Workday - Student Violation Fee Push to Student Account

OPS-COM can connect to your campus's Workday system so that unpaid student parking violations are automatically charged to the student's account and marked as paid in OPS-COM. This feature is an add-on to standard OPS-COM functionality and must be purchased to use. This guide walks you through how the feature is set up, how it works day to day, and a few tips to help it run smoothly.

Setup and Configuration

Once purchased, this feature must be enabled and connected to your Workday system. This is a one-time setup step, usually done together with the OPS-COM support team.

Entering your Workday Connection Details

1. Click System Settings, Third Party, and located the Workday Student Violation Processing section.
2. Enter your details as follows. These will come from your Workday setup:
   • Your Workday server address
   • The endpoint and "SOAP action" your Workday system expects
   • A username and password used to connect securely
   • Your academic unit code

Test Settings Versus Live Settings - You'll actually see two versions of these settings: one for testing and one for production (live). Keeping them separate means your team can safely test the connection without accidentally charging real students. Always double check you're entering test credentials in the test fields and live credentials in the production fields.

3. Save your settings. OPS-COM automatically checks for eligible violations every 5 minutes. 

Using This Feature

Not every violation is sent to Workday automatically. A violation only qualifies when:

• The person responsible for the vehicle is set up in OPS-COM as a Student
• Their student ID number meets the format your campus has configured with Workday
• The violation has a dollar amount greater than $0.00
• The violation is not marked as a Warning or as Spoiled
• If a violation doesn't meet all of these conditions — for example, it belongs to a staff member or a visitor, or the student ID doesn't match — it simply stays in OPS-COM and can still be paid the normal way. Nothing is lost; it just isn't sent through Workday.

What Happens When a Violation is Processed

When a violation qualifies, OPS-COM automatically:

• Marks the violation as paid
• Adds an "Exported to Workday" flag to the violation
• Removes it from the student's active violation list
• Sends the charge to Workday so it can be billed to the student's account

Checking That a Violation was Processed

To confirm a violation went through successfully:

1. locate the User that was given the violation using User Search.
2. Click History, All Records, and click View Completed History. 
3. Look for the "Exported to Workday" flag, and hover over it to see the exact date and time it was sent. If something didn't go through correctly, an error message explaining what happened will also appear in this same history log.

Alternatively, you can open the specific violation's details page and locate the flag.

Adjusting a Violation That's Already Been Processed

Sometimes you'll need to correct a violation after it's already been sent to Workday. If so, follow these steps rather than editing it directly:

1. Open the violation and click the Processed link to view the Transaction Details.
2. Click Void Payment, add a short note (for example, "Administrative Adjustment"), and click Confirm.
3. Edit the violation as needed and save your changes. Once you save, OPS-COM automatically marks the violation to be picked up again. It will be resent to Workday the next time the scheduled task runs.

Heads up: Don't try to edit a violation that's already been sent to Workday without voiding the payment first. The "Exported to Workday" flag stays in place on purpose, so the system doesn't accidentally bill the student twice while your adjustment is in progress.

Cancelling Versus Marking a Violation Spoiled or Warning

If you want to keep a violation out of Workday altogether, marking it Spoiled or as a Warning will do that -but keep in mind this also removes it from the normal payment process entirely.

If your real goal is simply to cancel the fine, it's best to use the appeal form instead. To do this:

1. Open the violation and choose Show the Appeal Form.
2. Select Cancel from the Fine Action list. 

Best Practices and Considerations

• Give it a few minutes. Because the system checks for new violations every 5 minutes rather than instantly, don't expect a violation to appear in Workday the second it's created. If you've just made a change and don't see it reflected yet, wait for the next scheduled run before troubleshooting.
• Keep an eye on the logs. Since this feature results in real charges to real student accounts, it's a good habit to check the completed history every so often — especially after bulk changes or a busy week of ticketing — to make sure violations are processing the way you expect and to catch any errors early.
• If you ever need your processing frequency adjusted, your connection settings updated, or you run into an error you don't understand, OPS-COM support is happy to help.