Workday Access for Families

Your student uses Workday to register, work with their advisors and pay tuition. If you will be viewing their financial statements and/or making payments on their accounts, you will need access as an authorized user. The login address for Friends and Family is different than the student login address.

Tutorial: Workday Access for Parents and Families

In Workday, students can give you access to view some information on their record, including financial statements and take actions such as making a payment on their behalf.

Getting Started

• Students need to add any authorized users, such as family members, to Workday. Within Workday, students can select what their authorized users can do or see.
• Students must enter an active email address when giving third-party access to friends and family.
• Authorized third parties will receive an email notification prompting them to set up their own Workday account. If you didn’t receive the emails, please ask your student submit a ticket with the Workday Student Support Team.
• If an individual has multiple WashU student affiliations (e.g., a parent with two WashU students), they would be able to see both WashU students under one login. Each student would need to grant the individual access separately. However, the WashU Workday login does not work across various institutions that use Workday. If a person has a student at WashU and one at another university using Workday, they’ll receive separate logins for each institution’s functionality, not one.
• If you’re a WashU employee and a student grants you third-party access, you can use the Link Existing Workday Account task to link both your worker and third-party accounts.

Step-by-Step Instructions

Log in to your Workday account for first time

When a student sets up third-party access in Workday, they must enter your email address. Then, you’ll receive email notifications prompting you to set up your own Workday account. If you didn’t receive the emails, please ask your student submit a ticket with the Workday Student Support Team.

1. Open the two emails from Workday. The first email includes your username and a link. The second includes your temporary password.
2. Click the link included in the first email. Save this link as a favorite to quickly access Workday in the future.
3. Enter your username and temporary password.
4. Click Sign In.
5. To change your password, first enter the old password.
6. Enter a new password and verify it.
7. Click Submit.

View account activity

1. In Workday, select the Third-Party Dashboard on the homepage.
2. Click the Finances
3. Click View Account Activity as Third Party.
4. Choose the student. The student’s name may automatically populate if you have access to just one WashU student.
5. For Institution, select Washington University in St. Louis.
6. Click OK.
7. See the student’s total account and due now balances.
8. Under the Transaction Summary tab, see all transactions on the student’s account.
9. Under the Due Now Details tab, see totals for:
   1. Past due charges
   2. Current due charges
   3. Anticipated payments
10. To make a payment directly from this page, click Make a Payment. See below section of this tutorial for step-by-step instructions for making a payment.
11. To view a statement, click View Statement. See below section of this tutorial for step-by-step instructions for viewing a statement.

Make a payment as a third party

Note: Workday does not offer automatic payments with payment plans. You will need to make payments on your payment plan each month.

1. In Workday, select the Third-Party Dashboard on the homepage.
2. Click the Finances
3. Click Make a Payment as Third Party.
4. Choose the student. The student’s name may automatically populate if you have access to just one WashU student.
5. For Institution, select Washington University in St. Louis.
6. Click OK.
7. For Payment Description, select General Payment – ACH. Payments can be made via United States bank account or credit card.
   • To use a bank account you must first add your bank account. Type in View Payment Elections for Third Party in the search bar (top center of Workday screen with the magnifying glass) and then click on Add to enter your account information. This only needs to be done once or when the bank account needs to be updated.
   • 529 accounts cannot be used as a payment election in Workday.  For electronic payment options you will need to contact your 529 directly to see what they offer.
   • Please Note: If you plan to use multiple bank accounts to pay the balance due, you must make the payments at least 1 business day apart. Workday is unable to process multiple online payments using different bank accounts on the same day. If multiple payments are made, the system will process the total payment amount from the last bank account used.
8. Tip: Only students can create a payment plan in Workday. While authorized third-parties (e.g. family members) can see and make payments on that plan, they cannot create one. Instructions for the student can be found under Payment Options.
9. Enter a payment amount.
10. Click OK.
11. Select the Confirm
12. Click OK to make the payment.
13. Click Done.

View student statement as a third party

A student statement shows all financial activity for a single academic period.

1. In Workday, select the Third-Party Dashboard on the homepage.
2. Click the Finances
3. Click View Student Statement as Third Party.
4. Choose the student. The student’s name may automatically populate if you have access to just one WashU student.
5. Choose an academic period.
6. Click
7. Explore the student statement:

Table	Shows
Charges	See tuition and fees (e.g., A&S undergraduate tuition).
Applied payments	See payments that have been applied to charges, including general payments, waivers, and awards.   Note: Workday applies payments to charges using precedence group rules. These control which charge items a payment can cover (e.g., tuition only) and which charges to pay first (e.g., oldest charges).
Unapplied payments	See payments made to the student’s account that haven’t been applied to charges yet.
Anticipated payments	See sponsor contract payments and awards that have not yet been disbursed.
Pending refunds	See refunds that are in the approval process that have not yet settled.
Refunds	See payments delivered back to the student from refundable payments, awards, and sponsor contracts.
Courses	See the student’s courses, registration status, and credit hours.

Note: If any of these tables do not appear on the student statement, it is because there is no data to display. For example, the Payment table is hidden if no payments have been made in the chosen academic period.

8. To view the statement as a PDF, click Generate PDF. The PDF appears in your notifications.
9. To view a statement for a different academic period, click View a Different Statement.
10. To make a payment directly from this statement, click Make a Payment. See above section of this tutorial for step-by-step instructions for making a payment.

Merge third party account with existing WashU Workday account

If you already have an existing WashU Workday account, you can merge the two accounts.

1. In Workday, signed in as a third party, search for and select the Link Existing Workday Account task directly from the homepage.
2. Enter your First Name, Last Name, Email Address, and Phone Number.
3. Click OK.
4. Workday will send a notification to your existing Workday account with next steps on how to merge the two accounts.