Paying Tuition & Fees via Workday Journal Entry
Users should not add attachments to Journal Entries which are transferring funds to SIS. IMPORTANT NOTE: Employees should never attach HIPPA and FERPA specific data, such as Student’s Statement of Account, student’s financials, or personal medical information. In those cases, users should include where that documentation is located in their business justification.
To ensure all payments made via journal entry are credited to student accounts in SIS both timely and accurately, you must follow all guidelines below. Additionally, all transactions will be reported to Student Financial Aid to be added as a resource in the student’s financial aid package. This may result in adjustments to aid already received. Finally, the Accounting Date should be the date the journal is created, and the journal should be submitted no later than 3 business days prior to the end of the month so approval and SIS postings occur in the same month.
Journal Header details:
| Ledger | The Ohio State University: actuals |
|---|---|
| Accounting Date | Use current date*. If you submit a journal during the first five working days of the following month you should only backdate your journal if necessary, as the SIS entries will post in real time. See second page for details on Journal Process and Timelines. |
| Journal Source | Cost Center Journal* If Funds Transfer is used for the Journal Source your entry will not appear in the Bursar’s Office workflow for approval and the student fees will remain unpaid. There may be additional negative impacts to student services. |
| Balancing Fund | FD115 |
| Memo | Indicate if excess journal funds can be refunded to the student. Enter either “Release Excess Journal Funds” OR “Do Not Release Excess Journal Funds” DO NOT INCLUDE any student specific information in Memo field. |
Journal Line details:
| CREDIT | DEBIT | |
|---|---|---|
| Column name on Journal | Bursar’s Office | Department |
| Company | The Ohio State University | Department Value |
| Ledger Account | 12630 | 60690 |
| Credit Amount | Enter amount for the term. If you are paying for multiple students, submit one journal with multiple credit lines instead of one journal per student. Please note, each line on the credit side must contain one student. An EIB Template is available to upload data for multiple line journals. | Offsetting Value |
External Reference ID | SIS Student ID – DO NOT INCLUDE STUDENT NAME or other student specific information. | SIS Student ID |
| Cost Center | CC12994 | Department Value |
| Balancing Unit | BL1466 *Do not use the Default BL1223 – BL must be changed | Department Value |
| Fund | FD111 | Department Value |
| Additional Worktags | Academic Period Journals containing future terms for which fees are not assessed yet will be denied. | SC10862 |
Do Not Use – Before you submit your journal, verify you have not used the following:
| Fund or spend category | description |
|---|---|
| Journal Source – Fund Transfer | If used, your entry will not appear on the Bursar’s Office workflow for approval and the student fees will remain unpaid. |
| Grant Funds – FD520, FD521, FD522 | The Bursar’s Office cannot post these expenses. If attempted the journal will be denied. You may use departmental funds and then contact the Office of Sponsored Programs for assistance in transferring eligible expenses. |
| Ledger Accounts – 57000, 57100, 57400 | These accounts are reserved for Graduate Fee Authorization GL distribution and are restricted. |
| Spend Categories – SC10366, SC10923, SC10367, SC10924, SC10368, SC10925 | These Spend Categories are reserved for Graduate Fee Authorization expensing. |
Do Not Use – This process is not intended for use by departments for Acceptance Fee Payments.
You will need to work directly with Undergraduate Admissions. Please contact Manny Vigil at vigil.3@osu.edu.
Journal Entry Process:
*Journals should be submitted no later than 3 business days prior to the end of the month so
approval and SIS postings happen in the same month. If you submit a journal during the first five working days of the following month you should only backdate your journal if necessary, as the SIS entries will post in real time. If you backdate an entry Student Accounting may reach out to you.
Processing Timelines:
- Journals submitted in the proper format will be posted to SIS and the GL within 3 business days.
- Journals must be approved by the department’s Cost Center Manager before the Bursar’s Office will begin processing in SIS.
- Journals should be submitted no later than 3 business days prior to the end of the month so approval and SIS postings happen in the same month. If a journal is backdated, you will receive a communication from Student Accounting.
- After the 4th week of the term the Bursar’s Office will begin contacting departments via oub-processing@osu.edu if activity occurs on the student account causing an overpayment. Journal initiators will be asked to either authorize release of the excess journal funds to the student or submit a reverse journal entry to return funds to the department. If the latter is required, include the original JE ID and any relevant information in the journal header Memo field located under Journal Details.
Financial Aid
If you have additional questions related to processing awards through Student Financial Aid, please contact Kelly Perez at perez.259@osu.edu.
