Workday - Student Violation Fee Push to Student Account

OPS-COMThe canWorkday connectintegration allows OPSOM administrators to yourautomatically campus's Workday system so thatpush unpaid student parking violations are automatically chargeddirectly to thea student's Workday account andas markeda charge, while marking them as paid in OPS-COM.OPSCOM. Its primary purpose is to streamline violation fee collection through institutional billing workflows. This article is intended for OPSCOM administrators.

Setup and Configuration

This feature is ana premium add-on to standard OPS-COM functionality and mustrequires beinitial purchasedactivation to use. This guide walks you through howby 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-COMOPSCOM support team.
 Once purchased and enabled, administrators must configure the connection details on the Admin side.

Entering your Workday Connection Details

• ClickHover over System Settings, and click Third Party,.
and located
• Locate the Workday Student Violation Processing section.
• Enter yourthe following details asprovided follows. These will come fromby your Workday setup:administrator:

1. 1. Your Workday server address

   2. The endpoint and "SOAP action"action your Workday system expects

   3. A username and password used to connect securely

   4. Your academic unit code

TestAlways Settingsverify Versusyour Livecredentials. SettingsYou - You'll actuallywill see two versions of these settings: onefields for testingboth test settings and one forlive production (live). Keeping them separate means your team can safely test the connection without accidentally charging real students.settings. Always double double-check you'reyou are entering test credentials in the test fields and live credentials in the production fields.fields to avoid accidentally charging real students during testing.

3.Click the Save button to apply your settings. OPS-COMOPSCOM will now automatically checkscheck for eligible violations every 5 minutes. 

Using This Feature

Not every violation is sent to Workday automatically. A violation only qualifies when:to be sent to Workday when all of the following conditions are met:

• The person responsible for the vehicle is set up in OPS-COMOPSCOM as a Student.

• Their student ID number meets the format your campus has configured with WorkdayWorkday.

• The violation has a dollar amount greater than $0.0000.

• The violation is not marked as a Warning or asSpoiled.

  Spoiled

If a violation doesn'tdoes not meet all of these conditions — for example,(e.g., it belongs to a staff member or a visitor, or the student ID doesn't match —visitor), it simply staysremains in OPS-COMOPSCOM and can still be paid the normal way. Nothing is lost;processed itfor justpayment isn'tnormally.

sent through Workday.

What Happens When a Violation is Processed

When a violation qualifies,qualifies OPS-COMfor automatically:the Workday push, OPSCOM automatically performs the following actions:

• Marks the violation as paidpaid.

• Adds an "Exported to Workday"Workday flag to the violation record.

• Removes itthe violation from the student's active violation listlist.

• Sends the charge to Workday so it canto be billed to the student's accountaccount.

Checking That a Violation was Processed

To confirm a violation went through successfully:

• Hover over Users and click User Search to locate the Useruser thatwho was givenreceived the violation using User Search.violation.
• Click History, select All Records, and click View Completed History.History .
• LookHover forover the "Exported to Workday"Workday flag, and hover over itflag to seeview the exact date and time it was sent. If somethinga didn'tprocessing goerror throughoccurred, correctly, anan error message explaining whatthe happenedissue will also appear in this same history log.

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

Adjusting a Processed Violation

That's

Already
• If Been Processed
  

Sometimes you'llyou need to correct a violation after it'sit alreadyhas been sent to Workday.Workday, Ifyou so,must follow these steps rather than editingvoid it directly:

first

to avoid duplicate billing.
1. Open the specific violation and click the Processed link to view the Transaction Details.
2. Click the  Void Payment,Payment addbutton.
3. Type a short note in the prompt (for example,e.g., "Administrative Adjustment"), and click the Confirm. button.
4. Edit the violation as needed and save your changes. Once you save, OPS-COMOPSCOM automatically marks the adjusted violation to be picked up again. It will beand resent to Workday during the next time the scheduled task runs.run.

HeadsDo up: Don't try tonot edit aprocessed violationviolations that'sdirectly. alreadyAlways been sent to Workday without voidingvoid the payment first. The "Exported to Workday"Workday flag staysintentionally remains in place onto purpose, soprevent the system doesn'tfrom accidentally billbilling the student twice while youradjustments adjustment isare in progress.

Cancelling Versusor Spoiling Violations

• Marking a Violationviolation as Spoiled or Warning

Ifkeeps you want to keep a violationit 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:

fine:
1. Open the violation and chooseclick Show the Appeal Form.Form.
2. Select Cancel fromClick the Fine Action drop-down menu and choose Cancellist. .

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Best Practices and Considerations

Allow

• Givetime itfor ascheduled fewtasks minutes.to run. 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.
troubleshooting if a violation does not immediately appear in Workday.
• KeepRegularly an eye onaudit the completed history logs. Since this feature results in real chargesfinancial to real student accounts, it's a good habit tocharges, check the completed history every so often — periodically—especially after bulk changes or a busy week ofheavy ticketing — periods—to make sureensure violations are processing the way you expectcorrectly and to catch any errors early.
• Contact Support for connection changes. If you ever need your processing frequency adjusted, your connection settings updated, or you run intoencounter an errorunfamiliar youerror, don'treach understand,out OPS-COMto OPSCOM support isfor happy to help.assistance.