Navigating Workday for Third Parties - Student Financials

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Overview of Process

Once the student has granted permission to access their information, the third-party user can log into Workday with the provided credentials to view and perform authorized tasks. 
Third parties granted permission to view student finances will have access to the Finances for Third Party dashboard. This Workday application allows third parties to view student billing and payment information, account activity, statements, make payments, and set up payment plans. Students control the information shared; if certain details are unavailable, it means the student has not granted permission to view them.

Table of Contents

  1. Access the Finances for Third Party Dashboard
  2. Making Payments
  3. View Student Account Activity
  4. View Student Statement
  5. Helpful Links

 

Access the Finances for Third Party Dashboard

  1. The Workday home page contains three primary elements:
    • MENU - the menu button in the top-left corner is where you will find links to access your student's financial information.
    • QUICK LINKS - the two rounded buttons mid-page are links that will take you to these help articles, one for Academics and one for Financials.
    • ANNOUNCEMENTS - the box to the left is where Bowdoin can place important announcements for Third Parties. In this example, we have an arrow pointing towards the MENU with instructions to use the menu to access Financial or Academic information about your student(s).  

      The user views their Workday home page. Thick black boxes outline the Menu, Quick Links, and Announcements boxes to draw the reader's attention.
       
  2. From your Workday homepage, open the Menu on the top left then select the Financials for Third Party link.

    The user's Menu displays, with Academics for Third Party and Finances for Third Party displaying in the Student category.
  3. The Finances for Third Party dashboard displays

    The Finances for Third Party hub displays. At the top of the screen in a bright blue border, options for making payments displays. Below, users have options to view Tasks or Helpful Links.
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Making Payments

  1. The Finances for Third Party dashboard includes two links for making payments. ​​​​​​​

    Finances for Third Party dashboard displays. Top of screen displays two tiles, Payments and Payment Plans and Payment by Wire Transfer.
    ​​​​​​​
    • The Finances for Third Party dashboard contains two sections:
      • Tasks: View student financial account activity and statement details
      • Helpful Links: Access helpful links outside of Workday. For example, the Bursar Website, Payment Plan Information, Insurance information and more.
         

View Student Account Activity

The View Account Activity report provides a transaction summary of all account transactions, including tuition and fee charges, payments, and refunds. This summary includes transactions from all academic periods.

  1. From the Finances for Third Party dashboard, navigate to the Tasks section. 
  2. Click View Account Activity. 

    User clicks View Account Activity under the Tasks sections of the Finances for Third Party dashboard.
     
  3. Student will autofill. If you are a third-party user for more than one student, select the Student you wish to view.
  4. Select the Institution. 

    The View Account Activity screen displays. The Student field autofills as Paul R. Bear and the User selects Bowdoin College as the Institution.
     
  5. Click OK.
  6. The Student Account Activity screen opens to the Account Summary. There are two balances listed, the Total Account Balance and the amount Due Now. 
    • The Total Account Balance is the cumulative total of all posted account activity, regardless of due date. It does not include anticipated payments.
    • The Due Now balance is the amount currently owed. This is the sum of past due charges and current due charges, minus anticipated payments.
  7. Click View Statement to view statement details for a specific semester.

    The Student Account Activity screen displays. The Total Account Balance and Due Now balance are highlighted. User clicks View Statement button.
     
    • Student will autofill. If you are a third-party user for more than one student, select the Student you wish to view.
    • Institution will autofill.
    • Select the Academic Period (semester) to view statement. 
    • Click OK to proceed to the Statement or Cancel to return to the Account Summary.

      The View Student Statement as Third Party screen displays. User selects 2024 Fall Semester as the Academic Period and user clicks OK.
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  8. Scroll down to view the Transaction Summary table below the Account Summary. This table displays all account transactions including charges, payments, and disbursed student aid, listed in order of transaction date. The most recent transactions will be listed at the top. Each transaction lists the academic period, transaction date, the due date, a description, and amount.

    The Transaction Summary tab displays.

    Note: You can sort and/or filter each column by selecting the column header. For example, filter the Description column to only show Tuition charges.

    User clicks the Description column header and filter drop-down opens. The Sort Ascending and Sort Descending buttons are highlighted. User selects Is as the Filter Condition, the Value as Tuition, and clicks Filter.
     
  9. Click the Due Now Details tab. This tab displays a summary of Past Due Charges, Current Due Charges, Anticipated Payments, and Unapplied Payments.

    User clicks the Due Now Details tab and the summary displays.
     

View Student Statement

The View Student Statement report provides an overview of all charges, applied payments, unapplied payments, anticipated payments, and refunds during a single academic period.

  1. From the Finances for Third Party dashboard, navigate to the Tasks section.
  2. Click View Student Statement.

    User clicks View Student Statement under the Tasks section of the Finances for Third Party dashboard.
     
  3. Student will autofill. If you are a third-party user for more than one student, select the student you wish to view.
  4. Institution will autofill.
  5. Select the Academic Period (semester) to view statement. 

    The View Student Statement as Third Party screen displays. User selects 2025 Spring Semester as the Academic Period and user clicks OK.
     
  6. Click OK. 
  7. The View Student Statement as Third Party screen opens, detailing an overview of all charges, applied payments, unapplied payments, anticipated payments, and refunds, for the selected academic period.
  8. Scroll down to the specific charges, the date those charges were applied, and the amount charged.

    The Student's Statement displays.

    Note: Click the PDF button in the top-right corner of the screen to generate and download a PDF of the page. Third Parties should coordinate with their student to receive a PDF copy of the statement containing the Bowdoin logo, if needed.

    The View Student Statement as Third Party screen displays. User clicks the Export to PDF button.
     
  9. To view a different statement for another academic period (semester), click View a Different Statement button.

    The View Student Statement as Third Party screen displays. User clicks View a Different Statement.
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    • Student will autofill. If you are a third-party user for more than one student, select the student you wish to view.
    • Institution will autofill.
    • Select the Academic Period (semester) to view statement. 
    • Click OK. 

      The View Student Statement as Third Party screen displays. User selects 2024 Fall Semester as the Academic Period and user clicks OK.
       
    • A different statement displays.

      The Fall 2024 Semester statement displays.
       

Helpful Links Section

From the Finances for Third Party dashboard, navigate to the Helpful Links section:

Note: Click More to view all available links.

The Tasks and Helpful Links section displays.​​​​​​​

  1. Navigating Workday for Third Parties: A link to this job aid, helping users understand the options on the dashboard.
  2. Bursar Website: Click this link to navigate to Bowdoin College’s Bursar's Office website.
  3. Payment Options: Click this link to navigate to payment options listed on the Bursar's Office website.
  4. Payment Plan Information: Click this link to navigate to Bowdoin College’s MyCollegePaymentPlan site and view payment plan information and enrollment dates.
  5. Bursar Policies: Click this link to review Bowdoin College’s Payment Policy. 
  6. Waive Health Insurance: Click this link to submit a Health Insurance waiver.
  7. Tuition Refund Insurance: Click this link to learn more about Tuition Insurance and get a quote.

 

Additional Assistance

If you need additional assistance, click the link under the Related Services / Offerings section on this page to enter a support request online.

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