HR Payroll Benefits - Workday Role Definitions

Purpose

This document defines each of the security roles that a unit can request for assignment in Workday and provides Human Resource Partners (HRPs) steps on how to view security role assignments by worker and by supervisory organization.

Not what you are looking for? Use the button below to visit our Library and find the information you need!

Library of Workday Knowledge Base Articles

Navigation

Terminology
Keep in Mind
Viewing Role Assignments by Worker (HRPs Only)
Viewing Role Assignments by Supervisory Organization (HRPs Only)
Role Definitions

Terminology

Supervisory Organization - Where a job sits on Workday. Establishes the organizational chart of who reports to whom in Workday.
Academic Unit - Houses Academic Appointments and has an associated Supervisory Organization.
Cost Center - One of the funding segments of a position or payment. The Oracle Organization segment.
Workday Positions - The job a worker performs. Positions must sit in a supervisory organization. Does not inherently grant access to view data in Workday.
Workday Roles - Grant access to perform specific functions or view data for an organization on which they are assigned. Roles can be assigned to any employee for an organization regardless of where they sit. A person with a role may not complete a staffing transaction on their own record.

Keep in Mind

Roles are assigned at the position level; they are not assigned to individual workers.
The role of Benefits Partner is not included in this list because only the Central HR office can request this for role assignment
To assign a role to a worker’s position, HR Partners or Managers should submit a Workday Role Security Request in ServiceNow. For roles related to Workday Learning, they should submit a Workday LMS Role Security Request.
To assign a Department or Divisional Lead role, Deans, University Officers, Lead HR Partners, or Departmental Security Auditors should submit a Workday Role Security Request - Department or Divisional Lead in ServiceNow.

Viewing Role Assignments by Worker (HRPs Only)

HR Partners can view the roles held by a worker in a specific position by following these steps:

Navigate to the Worker’s Profile by typing their name or another unique identifier (Chicago ID, SSN, Employee ID, etc.) in the search box at the top of the screen. Select the appropriate suggested record that appears below the search box, or press Enter to run the complete search, and find the right employee.
1. Use the prefixes worker: or id: to refine the search results. For details on how to use prefixes, review the Workday Search Prefixes Knowledge Base Article.
Within the Worker’s Profile, select the Actions button under the worker’s name and title, hover over Security Profile, and choose View Role Assignments for Worker Position.
In the dialog box that appears, select the appropriate Position in the corresponding field. If desired, enter additional parameters to filter your results. Select OK to run the report.
1. To ensure all roles held by a worker in a given position are returned, check the Include Inherited Role Assignments box and leave the Roles field blank before running the report.

Viewing Role Assignments by Supervisory Organization (HRPs Only)

HR Partners can view the roles associated with a supervisory organization using the steps below:

Find the supervisory organization by typing in the prefix org: and the name of the supervisory organization in the search box at the top of the screen, and then press the Enter key. A list of results associated with the search criteria will populate. Select the desired result.

While typing in the name of the supervisory organization, suggested organizations display underneath the search box. The desired organization can be selected from these options.

When the desired organization has been selected, the Supervisory Organization profile screen will appear.
Select the Roles tab to view all assigned roles in the supervisory organization, including the worker assigned to each role, whether the role was assigned or inherited, and the effective date if the role was assigned.
1. In Workday, role inheritance means that a role assigned to a superior supervisory organization automatically flows down to its subordinate organizations. For example, if John Smith is assigned the HR Partner role for the F&A Allstars supervisory organization and inheritance is preserved, he will also hold that role in its subordinate organizations, F&A Training and F&A Support Center.
2. If needed, inheritance can be broken by assigning the role to a different worker in a subordinate organization. When inheritance is broken, the change applies only to that role and that organization; other roles and reporting chains are not affected. Once broken, inheritance for that specific role and supervisory organization cannot be restored.
3. In summary, an assigned role is one that is manually added to a worker’s position, while an inherited role is automatically passed down from the superior supervisory organization if the worker holds the role there and inheritance is maintained.

Role Definitions

Assignable Role	Short Description	Visibility	Key Business Processes	Assigned On
Academic Partner	Manages academic appointments for workers in their department, typically for Faculty, Academic, and Temporary Academic employee types *This role DOES NOT provide ANY position data on its own.	Organization Data: Academic unit details, members, roles Employee Data: Name, email, appointment track, rank, unit, dates	Add Academic Appointment, Update Academic Appointment, End Academic Appointment	Academic Unit
Academic HR Partner	Performs HR transactions for members of assigned organization(s), typically for Faculty, Academic, and Temporary Academic employee types	Organization Data: Organization details, members, roles, staffing (open positions), location, financial organizations Employee Data for organizations I support: Personal Details, Contact Details, Position Details, Job History, Compensation, Costing Assignments	Hire, Change Job, Termination, Onboarding, Create Position, Edit Other ID, Request Compensation Change	Supervisory Organization
AMP Planner	Administer Merit updates for staff for supervisory organization(s) you are assigned likely HR or Budget Partner members	Employee Data: Position	Compensation Change	Supervisory Organization
Budget Partner	Approval and visibility into fiscally relevant HR processes	Organization Data: Organization details, members, staffing, location, financial organization assignments Employee Data: Personal Details, contact details, position details, job details, compensation details	Add Additional Job, End Additional Job, Create Position, Change Job, Compensation Change Approvals,	Supervisory Organization
Chicago Paid Sick Leave Time Partner	Approves Chicago Paid Sick Leave absences for workers in their supervisory organization	Organization Data: Organization Details, members, staffing, location Employee Data: Position Details, Time Off Details, Absence Details	Approve Time Off	Supervisory Organization
Content Creator	Create/Edit/ Learning content for a department	All course content created specifically for the department.	Create and Edit Learning Content for a department	Content Creator is a User Base Role -specifically segmented.
Costing Allocation Partner	Assigns costing allocation on positions within the supervisory organization they are assigned. Has the ability to complete Payroll Expense Cost Corrections	Organization Data: Financial Organizations Employee Data: Personal Details, Contact Details, Position Details, Job Details, Compensation Details, Costing Allocations	Costing Allocation Updates Payroll Expense Cost Corrections	Supervisory Organization
Department Lead View	Equivalent to Manager Self-Service providing view only details	Organization Data: Organization Details, Members, Staffing, Location, Financial Organization Assignments Employee Data: Personal Details, contact details, position details, job details, compensation details	View Only	Supervisory Organization
Divisional Leadership View	View-only role for senior leadership of a division (Deans, AVPs, or Associate Deans)	Organization Data: Organization Details, Members, Staffing, Location, Financial Organization Assignments Employee Data: Personal Details, contact details, position details, job details, compensation details	Leadership Dashboard (providing workforce, termination, and compliance details) across departments	Top-Level Supervisory Organization for Division
Divisional Operational Analyst	View-only role for reporting across a division	Organization Data: Organization Details, Members, Staffing, Location, Financial Organization Assignments Employee Data: Personal Details, contact details, position details, job details, compensation details	Ad-hoc reporting	Top-Level Supervisory Organization for Division
Faculty Merit Planner	Administer Merit updates for faculty of the organization(s) you are assigned	Employee Data: Position	Compensation Change	Supervisory Organization
Hiring Manager	View access to job requisitions and applied candidates to which user is assigned.	Job Requisition Data Candidate Data: Job Application	Candidate Data: Bundle Resumes	Managers of the organization, in which the job requisition sits, defaults to the hiring manager of the requisition. *Managers do not need to be assigned recruiting screeners
HR Partner	Performs HR staffing transactions for Staff, Temporary Staff, Seasonal, post-doctoral scholars, and student workers	Organization Data: Organization Details, Members, Staffing, Location, Financial Organization Assignments Employee Data: Personal Details, contact details, position details, job details, compensation details	Hire, Change Job, Add additional Job, End Additional Job, Termination, Onboarding, Create Position, Edit Other ID, Request Compensation Change,	Supervisory Organization
Lead Academic HR Partner	BSD role providing divisional approval to HR staffing transactions for faculty, academics, temporary academics, and postdocs	Organization Data: Organization details, members, roles, staffing (open positions), location, financial organizations Employee Data for organizations I support: Personal Details, Contact Details, Position Details, Job History, Compensation, Costing Assignments, Academic Appointments	Hire, Change Job, Termination, Create Position, Request Compensation Change, One-Time Payment, Period Activity Pay	Top-Level Supervisory Organization
Lead HR Partner	BSD role providing divisional approval to HR staffing transactions assigned at the top level of a supervisory organization	Organization Data: Organization Details, Members, Staffing, Location, Financial Organization Assignments Employee Data: Personal Details, contact details, position details, job details, compensation details	Hire, Change Job, Add additional Job, End Additional Job, Termination, Onboarding, Create Position, Edit Other ID, Request Compensation Change,	Top-Level Supervisory Organization for Division
Learning Partner	The role that oversees the departments training via Workday. The LP is responsible for the ongoing and appropriate use, maintenance, and tracking of learning with their department.	Person Data: Learning	Learning Facilitated Enroll, Cancel Learning Enrollment and view key learning reports	Supervisory Organization
Manager	Completes goal, mid-year, and or year-end approvals for supervisory organizations participating in performance. View only role into time and absence approvals. Does not provide manager self-service into organizations assigned use Department Lead for this access.	Employee Data: Position Details, Time Off Details	Approve & Manage Goals, Complete Manager Evaluation	Supervisory Organization
Operations Analyst	View-only role for reporting within the supervisory organization(s) you are assigned	Organization Data: Organization Details, Members, Staffing, Location, Financial Organization Assignments Employee Data: Personal Details, contact details, position details, job details, compensation details	Ad-hoc reporting	Supervisory Organization
Performance Administrator	BSD role delegating an employee to complete goals or year-end approvals for the supervisory organization(s) assigned	Employee Data: Performance	Approve & Manage Goals, Complete Manager Evaluation	Supervisory Organization
Primary Recruiter	Manage applicant tracking on specifically assigned job requisitions. Unpost postings and close job requisitions.	Job Requisition Data: Job Requisitions for Recruiting: job req details, posting details, applied candidates Candidate Data: Job Application	Review/Assess Candidate Close Job Requisition Unpost Job Posting Candidate Data: Bundle Resumes	Specific Job Requisitions
Recruiting Screener	View access to job requisitions and applied candidates to which user is assigned.	Job Requisition Data Candidate Data: Job Application	Candidate Data: Bundle Resumes	Specific Job Requisitions
Time Approver	Approves time and absences for workers in their supervisory organization	Employee Data: Time Tracking and Absence	Assign Work Schedules, Enter Time, Manage Time Off requests	Supervisory Organization
Workday Payroll Expense Cost Correction - Initiator Cost Center	Assigns costing allocation on positions within the supervisory organization they are assigned. Has the ability to complete Payroll Expense Cost Corrections	Organization Data: Financial Organizations Employee Data: Personal Details, Contact Details, Position Details, Job Details, Compensation Details, Costing Allocations	Costing Allocation Updates Payroll Expense Cost Corrections	Cost Center = Oracle Organization