Delegations
Delegation enables users to give another person the ability to initiate business processes in Workday on their behalf or take actions on their inbox tasks.
Please visit the Getting Started with Workday page for additional training and resources.
Basics
The user can set a start and end date to cover a specific period, or they can delegate on an ad hoc basic. Delegation is different from reassigning a task. Reassignment permanently moves responsibility for a task from one person to another.
See the job aid on How to Delegate Tasks.
Still Your Responsibilty
Delegation does not remove responsibility (ownership) or accountability for the task from the original task owner. In the eyes of the system, the task still belongs to the original assignee. In fact, when the delegation periods ends, any incomplete delegated tasks will revert back to the original owner.
Two Types of Delegation
Delegation enables users to give another person the ability to:
- Initiate business processes in Workday on their behalf.
- Take action on their Workday inbox tasks.
All Truly Means All
Selecting to delegate all of the approved business processes – truly means ALL AVAILABLE business processes. For example, this includes tasks related to processing expense reports and hiring workers.
Some, but Not All
There are a select few business processes that can be delegated to another worker. Occasionally, you may come across a task that cannot be delegated. This may be due to the nature of the task, the approval needed, or the sensitive information involved in the process.
Please see below for a list of business processes for delegation, and refer to the Security Roles info page to understand delegable tasks associated with campus community roles.
End Dates
End dates for delegation are required. Enter the last day of your leave not to exceed a year. Extended delegation will need to be renewed annually at fiscal year end June 30. Renew your ongoing delegations on an annual basis and reaffirm your delegates' responsibilities. Delegation should be used as a short-term solution and not a permanent option for completing business processes.
Check the Retain Access to Delegated Tasks
If a delegator has chosen any of the inbox tasks for their delegate to do on their behalf, it is incredibly important to ensure the Retain Access to Delegated Tasks within My Tasks checkbox is checked. This checkbox is checked by default. If the checkbox is not checked, all of the tasks that need to be approved will go to the delegate’s inbox only and if the delegate leaves the university, then the delegator would not have access to get those tasks back. You will never know what tasks are missed.
If you have concerns that tasks may need to be recovered, please contact the Security Administrator / Delegations Administrator for that process.
Business Processes for Delegation
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Finance |
HCM |
|---|---|
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Accounting Adjustment Event |
Add Academic Appointment |
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Internal Service Delivery Event |
Add Additional Job |
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Customer Invoice Event |
Assign Costing Allocation |
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Customer Statement Event |
Assign Work Schedule |
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Expense Report Event |
Change Job |
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Spend Authorization |
Change Organization Assignments for Worker |
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Procurement Card Transaction Verification Event |
Contract Contingent Worker |
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Prospective Supplier Request Event |
Edit Hiring Restrictions |
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Supplier Request |
Edit Position |
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Requisition Event |
Edit Position Restrictions |
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Purchase Order Event |
Employee Contract |
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Change Order |
End Academic Appointment |
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Receipt |
End Additional Job |
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Receipt Adjustment |
End Contingent Worker Contract |
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Miscellaneous Payment Request Event |
Hire |
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Supplier Invoice Intercompany Event |
Hiring Restrictions |
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Job Requisition |
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Job Requisition Change |
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Move to New Manager |
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Offer |
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Onboarding |
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Onboarding Setup |
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Period Activity Eligibility |
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Period Activity Pay |
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Propose Compensation Hire |
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Propose Compensation Offer/Employment Agreement |
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Switch Primary Job |
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Termination |
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Update Academic Appointment |