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Administrator Guide
Last Updated: 2023-09-22
Create Charge Adjustment Schedules

Create Charge Adjustment Schedules

  • Create groups for charge adjustment schedules.
  • Security:
    Set Up: Student Charges
     domain in the Student Financials functional area.
You can use charge adjustment schedules to specify how to prorate refundable charges for dropped or withdrawn registrations. You can also specify different proration rates for registrations that:
  • Students or administrators drop or withdraw from.
  • Include program of study status change drops or withdraws, such as leaves of absences or institutional withdrawals.
When a charge is always fully refundable or nonrefundable, you can configure that directly on the charge item instead of creating charge adjustment schedules for it.
In Workday, charge adjustment schedules are linked to specific academic periods, giving you the flexibility to define separate schedules when academic periods adjust charges differently. Example: Charges during the summer term have different refund percentages than the fall or spring semesters.
You can create charge adjustment schedules for 1 academic year at a time.
  1. Access the
    Create Charge Adjustment Schedule for Academic Year
     task.
  2. In the
    Academic Periods
     field, select 1 or more academic periods to which the charge adjustment schedule applies.
  3. In the
    Schedule Basis
     field, select a method for counting the number of days or class meetings.
    As you complete the task, consider:
    Option Description
    Calendar Days
    Select to include all calendar days, including holidays and weekends.
    Instructional Days
    Select to include calendar days, excluding holidays. To include weekend days, you must select 1 or both of the
    Include Saturday
    ,
    Include Sunday
     check boxes.
    Charge adjustment schedules consider any event on your holiday calendar as an all-day event, whether it's defined as an all-day event or not.
    Class Meetings
    Select for the count the number of class meetings. Workday evaluates the meeting pattern of a course and cross-references it with the noninstructional days on the academic calendar.
  4. When you select
    Calendar Days
     or
    Instructional Days
     as your schedule basis, you must also select a
    Charge Adjustment Schedule Anchor
    .
    The anchor determines when the schedule begins counting days. Schedules for charge items:
    • Assigned to academic units or programs of study must use an anchor for academic period start dates. Student Financials doesn't use standard dates for charge adjustments.
    • Used in course fees and registration-based fees can use schedules based on any anchor.
  5. Add a row for each timeframe with a different refund percentage.
    Any drops or withdrawals beyond the final timeframe automatically result in zero% refunds.
    As you complete the task, consider:
    Option Description
    Evaluate by Course Length
    Select to use the
    Course Length in Days/Meetings
     values for your charge adjustment calculations.
    Course Length in Days/Meetings
    When you select the
    Evaluate by Course Length
     check box, Workday uses your entries for charge adjustments.
    Through Day/Meeting
    Enter the number of days or meetings through which Workday applies the specified refund percentage.
    For calendar days or instructional days, you can enter:
    • Zero to indicate the first day of the anchor.
    • Negative numbers for days before the anchor date.
    For class meetings, you can enter:
    • Zero to indicate the day before the first meeting
    • 1 to indicate the day of the first meeting.
    The number includes the entire day. Example: Beth and Tony signed up for a class that meets at noon. Beth drops the class in the morning, right before the first meeting, and Tony drops the class in the evening, after having attended the first meeting. Both students receive the same refund percentage.
    Drop Refund Percentage
    Enter the refund percentage for students that drop from their registrations during this timeframe.
    Withdrawal Refund Percentage
    Enter the refund percentage for registrations that withdraw within this timeframe due to status changes for program of study. These status changes include leave of absence, institutional withdrawal, suspension, or dismissal.
  6. (Optional) Click
    Add
     to create more charge adjustment schedules for the academic year.
    Example: If the summer term has a different charge adjustment schedule than the fall and spring semesters, create a separate schedule for the summer term.
Workday uses the charge adjustment schedule from the:
  • Academic period of the course registration to prorate charges.
  • Charge adjustment schedule group of the charge item.
You can use the
Find Charge Adjustment Schedules by Group
 report to view the schedules.
At Alma Mater University, students that go on leave, withdraw from school, get suspended, or get dismissed:
  • Before the academic period begins, receive a full refund.
  • After the academic period begins, receive no refund when their program of study status changes.
Students that:
  • Drop a class before the academic period begins, receive a full refund.
  • Drop or withdraw from a class after the academic period begins, receive refunds according to a prorated schedule.
To accommodate this policy, you create this charge adjustment schedule:
Schedule Basis
:
Calendar Days
Charge Adjustment Schedule Anchor
:
Academic Period Start Date
Through Day/Meeting
Drop Refund Percentage
Withdrawal Refund Percentage
-1
100
100
0
90
0
11
80
0
21
70
0
100
25
0