Setup Considerations: Student Sponsor Contracts

What They Are

Student sponsor contracts represent one of the ways external organizations or individuals, such as military agencies, educational institutions, international embassies, or state prepaid tuition programs, can cover some or all educational expenses for 1 or more students. They are a type of third-party contract that can help students meet their financial obligations to the academic institution.

You can manage sponsor funding and generate invoices directly within Workday Student. This invoicing model operates independently of the Financial Management customer accounts framework to support student-specific billing, consolidation, and reporting.

Business Benefits

Attach multiple notes and documents directly to invoice records.

Automate disbursements and payment processing.

Automate invoice distribution using printing and emailing tasks.

Configure different calculation rules for different contract line amounts.

Configure multiple business form layouts for student sponsor invoices and consolidated student sponsor invoices.

Configure separate disbursement schedules for sponsor contracts and awards.

Enable students and administrators to easily access contract and payment information.

Gain visibility into contract terms and obligations, and receive notifications about deadlines.

Consolidate multiple student sponsor invoices into a single document to improve visibility and make it easier to print or email a combined invoice to the sponsor.

Reduce manual effort and errors by copying existing student sponsor contracts to a new award year.

Track sponsor payments.

Use Cases

Create consolidated invoices for sponsors with different preferences.

Group multiple student invoices for a single sponsor into a consolidated document.

Manage contracts for scholarships, grants, and other financial aid programs with specific criteria and disbursement rules.

Manage various types of sponsors, including corporations, government bodies, and educational savings plans.

Record and apply payments for student sponsor invoicing, keeping sponsor invoices separate from customer invoices.

Questions to Consider

Questions	Considerations
Do you need separate disbursement schedules for sponsor contracts and awards?	You can use the Create Disbursement Schedule or Create Calendar Disbursement Schedule task to define separate time frames to disburse your sponsor contracts and awards.
Do you use a third-party system to manage financial aid?	When you use a third-party system for financial aid and the sponsor contract funds have financial aid impact, leave the No FA Impact check box on the Create Student Sponsor Contract task unchecked. Workday still includes the contract on the Total Financial Assistance report. You can't do calculations for a sponsor contract in a third-party system.
Do you need to use student sponsor contracts for financial aid award items?	We recommend using Workday Financial Aid functionality to process financial aid.
What student sponsor information do you need from a report?	Consider these questions when building student sponsor contract reporting: Which sponsor contracts have been disbursed? If disbursed, which sponsor contracts have been invoiced/paid? What other information do you need from a report?
Do you want to recalculate and disburse student sponsor contracts manually or automatically?	You can manually recalculate and disburse student sponsor contracts by using the related actions menu of the specific student or student sponsor contract to find individual tasks. See Disburse Student Sponsor Contract Payments. You can also set up automatic recalculation and disbursement to run during Student Nightly Job Orchestration by using the Maintain Institutional Student Financial Options task to select the Process Student Sponsor Contracts in Nightly Job Orchestration Job check box. Certain events cause student sponsor contracts to be assessed automatically. See Reference: Reactions for Student Financials.
How do you want to define contract line amounts?	You can define contract line amounts as: Amounts, where the user inputs a flat amount. Calculations, where the amount is dynamically calculated based on a rule. If using calculations, you can use the Contract Amount Rules grid in the Create Student Sponsor Contract task to configure a rule-based calculation that will allow you the flexibility to meet the sponsor's requirements. Once configured, ensure you select the Calculate Amount check box in the same task.
What process do you use for invoicing and disbursement?	Workday enables you to create the workflow that best fits your organization and your sponsor agreements: Disburse payments to the student, invoice the sponsors, and then record the sponsor payments. Invoice the sponsors, record the sponsor payments, and then disburse the payments to the student.
Does your institution use the student sponsor invoicing model?	You can use this framework to manage sponsor billing, invoices, credit adjustments, and rebills directly within Workday Student. This model operates independently of the Financial Management customer accounts framework so you maintain student-specific billing records without affecting general customer accounts.
Do sponsors require a single bill for multiple students or contracts?	You can group multiple approved, unpaid and partially paid invoices for a single sponsor into a consolidated invoice so you can print or email a single document instead of sending individual invoices.
Do you require customized invoice documents?	You use Business Intelligence and Reporting Tools (BIRT) to create custom layouts. To apply these layouts, you must define student sponsor invoice layout rules and consolidated student sponsor invoice layout rules to link BIRT templates to the billing process.
How do you want to format your invoice numbers?	You configure unique ID sequence generators to format individual invoices, rebills, credit adjustments, and consolidated invoices. You can define these sequences globally on the Edit Tenant Setup – Student task, or you use the Edit Company ID Definitions task to define them at the company level.
How do you intend to report on total sponsor receivables?	You must report on customer invoices and student sponsor invoices separately. We design these billing areas to operate independently, so they do not share the same reports. To see total receivables, you must combine data from both: The Find Student Sponsor Invoices report for student-specific billing. Financial Management reports for regular customer billing.

Recommendations

Configure transaction worktags for student sponsor contracts. See Configure Worktags for Transactions.

Requirements

Configure your company. Workday requires companies associated with all academic units for student financial transaction processing.

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

Create new sponsor contracts for each award year.

Limitations

Consolidated invoices only support individual invoices with a status of Approved
and a payment status of Unpaid
or Partially Paid
.

You can’t use customer account tasks and reports for student sponsor contracts.

When creating a student sponsor contract, you can enter up to 9,999 contract lines.

You can create up to 1,000 invoices at once.

Tenant Setup

Use the

Edit Tenant Setup – Student

task to configure unique ID sequence generators for student sponsor invoices, student sponsor invoice rebills, student sponsor invoice credit adjustments, and consolidated student sponsor invoices. You can also review ID definition mappings for sponsors using the

Edit Company ID Definitions

task.

Security

Configure these security domains in the Student Financials functional area:

Domain	Considerations
Manage: Student Financials	Enables you to configure and manage student financials transactions.
Manage: Student Sponsor Contract Invoicing	Enables you to configure and manage tasks related to invoicing for student sponsor contracts such as view invoice details, manage notes and attachments, and perform delivery tasks like printing and emailing.
Manage: Student Sponsor Contracts Processing	Enables you to create, edit, and view student sponsor contracts.
Manage: Student Sponsor Deposit - Cancel	Enables you to cancel a student sponsor deposit.
Manage: Student Sponsor Payment - Cancel	Enables you to cancel a student sponsor payment.
Manage: Student Sponsor Payment Processing	Enables you to configure and manage student sponsor payment processing.
Manage: Student Sponsor Refund Processing	Enables you to configure and manage student sponsor contract refund processing.
Manage: Student Sponsor Refunds - Cancel	Enables you to cancel pending student sponsor refunds and student sponsor refund payments.
Process: Student Sponsor Refund Escheatment	Enables you to escheat student sponsor refund payments.
Process: Student Sponsor Refund/Settlement	Enables you to configure and manage student sponsor refund settlement.
Reports: Student Sponsor Contracts	Enables you to view reports on student sponsor contracts.
Reports: Student Sponsor Payments	Enables you to view reports on student sponsor payments.
Reports: Student Sponsor Refunds	Enables you to view reports on student sponsor refunds.
Set Up: Student Payments	Enables you to configure and manage student payments.
Reports: Student Sponsor Invoicing	Provides access to the primary reporting data for both individual and consolidated invoices.
Process: Student Sponsor Invoices	Required for the automated generation of invoices through the background job process.
Manage: Student Sponsor Invoice - Cancel	Provides access to cancel a student sponsor invoice.

Configure these security domains in the Financial Aid functional area:

Domain	Considerations
Manage: Financial Aid	Enables you to configure and manage student financial aid.
Reports: Financial Aid Period Records	Enables you to view reports on financial aid period records.
Set Up: Disbursements	Enables you to configure and manage disbursements.

Configure these security domains in the Banking and Settlement functional area:

Domain	Considerations
Process: Payment Return	Enables you to manage payments returned by the bank, and view related reporting.
Process: Settlement	Enables you to manage issues with student sponsor refund payments.

Business Processes

Business Processes	Considerations
Pending Student Sponsor Refund Event	If the student is eligible for a refund, this business process enables you to refund the student once you do a settlement run.
Student Deposit Event	Enables you to deposit student payments.
Student Disbursement Payment Event	Enables you to disburse a student sponsor contract payment.
Student Sponsor Payment Application Event	Enables you to apply a student sponsor payment.
Student Sponsor Invoice Event	Enables you to generate invoices for contract lines.

Reporting

Reports	Considerations
Find Student Sponsor Contract Lines Requiring Rebill	Find contract lines to invoice again when sponsor contract amounts change.
Find Student Sponsor Contracts	Find student sponsor contracts based on key contract attributes such as Contract Name, Academic Unit, Award Year, Contract Date, and Sponsor.
Find Student Sponsor Payments	Find student sponsor payment details, and apply or unapply payments against invoices.
Find Student Sponsor Invoices	This is the primary tool for tracking billing status, delivery history, and payment applications. This report provides data specific to the student sponsor invoicing model and does not require access to Financial Management reporting domains.
Find Consolidated Student Sponsor Invoices	Find Consolidated Student Sponsor Invoices reports to manage grouped billing records.
Student Sponsor Contract Details	Find student sponsor contracts for the selected award year.
Student Sponsor Contract Utilization	Provides a visual display of student sponsor contract utilization per award year.
Find Student Sponsor Invoice Printing Run Groups	Use to monitor and audit the bulk generation and delivery of individual sponsor invoices. You can use this report to: Track the progress of large-scale PDF generation and email distribution jobs. Verify that individual sponsors successfully received their invoices. Review historical billing cycles for specific academic units or sponsors.
Find Consolidated Student Sponsor Invoice Printing Run Groups	Use to manage the bulk processing and delivery of unified billing statements. You can use this report to: Ensure multiple individual invoices are successfully compiled into single consolidated documents. Coordinate mass email delivery for sponsors who require grouped billing. Reconcile the number of generated documents against successfully completed delivery events.

Integrations

Integrations or Web Services	Considerations
Bulk Import Put Student Sponsor Recalculation Schedule	Processes many instances of the Student Sponsor Recalculation Schedule asynchronously.
Get Pending Student Sponsor Refunds	Retrieves student sponsor refunds by reference ID. If you don't provide reference IDs, the web service retrieves all student sponsor refunds.
Get Student Sponsor Contracts Put Student Sponsor Contract	Retrieves, creates, or updates a student sponsor contract. If you don't provide reference IDs, the web service retrieves all student sponsor contracts.
Get Student Sponsor Invoices	Retrieves student sponsor invoices. If you don't provide any request criteria, the web service retrieves all transactions.
Get Student Sponsor Recalculation Schedules Put Student Sponsor Recalculation Schedule	Retrieves, creates, or updates student sponsor contract nightly recalculation schedules. If you don't provide reference IDs, the web service retrieves all student sponsor contract nightly recalculation schedules.
Import Student Sponsor Contract	Imports a single student sponsor contract with multiple lines. You can add or edit lines by ID. When editing a sponsor contract, leaving out existing contract lines won't remove them from the contract.
Import Student Sponsor Payment	Imports student sponsor payments with optional deposit created.
Import Total Financial Assistance	Creates new financial aid packages with the supplied student award data for a student, denoted by the institutional academic unit. The student awards on the request will override any current awards in the student's financial aid. Any student waivers or student sponsor contracts on an existing financial aid package will be added to the newly created package of the same academic period.
Submit Pending Student Sponsor Refund	Creates pending student sponsor refunds.
Submit Student Sponsor Invoice	Enables you to create individual sponsor invoices for low-volume processing.
Get Student Sponsor Invoices	Use to retrieve detailed invoice data, including status, amounts, and associated contract lines.
Get Student Sponsor Invoice Business Form Layout Rules Put Student Sponsor Invoice Business Form Layout Rule	Use to retrieve, create, or update layout rules for printed invoices. You can define these rules to associate specific layouts with invoices based on type, sponsor, and currency. These are implementation-only services and do not support EIB functionality.
Get Consolidated Student Sponsor Invoices Put Consolidated Student Sponsor Invoice	Use to retrieve or create consolidated invoices based on criteria such as academic unit, sponsor, or contract. Enables you to view data based on your security profile; you only see data for institutions you are authorized to access.
Bulk Import Submit Student Sponsor Invoice	Enables you to create student sponsor invoices in bulk from imported data. You use this service to process multiple invoices asynchronously across different sponsors and student sponsor contracts within a single request. We initiate the Student Sponsor Invoice Event business process for each invoice to generate the invoice with configured sequence and reference IDs and display it in the Workday UI.

Connections and Touchpoints

Features	Considerations
Financial Aid	You use Financial Aid to configure disbursement schedules. Sponsor contracts are included in Financial Aid package lines.
Grants	You configure student sponsors in Grants.
Reporting and Analytics	You configure business form layouts for student sponsor payments and invoices with the Report Designer.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.