Delegation Guidelines:
- Delegations are temporary reassignments of tasks to another user, enabling that user to perform individual actions on your behalf.
- All requests to delegate will go through a manager for approval.
- You should delegate a specific business processes from your Inbox, for a specified period of time. We recommend not to delegate the entirely inbox and remember to click "Retain access to Delegated Tasks"
- Workday also enables you to delegate the Initiating Action of specific business processes (i.e., a VP can delegate the ability to create expense reports to their executive assistant). Not all business process are eligible to initiate on your behalf.
- Delegation does not confer access to view your personal information.
- Delegating an approval task does not absolve the person delegating the task of their responsibilities. They are still accountable for the delegate’s actions as it related to the delegated task.
- Delegates will start receiving the delegated tasks only when new transactions are initiated. Any transactions already initiated will continue to flow to the original user.
- Attach any supporting files, such as an email message accompanying the requested delegation change, to be included as part of the business process event.
- Both you and either the delegate or the alternate delegate receive confirmation notifications when the delegations go into effect.
- Delegates can also request reassignment for any delegated tasks, but they cannot delegate any delegated tasks to another worker.
- Any delegated tasks will be recorded in the Process History with the words “On Behalf of”, followed by the name of the delegator.
Please monitor your delegations for staff changes and end dates. Delegations will disappear from your list once they expire. Make sure you extend delegations by changing the end date into a future date.
On this job aid:
Managers can use delegation to allow additional users to act on their behalf for any approvals in the system. Delegations will allow Administrative/Executive Assistants to approve direct reports absences, create expense reports, and verify PCard transactions.
Create a Delegation
View current delegations or create a delegation to allow a co-worker to act on your behalf:
Search My Delegations or:
- Click on your Inbox
Click the More button (arrow down icon
) and select My Delegations.
On the My Delegations page, click the Manage Delegations to open the Manage Delegation page.
Enter a Begin Date – it cannot be prior to the current date.
Enter an End Date.
In the Delegate field, enter the name of a person (or more than one person) to whom you will delegate.
- In the Start on my Behalf field, choose the task you’d like them to start, (i.e. Create Expense Report). Add a line for each task you want the delegate to be able to start (initiate) on your behalf.
In the Do Inbox Tasks On My Behalf field, choose one of the options if you want to allow your delegate(s) the ability to see and act on any tasks that appear in your Inbox.
We do not recommend to delegate all business processes. We recommend you detail the specific process to delegate. Click tab "Business Processes allowed for Delegation," so see a complete list.
- We recommend that you check the Retain Access to Delegated Tasks in Inbox box to retain the ability to complete your tasks.
Click Submit.
Important: The delegation request will route to your manager for approval.
Cancel or modify the delegation
Once you submit the delegation, you can cancel or modify it. The way you proceed depends on whether your manager has already approved your delegation or not.
If the delegation is approved:
For approved delegations, you can modify the dates, tasks, and other information, and you can add new delegates or remove delegates.
In your Workday Inbox, click the More button and select My Delegations.
On the My Delegations page, click the Manage Delegations button.
Modify the delegation as you like. Click the Remove Row (minus) button to delete the delegation.
Click Submit.
If the delegation is not approved:
In your Inbox, click the More button and select My Delegations.
Click the Delegation History tab. The unapproved delegation will be in progress.
To cancel a delegation request, click the Related Actions icon off the delegation that is "In Progress."
Select Business Process and click Cancel.
Enter a Comment.
Click Submit.
Acting on Behalf of Another User
You are assigned to be a delegate by a co-worker to perform approval tasks on their behalf. Follow the instructions below to act on their behalf:
On your profile menu, click Switch Account to switch to the delegated account.
Click the user for whom you are a delegate.
Users can initiate tasks by clicking on actions under Reports & Tasks.
To switch to your personal Workday account, click the Switch Account and click your own name.
To view the Inbox that is delegated to you by your co-worker:- After switching to the delegated Inbox, click the Inbox icon, and you can see your co-worker's delegated Inbox.
Sample Delegations
Manage Time: Approve absences and leave, review, and correct time.
Manage expenses or Lynn One Card transactions on your behalf. Select Create Expense Reports, Create Spend Authorizations and Verify Procurement Card Transactions
Inbox Approvals for time and attendance inbox items
Inbox approvals for cost center related business processes
Common tasks to delegate:
The system allows only a limited group of Initiating Actions You Can Delegate on your behalf. Please refer to the list at the end of this job aid.
Start on my Behalf
| Function | Initiate Field | Business Process Type | Selection | Description |
|---|---|---|---|---|
| Procurement | Start On My Behalf | Expenses | Create Expense Report | Use this option to delegate creating expense reports on your behalf (both personal and Lynn T-EXP travel expense (brown) card). |
| Procurement | Start On My Behalf | Expenses | Create Spend Authorization | Use this option to delegate creating Spend Authorizations (estimated costs to be reimbursed to the employee and cash advances). |
| Time and Attendance | Start On My Behalf | Assign Work Schedule | Assign Work Schedule | Use this option to delegate assigning work schedule for shift eligible employees. |
| Time and Attendance | Start On My Behalf | Review Time | Review Time | Use this option to delegate reviewing hourly workers time cards. |
| Time and Attendance | Start On My Behalf | Enter Time | Enter Time for Worker | Use this option to delegate entering time for hourly workers. |
| Time and Attendance | Start On My Behalf | Absence Calendar | Correct Absence | Use this option to delegate correcting employee absences |
| Time and Attendance | Start On My Behalf | Absence Calendar | Enter Absence | Use this option to delegate entering employee absences |
| Hiring | Start On My Behalf | Create Position | Create Position | Use this option to delegate creating a position before it can be approved and posted for hiring. Unless you are filling a vacant position, you will need to Create a New Position in your hiring process. |
| Hiring | Start On My Behalf | Edit Position | Edit Position | Use this option to delegate editing created positions before it can be approved and posted for hiring. Unless you are filling a vacant position, you will need to Create/Editing a New Position in your hiring process. |
| Hiring | Start On My Behalf | Hire | Hire Employee | Use this option to delegate hiring staff, students or contingent workers. |
| Payroll | Start On My Behalf | Compensation | Request-One Time | Request one time payment for staff and faculty |
For Business Process (inbox tasks)
| Function | Do Inbox Tasks Field | Selection | Description |
|---|---|---|---|
| Procurement | For Business Process | Expense Report Event | Use this option to delegate reviewing/approving expense request (inbox item) for regular and Lynn travel card expenses. |
| Procurement | For Business Process | Procurement Card Transaction Verification | Use this option to delegate reviewing/approving procurement card transactions verification (inbox item) Lynn JPM procurement P-Card (black card) expenses. |
| Procurement | For Business Process | Supplier Invoice Event | Approve supplier Invoice submissions. |
| Procurement | For Business Process | Supplier Request | Approve Supplier Request |
| Procurement | For Business Process | Requisition Even | Approve Requisitions or changes in requisitions |
| Finance | For Business Process | Budget Amendment Event | Use this option to delegate budget amendments. |
| Time and Attendance | For Business Process | Correct Time Off | Use this option to delegate correcting time off (inbox item) |
| Time and Attendance | For Business Process | Request time Off | Use this option to delegate approving absence/time off requests (inbox item) |
| Time and Attendance | For Business Process | Update Time Off Requests | Use this option to delegate updating absence/time off requests (inbox item) |
| Time and Attendance | For Business Process | Enter Time | Use this option to delegate entering time requests (inbox item) |
Issues - Cannot see inbox items after delegations
Make sure you check check the box to “Retain Access to Delegated Tasks” for business processes. If you leave the box unchecked, only your delegate will have access to those items and they will not show on your inbox.
If you would like to see those items on your inbox, go to your delegation and click the “Retain Access to Delegates Tasks in Inbox” Under Do inbox Tasks.
Issues - My Delegation Disappeared
Delegations will disappear from your list once they reach expiration date. Make sure you extend delegations by changing the end date into a future date. Once a delegation expires it cannot be retrieved.
Issues - I Cannot find an action to delegate
Initiating Actions You Can Delegate
You can delegate the Initiating Action of these business processes (only):
- Absence Calendar
- Background Check
- Change Job
- Change Organization Assignments for Workers by Organization
- Close Job Requisition
- Contract Contingent Worker
- Correct Time Off
- Create Idea
- Create Position
- Create Project Scenario
- Edit Position
- End Contingent Worker Contract
- Enter Time
- Expense Report Event
- Hire
- Job Requisition
- Job Requisition Change
- Personal Information Change
- Receipt
- Request Compensation Change
- Request One-Time Payment
- Request Time Off
- Requisition Event
- Spend Authorization
- Termination
- Timesheet Event
- Verify Capital Project Expense