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Washington State University Modernization

Security Roles

 

Workday uses security roles to ensure employees have appropriate access to data, and can perform the tasks they need to in the system. They are also one way we protect WSU data.

The assignment of security roles in Workday differs from our current systems. In our current systems, access to systems or information may be tied to a person rather than to their position. In Workday, security roles are assigned to a position. An employee can hold multiple roles in Workday (or wear many hats). For information about how security roles are assigned, visit our Role-to-Position Mapping page.

By default, all WSU employees will have access to Employee Self-Service (ESS), and those who are in a management role will have access to Manager Self-Service (MSS).

Recommendations for Workday training offerings and materials will be based on assigned security roles. Visit Workday Training to learn more.

Disclaimer: The Workday roles and associated responsibilities and descriptions are subject to change as we continue to refine Workday for WSU. These lists do not include central roles.

Here is a printable version of Workday security roles. Each area is listed on a separate tab in the spreadsheet. Select the button to download the file.

Download printable version

Default Roles

Workday RoleProcess ResponsibilitiesGeneral Description
Employee as Self1. View and print your pay slips
2. Change your tax withholdings
3. Access tax documents
4. View supervisory organization
5. View leave balances/accruals
6. Enter time worked (applicable for certain employee types)
7. Manage time-off and absence requests
All WSU employees will be assigned the “employee as self” role, which will allow employees to perform self-service tasks, such as submitting time, viewing leave balances and making benefit elections.

This role can also be referred to as ESS (Employee Self-Service).
Manager1. Initiate the Creation of a Position
2. Initiate Hire Employee
3. Initiate Change Job (reclassifications)
4. Initiate Compensation Changes
5. Approve (time off, leave, work schedules, travel expense reports, etc.)
6. Reports for Staffing
Perform actions on members of assigned supervisory organizations. Examples include initiate hiring employees or contingent workers, compensation changes, job changes, performance reviews, creating positions and headcount, staffing, recruiting, leaves, and time off.

This role can also be referred to as MSS (Manager Self-Service).

Note- The Manager role has both HR and fiscal process responsibilities in Workday.

Finance Roles

Workday RoleProcess ResponsibilitiesGeneral Description
Area Finance Officer1. Approve spend authorizations
2. Approve expense reports for confirming reimbursements
3. Approve financial transactions in place of initiator
High level financial approvals for College or Area. Approves specialty conditions in the expenses functional area. Approve financial transactions in place of a cost center, program, project, gift, or grant manager who is also the initiator of a transaction (Alternate Routing).
Business Asset Tracking Specialist1. Initiate Asset Registration
2. Initiate Removal
3. Initiate Asset Disposal
4. Initiate Issue Asset
5. Approve Issue Asset (Small and Attractive)
6. Initiate Transfer Asset
First point of contact when registering assets and departmental inventory. Initiates business asset tracking functions for assigned organizations. Examples include business asset registration, issue, transfer, and disposal.
Cost Center Accountant1. Initiate Budget Amendments and Accounting Adjustments
2. Initiate Journals
3. View financial journals and payroll costing reporting
4. Initiate Payroll Accounting Adjustments
5. Initiate Assign Payroll Costing Allocations
Initiates accounting functions for assigned organizations. Examples include creating journals, budget amendments, and accounting adjustments. Performs cost center payroll accounting adjustments and allocations. Views reporting for financial activity and payroll costing for assigned organizations.
Cost Center Manager1. Approve accounting journals, adjustment, and reversals
2. Approve Payroll Costing Allocations and Payroll Accounting Adjustments
3. Report for Financial Accounting (for the Cost Center(s) managed)
4. Approve business asset transfers
5. Approve creation and amendment to customer contracts
Primary manager for assigned cost centers. Access to cost center spend analytics. Approval authority for financial business processes.
Custodian1. Assign CTA transaction to employee to reconcile on expense reports.Views CTA transactions for the cost center and assigns the transactions to employees to reconcile on expense reports.
Customer Billing Specialist1. Initiate Customer Invoice
2. Initiate Customer Statement
3. Record Cash Sale
4. Initiate New Customer
5. Initiate Billing Schedule
Performs customer and receivables processes at a departmental level. Examples of activities include creating customer invoices, adjusting customer invoices, and sending email communication to customers.
Customer Contract Specialist1. Initiate Customer Contracts
2. Amend Customer Contracts
Individuals who have been granted a delegation of contractual authority and can sign contracts on behalf of WSU for revenue or non-monetary agreements.
Departmental Buyer1. Source requisitions
2. Issue purchase orders
Performs procurement tasks for assigned organizations. Reviews requisitions for their assigned organizations and sources them if within authority limitations.
Effort Certification Reviewer1. Review effort certification for accuracy before sending on to be certified by faculty
2. Initiate Payroll Accounting Adjustment
3. Report for Effort Certification and related details
Previews effort certifications prior to distribution to researchers. No formal role in legacy.
Expense Data Entry Specialist1. Expense Report Event
2. Spend Authorization
3. Reports for Expense Reporting Workflow
Performs travel authority and travel expense voucher data entry functions on behalf of employees for assigned organizations. No approval authority.
Financials Data View Only1. Allows view-only access for financial informationEnables viewing of financial information without the ability to change data.
Gift Manager1. Access to gift spend analytics
2. Approve authority for expenditures from spendable and current use gifts.
3. Approve for accounting journals and adjustments with a gift worktag.
Primary departmental manager for assigned gifts. Ability to view reports capturing donor, donor contribution event, gift event, investment pools, and spend for spendable and current use gifts.
Grant Manager1. Approve all transactions posting to their grants
2. Approve payroll costing allocations using grant worktags
3. Initiate accounting adjustment with grant worktag
4. Approve accounting journals and adjustments with a grant worktag
5. Report on grant financial transactions
Equivalent to Grant Administrator/Research Administrator - post-award management in the department.
Internal Service Delivery Data Entry Specialist 1. Initiate internal service deliveries for service centersData entry staff for service center billing lines (IRI processing).
Manager 1. Initiate the Creation of a Position
2. Initiate Hire Employee
3. Initiate Change Job (reclassifications)
4. Initiate Compensation Changes
5. Approve (time off, leave, work schedules, travel expense reports, etc.)
6. Reports for Staffing
Perform actions on members of assigned supervisory organizations.  Examples include initiate hiring employees or contingent workers, compensation changes, job changes, performance reviews, creating positions and headcount, staffing, recruiting, leaves, and time off.

Note- The Manager role has both HR and fiscal process responsibilities in Workday.
Procurement Card Data Entry Specialist1. Procurement Card Transaction Verification Event
2. Report for Procurement Cards and Transactions
Performs and reviews PCard reconciliations for cardholders for assigned organizations. Able to report on PCard transactions for assigned organizations.
Program Manager1. Approve all transactions posting to programs
2. Approve payroll costing allocations using program worktags
3. Initiate accounting adjustment with program worktag
4. Approve accounting journals and adjustments with a program worktag
5. Report on program financial transactions
Primary manager for assigned programs. Access to program spend analytics. Approval authority for financial business processes.
Security Partner1. Initiate Security Role Requests
2. Access to view security assignments by position
A departmental role assigned by leadership for each unit. Responsible for requesting changes to security roles associated with each position, including adding roles and removing roles, assigning responsibility for cost centers, programs and supervisory organizations.
Supplier Contract Specialist - Delegate Authority1. Initiate Supplier Contracts
2. Amend Supplier Contracts
Individuals who have been granted a delegation of contractual authority and can sign contracts on behalf of WSU for expense agreements.

Human Resource (HR) Roles

Workday RoleProcess ResponsibilitiesGeneral Description
Academic Chair/Manager1. Review Academic AppointmentsReviews academic appointments for workers and academic affiliates for assigned academic units.
Academic Faculty Partner1. Add/Update/End Academic AppointmentAble to add academic appointments to workers, as well as academic affiliates, for assigned academic units.
Appointing Authority1. Approve Create Position
2. Approve Change Job (reclassifications)
3. Approve Terminate Employee
4. Approve Compensation
5. Approve Hire
Assigned to the Area Finance Officer or Director of Administrative Services holding the Appointing Authority designation. An Appointing Authority is lawfully authorized to appoint, transfer, layoff, reduce, dismiss, suspend or demote employees. *Note this list will be updated to reflect current individuals holding the designation.
Compensation Partner1. Propose Compensation
2. Review Compensation
3. Reports for Compensation (events, rates and jobs)
Performs compensation management tasks for assigned organizations. Examples include reviewing worker compensation plans, packages, salary changes, and salary ranges. Reviews compensation and staffing business processes.
HR Analyst1. Reports for HR Worker DataReporting / view role for HR data for assigned organizations.
HR Executive1. Manage HR functions at the executive level (Dean or VP)
2. Approver of significant HR transactions
Typically assigned at the Dean and Vice President or Associate Dean and Associate Vice President level. Used for high-level HR transaction approvals. This role is assigned when the Appointing Authority role is NOT assigned in system but the position has the Appointing Authority designation.
HR Partner1. Initiate the Creation of a Position
2. Offer processing
3. Initiate Change Job (reclassifications)
4. Initiate Compensation Changes
5. Initiate the Termination of Employees
6. Reports for Positions, Jobs
Performs HR management functions for assigned organizations. Examples include: initiating the creation of new positions, job assignments, and managing the job profile framework. Initiates a number of HCM business processes.
Manager 1. Initiate the Creation of a Position
2. Initiate Hire Employee
3. Initiate Change Job (reclassifications)
4. Initiate Compensation Changes
5. Approve (time off, leave, work schedules, travel expense reports, etc.)
6. Reports for Staffing
Perform actions on members of assigned supervisory organizations.  Examples include initiate hiring employees or contingent workers, compensation changes, job changes, performance reviews, creating positions and headcount, staffing, recruiting, leaves, and time off.

Note- The Manager role has both HR and fiscal process responsibilities in Workday.
Merit Partner1. Prepare merit processPerforms compensation management tasks for assigned organizations. Examples include: reporting on compensation reviews and auto-filling merit awards. Processor for merit in conjunction with compensation partner.
Recruiter1. Create Job Requisitions
2. Review Candidates
3. Reports for Recruiting
Creates job requisitions (recruitments), reviews applicants, and moves applicants through the recruiting process for positions for assigned organizations.
Recruiting Coordinator1. Coordinate search committees
2. Coordinate candidate interviews
3. Coordinate candidate assessment (tests)
Coordinates processes for search committees, such as scheduling interviews and assessments.
Security Partner1. Initiate Security Role Requests
2. Access to view security assignments by position
A departmental role assigned by leadership for each unit. Responsible for requesting changes to security roles associated with each position, including adding roles and removing roles, assigning responsibility for cost centers, programs and supervisory organizations.
Time Approver1. Approve time enteredRole given to the person approving time entered for overtime eligible employees within an organization (typically the Manager).
Timekeeper1. Enter time worked for employees
2. Enter leave requests for employees
3. Run Time & Absence Reports
Note: This role does not Approve Time & Leave
Assists the manager as needed in entering time worked and leave requests for employees, and views reports that aid in administration of recording time worked and leave taken. Processes time clock events but cannot Approve.
Union Representative1. Manage Union MembershipAble to manage union membership for employees (as part of processes, such as hire) for assigned unions.