Creating a Delegation in Workday: Common Business Processes by Security Role

Overview

A Workday delegation allows an employee to temporarily assign certain Workday Inbox tasks to another trusted employee. Delegations can help ensure business processes continue during an absence, vacation, leave, or other period when the employee may be unavailable. While a Workday Delegate can take action on delegated tasks, the Delegator retains ultimate responsibility for those actions.

Employees can designate one or more Delegates and choose to delegate either specific business processes or all eligible business processes that route to their Workday Inbox. 

Important information about Workday delegations:

  • Only Workday Inbox tasks can be delegated.
  • The initiation of business processes cannot be delegated.
  • Delegations can be established for a maximum of twelve months at a time.
  • Employees may choose to retain access to delegated tasks so either the Delegator or Delegate can complete the task.
  • Delegated actions are recorded in Workday process history and will display "On Behalf Of" followed by the Delegator's name.
  • If a Delegate terminates employment, the Delegator will receive a Workday notification indicating the delegation is no longer valid and must be updated.

Because Workday Inbox tasks often contain sensitive HR, payroll, recruiting, benefits, and personnel information, employees should carefully consider which business processes they delegate and select only those necessary to support business continuity.

Additionally, you can refer to the Manage Delegations (TAMU) job aid for step-by-step instructions on setting up a delegation in Workday.

Importance of Selecting Specific Business Processes in a Delegation

When creating a delegation, employees can choose to delegate specific business processes or all business processes that route to their Workday Inbox. Selecting specific business processes is the recommended approach and helps ensure the Delegate only receives tasks necessary to perform business responsibilities.

Delegating all business processes is generally not recommended because it may grant the Delegate access to personal employee information and activities unrelated to their job duties, including benefits information, job applications, leave requests, compensation-related tasks, and other sensitive personnel information.

For this reason, employees should delegate only those business processes necessary to maintain operations during their absence. The recommendations below identify common business processes that may be appropriate for delegation based on specific Workday security roles.

Workday Delegation Recommendations by Security Role

Manager Delegation Recommendations

Managers can see information about employees who report to them, and are involved in many HR, and payroll processes such as hiring, time tracking, absence, and performance reviews. 

Here is a list of recommended business processes that Managers may want to delegate to another employee:

  • Assign Work Schedule
  • Cascade Goals
  • Change Job
  • Change Work Space
  • Complete Manager Evaluation for Performance Review
  • Correct Absence
  • End Flexible Work Arrangement
  • Enter Time (Approve Timesheet)
  • Hire
  • Manage Certifications
  • Manage Goals
  • Photo Change
  • Request (Certification of Personal Travel to a Foreign-Adversary)
  • Request Absence (Time Off)
  • Request Compensation Change
  • Request Flexible Work Arrangement
  • Request Leave of Absence
  • Request One-Time Payment
  • Request Return from Leave of Absence
  • Start Performance Review
  • Submit Resignation
  • Switch Primary Job
  • Talent Review
  • Time Request (Overtime)
  • Title Change

Department Head Delegation Recommendations

Department Heads perform actions on members of assigned supervisory organizations and subordinates.  Approval authority for some staffing and recruiting business processes.  

Here is a list of recommended business processes that Department Heads may want to delegate to another employee:

  • Add Additional Job
  • Change Job
  • Close Position
  • Create Position
  • End Additional Job
  • Job Requisition
  • Request Compensation Change
  • Request Leave of Absence
  • Request One-Time Payment
  • Termination

Executive Approver Delegation Recommendations

Executive Approvers are the executive security role above the Department Head for certain staffing events for staff, faculty and other Employee types depending upon System Member requirements.  

Here is a list of recommended business processes that Executive Approvers may want to delegate to another employee:

  • Change Job
  • Create Position
  • Job Requisition
  • Request Compensation Change
  • Request Flexible Work Arrangement
  • Request One-Time Payment

Budget Contact Delegation Recommendations

Budget Contacts perform actions on costing allocation steps as part of other business processes such as Hire, Change Job, Compensation Change, etc.  Assignees perform initiation action for Assign Costing Allocation business process to enter account details and submit for approval.  

Here is a list of recommended business processes that Budget Contacts may want to delegate to another employee:

  • Add Additional Job
  • Assign Costing Allocation
  • Change Job
  • Create Position
  • Edit Position Restrictions
  • End Additional Job
  • Hire
  • Request Compensation Change
  • Termination

Cost Center Approver Delegation Recommendations

Cost Center Approvers have the authority to charge funds (salary, allowances, one time payments, fringe, etc.) to a specific TAMUS Custom Organization (Cost Center).  The Cost Center Approver role in Workday is assigned in FAMIS.  

Here is a list of recommended business processes that Cost Center Approvers may want to delegate to another employee:

  • Assign Costing Allocation

Export Control Partner Delegation Recommendations

Export Control Partners perform actions to support export control requirements for employees of assigned organizations.  

Here is a list of recommended business processes that Export Control Partners may want to delegate to another employee:

  • Hire
  • Request Flexible Work Arrangement

Sponsored Research Partner Delegation Recommendations

Sponsored Research Partners perform HR management functions for assigned organizations for staffing and compensation events on positions and Workers in Job Profiles categorized in the Job Family Research Professional-Other.  They have approval authority for some staffing business processes. 

Here is a list of recommended business processes that Sponsored Research Partners may want to delegate to another employee:

  • Request Compensation Change

Sponsored Research Services Delegation Recommendations

Sponsored Research Services have a custom TAMUS Security role for approval of costing associated with TAMUS Cost Centers, in which they are a responsible party. 

Here is a list of recommended businesses processes that Sponsored Research Services may want to delegate to another employee:

  • Assign Costing Allocation

Need More Help?

If you need further assistance, you can contact hrnetwork@tamu.edu for support. Additionally, you can visit the Access Request service offering page to request a security role or ask questions regarding access in Workday or SSO. This resource will provide you with the necessary guidance and support to manage your Workday access effectively.

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