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FIN: Payment Management
Overview
This document explains how Finance personnel can perform settlement-related tasks in Workday. Topics addressed in this job aid include:
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The recommended browser for accessing Workday is Google Chrome. However, Mozilla Firefox and Apple Safari may also be used.
Icons Referred to in This Document
 Add Row |  Prompt |  Related Actions |  Required Field |
 Calendar |  Check Box |  Magnifying Glass |
Releasing a Payment
Note:
A Payment Release Event is the electronic disbursement of a payment from an institution to a worker, vendor, or other party.
Enter Create Settlement Run in the Search bar and select the task.
The Create Settlement Run pop up displays.
Complete the following fields:
Company: Use the Prompt to select your institution.
Currency: Confirm that the appropriate currency is selected.
Settlement Run Name: Enter the Settlement Run Name.
Settlement Run Date: Use the Calendar to select the date to perform the Settlement Run.
Select OK.
The View Settlement Run page displays.
Select Add.
Choose the payment type from the drop down list.
Note: The two types of payments most often selected are Student Refunds and Supplier Invoices.
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The View Payments page displays.
Review the Payment Type field in the Payments table and confirm that selected value is EFT, Wire, Direct Deposit, or State Treasury Payment.
Note: If it is listed as listed as Cash or Check, select Edit and update the Payment Type.
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Select Back to Summary.
(Optional) Repeat steps 9-16 as needed to add more payments to the release.
Select Process.
Select Refresh repeatedly on the View Settlement Run page until it is completed.
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Note: If Check was selected as the payment method, the next step in this process is Print Checks Task; refer to Settlement Events Job Aid for more information.
Returning a Payment
Notes:
The Return Payments task reverses a payment that has been rejected due to an error (such as insufficient funds), as well as to un-apply the failed payment.
This task differs from a refund, which addresses the need for credit adjustments or the presence
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Locate the settled payment.
Select Related Actions by hovering over the magnifying glass in the payment column.
Note: Additional Actions menu displays after hovering over the magnifying glass.
Hover over Payment under Actions and select Return.
The Return Customer Payment page displays.
Complete the following fields:
Payment Return Date: Use the Calendar to select the date to return the payment.
Payment Return Code: Use the Prompt to select a code.
Note: This is a multi-select field, and more than one option can be selected.
Select OK.
Note: The payment status updates to Returned on the Find Payments report.
Void a Check for Returned Payment
Enter Record Voided Checks in the Search bar and select the task.
The Record Voided Checks pop up displays.
Use the Prompt to select the Bank Account.
The Record Voided Checks page displays.
Select Add Row if the check does not appear in the Checks table; otherwise, proceed to step 6.
Enter the Check Number.
Use the Calendar to select the Void Date.
Enter an explanation for the void in the Void Reason field.
Select OK.
Select Done.
Creating a Payment Return Statement
Enter Create Payment Return Statement in the Search bar and select the task.
The Create Payment Return Statement page displays.
Select Add in Pending Payment Returns section.
The Pending Payment Returns section expands on the screen.
Complete the following fields:
Originating Bank Account: Use the Prompt to select the Originating Bank Account.
Return Amount: Enter the amount being returned.
Payment Return Date: Use the Calendar to select the date of the Payment Return Data.
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(Optional) Repeat steps 3-6 as necessary for each return being included on the statement.
Select OK.
The View Payment Return Statement page displays.
Select Match Payment Return in the Payment Returns table.
Note: The return will not be completed until it is matched to an existing payment.
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The Match Payment Return pop up displays.
Use the Prompt to select the Payment to Match transaction being returned.
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Select OK.
Reviewing Payment Acknowledgements
Notes:
The Payment Acknowledgements report provides a record of payment dates, statuses, and matching payments from customers.
Rejected payments can be accessed and reprocessed from this report.
The table below describes the three statuses for payments visible on this report.
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Enter Find Payment Acknowledgements in the Search bar and select the report.
The Find Payment Acknowledgements pop up displays.
Complete any of the optional fields on the pop up.
Note: Providing more information narrows the search results.
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