Transition to Workday Student: upcoming payment deadlines and system freeze dates​ in Classic SIS 

The transition to Workday Student will provide UBC with the foundation for a modern student experience that is adaptable and can evolve to meet the needs of the university for years to come. Part of the transition to Workday Student is moving system data from Classic SIS to Workday Student including all student financial records. To ensure that financial records are accurate, there will be deadlines for payments related to Summer 2024 and prior sessions. Additionally, a usage freeze in Classic SIS will take place from August 20 to 28, 2024.   

Payment submission and record deadlines 

Classic SIS Usage freeze dates & impacts 

Who is impacted?  

Students with balances owing from Summer 2024 and earlier: Students are asked to make payments in Classic SIS by their specified due date. During the freeze period, students CANNOT use Classic SIS or Workday to pay for outstanding balances for sessions before and including 2024 Summer. Students CAN still make payments for 2024 Winter in Workday during this period. After August 19, 2024, student financial accounts will no longer be adjusted in Classic SIS and staff will have to wait until after August 29 to do so in Workday. Once the transfer of balances from Classic SIS to Workday is complete, up-to-date student financial records will be available in Workday. 

Students requiring tuition payment refunds: Students are asked to submit a request for refund by August 8, 2024, for sessions before and including 2024 Summer. After August 8, 2024, tuition refunds will not be processed until the balance is transferred to Workday on August 29, 2024. 

Students receiving bursaries or award offers for 2024 Summer and prior: Students will need to accept 2024 Summer Session Bursary or Award Offers in SSC by August 12, 2024. 

Students awaiting sponsor payments and Sponsors who have a balance owed for 2024 Summer and prior: Sponsor payments for 2024 Summer and prior should be recorded in SIS by August 19, 2024. 

Staff using Tuition Waivers for 2024 Summer and prior: Tuition waivers for credit courses taken prior to and including Summer 2024 (i.e., credit courses starting on or before July 3, 2024) must be submitted by July 31, 2024. If staff miss this deadline, they will need to submit a Workday Support request through the UBC Self Service portal. Submissions of tuition waivers for 2024 Winter Session credit courses (i.e., credit courses starting on September 3, 2024, and beyond) open on August 1, 2024. This notice does not apply to non-credit courses at Extended Learning, Sauder Continuing Business Studies, or the English Language Institute. 

Enrolment Services, Graduate & Postdoctoral Studies, and College of Graduate Studies staff: Staff will need to complete initiating the 2024 Summer Session award recovery in Classic SIS by July 31.  

Enrolment Services staff: 

• Vancouver & Okanagan: Staff should keep track of any balance adjustments that occur during the cutover period for sessions before and including 2024 Summer. Adjustments should be made in Workday Student after August 29.  
• Okanagan: UBCO debit terminal payments intended for sessions before and including 2024 Summer can be manually recorded or loaded via the Enterprise Interface Builder (EIB) in Workday after August 19.  
• Records and Systems Management staff: Staff must update the MSC special courses and special programs tables before the T2202 job run and prior the freeze period. 
• Student Financial Management staff: Staff must validate T4A totals before the final T4A job run and prior to the freeze period. On August 29 and 30, the Student Financial Management staff will use extracts from Classic SIS to compare the balances loaded in Workday. This allows staff to verify the Classic SIS tax slip totals for 2024 against the converted slip totals in Workday.  

This specific freeze period will impact all students with outstanding balances in Classic SIS as well as students who are anticipating award and sponsor payments. Students will be able to access their outstanding balances in Workday after the freeze period is complete. 

Where to go for support 

Staff: If you have any questions about this freeze, reach out to your Primary Transition Lead (PTL) directly. For guidance on how to submit a tuition waiver in Workday, see Create Tuition Waiver – Credit Course in the Workday Knowledge Base (CWL required). 

Students: Should students have inquiries or need assistance regarding the transition to Workday Student, they should continue to reach out to the units or advisors they would normally receive support from. Learn more here.  

To learn more about cutover periods, click here. 

* Please bear in mind that Workday Student is evolving quickly, and this could mean more usage freezes will be added as we approach Fall 2024.