financials Grants Accounting representative to ensure proper ledger accounting design.
  • Synchronize invoices with contract line changes. When the contract amounts:
    • Decrease, Workday generates credit and rebill invoices.
    • Increase, Workday creates a new invoice for the additional amount.

Sponsor Payments

Contract administrators record and apply sponsor contract payments directly to student sponsor invoices.
You can use:

Consolidated Student Sponsor Invoices

You can group multiple approved student sponsor invoices into a single consolidated invoice for a sponsor.
When you consolidate invoices, you can:
  • Only include approved invoices with an
    Approved
    status.
  • Only include invoices with an
    Unpaid
    or
    Partially Paid
    status.
  • View all individual invoices included in the consolidated document.
  • Track payments, print, and email the consolidated invoice.

Printing and Emailing

You can print and email individual and consolidated student sponsor invoices.
When you manage invoice delivery, you can:
  • Print invoices in batches using filters like academic unit, sponsor, and invoice status.
  • Email invoice directly to sponsors.
  • View the history of print runs and the delivery status of sent emails.
When you email invoices, you can't deliver the invoice unless you first configure a business email address for the sponsor.

Invoice Numbering

We use configurable ID generators for student sponsor invoices. You can define numbering sequences for standard invoices, rebill invoices, credit adjustments, and consolidated invoices at the tenant or company level.

Notes and Attachments

You can manage multiple notes and attachments on individual student sponsor invoices.
When you manage invoice documentation, you can:
  • Add new notes or files to an existing invoice.
  • Edit existing notes for accuracy.
  • Remove notes or attachments that are no longer relevant.