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On this job aid:
Table of Contents
Cancel or modify the delegation
Acting on Behalf of Another User
Issues - Cannot see inbox items after delegations
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.
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Create a Delegation
View current delegations or create a delegation to allow a co-worker to act on your behalf:
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Important: The delegation request will route to your manager for approval. |
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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.
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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.
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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:
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On your profile menu, click Switch Account to switch to the delegated account.
Click the user for whom you are a delegate.
Info icon false title Note Switching accounts brings up the delegation dashboard with delegated actions. From here, you can initiate business processes that have been delegated to you by your co-worker.
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.
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Sample Delegations
Manage Time: Approve absences and leave, review, and correct time.
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Common tasks to delegate:
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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 |
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| Function | Do Inbox Tasks Field | Selection | Description |
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| 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) |
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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.
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You can delegate the Initiating Action of these business processes (only):
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