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Delegation

Delegation Set-up and Management is designed for Supervisors to help navigate on how to assign another member of their team as a designated back-up to manage their departments tasks or business proceses.

Delegation Set up and Management

Need Delegation Assistance? Review the how to questions below providing step-by-step instructions

  • How to Set up a Delegation and Access Delegated Tasks

    To help ensure timely payroll processing, it is highly recommended that all time approvers establish delegations. Delegations allow designated employees to perform time entry, time approval, and time-off related tasks when an approver is unexpectedly unavailable

    To Setup Delegations:

    1. Access Manage Delegations
      • Log in to Workday using a web broswer
      • In the search bar, enter My Delegations
      • Select Manage Delegations
    2. Complete the Delegation Details
      • Enter a Begin Date
        • The Begin Date can be effective immediately or future dated
        • Delegations cannot begin retroactively
      • Enter an End Date
        • An End Date is required
        • It is recommended that delegations be established for no more than one year at a time
      • In the Delegate field, enter the employee who will perform tasks on your behalf (such as time approval/entry tasks)
    3. Configure Start on My Behalf
      • Under Start on My Behalf, select the following:
        • Edit Time Off for a Worker
        • Enter Time for Worker (Delegation Only)
        • Request Time Off for a Worker
        • Review Time (Delegation Only)
    4. Configure Do My Tasks on My Behalf
      • Under Do My Tasks on My Behalf, select the following 3 business processes:
        • Correct Time Off
        • Enter Time
        • Request Time Off
    5. Retain Access to Delegated Tasks
      • Select the checkbox next to Retain Access to Delegated Tasks within My Tasks
    6. Save the Delegation
      • Review the delegation settings
      • Click OK or Submit to save the delegation

    How to Access Delegated Tasks

    1. Switch Accounts
      • Log in to Workday using a web browser
      • Click your profile picture in the upper-right corner of the screen
      • Select Switch Account
    2. Select the Employee
      • Locate the employee whose tasks have been delegated to you
      • Select the employees name
      • A new dashboard will display, allowing you to act on behalf of that employee

    Perform Delegated Time Off Tasks

    • You can then proceed with enter and approve time off requests (Manage Absence/Request Absence – Manage Absence is designed more for desktop viewing and Request Absence is designed more for mobile viewing)
    • You can also edit, enter, submit, and approve time worked (Enter Time for Worker and Review Time)

    Additional Information

    • Who should I select to be my Delegate?
      • Team member within your department
        • That currently approves time for student employees
        • That provides work direction to student employees
      • Team member in a related department that currently approves time for student employees
      • Supervisor
    • Setting a Delgation can give your assigned Delgate access to All employee that report to you including employee who use:
      • Timesheets – Non-Exempt Employees
      • Absence Request – Exempt and Non- Exempt Employees
      • Time Entry – Non-Exempt, Union and Student Employees
    • All supervisors and time approvers should maintain an active delegation to ensure payroll processing and time-off approvals can continue without interruption during planned or unplanned absences.