Using delegation in Workday

Overview

Delegation is the act of redirecting tasks and initiatives to other team members. (For example, a supervisor delegating time entry or leave approvals for their staff to a peer or supervisor while they are on vacation.)

Policy Guidelines:

• Delegations may be requested by the initiator to a superior, peer or subordinate.
• Delegations must be approved by the initiator’s supervisor.
• Delegations may be assigned for up to 30 days. If a longer period of time is needed for the delegated task, written approval by the division head is required.
• Reports will be automated for all supervisors to review assigned delegations.

Process

View tasks delegated to you via the "My Delegations" report

1. After logging into Workday, click the Worker icon at the top right corner of the home screen. Then click on the View Profile button.

2. From the Actions button, click on Business Process and then My Delegations

3. This will open the "My Delegations" report. Click through the tabs at the top of the page to see "Current Delegations," "Current Task Delegations," "Delegation History," "Delegated Tasks," and a list of "Business Processes allowed for Delegation." 

Create a new delegation

Industry best practices emphasize the limited use of delegation as a strategic tool. Limiting delegation will help to ensure accountability and maintain the integrity of individuals’ roles. Review the attached College Policy on Delegation in Workday for further instruction.

First, open the "My Delegations" report using the steps described above

• Click the Manage Delegations button
• A form will appear. Fill in the fields, scrolling right as needed. Fields with an asterisk (*) are required
  • Begin and End Date: The date range in which you want this delegation to apply. Start and end dates are required; please refer to the Use of Delegation in Workday policy for more information
  • Delegate: The employee(s) to whom you are delegating your tasks. Typically, you would choose just one, but you may choose several other employees.
  • Use Default Alternate: Typically leave this checked. If checked, the manager of any listed delegate can function as an alternate for business process approvals and reviews in special situations. If unchecked, you can manually choose an Alternate Delegate below.
  • Start on My Behalf: Typically, this field is left blank.
  • In the "Do Inbox Tasks on My Behalf" column, your choices are as follows:
    Note: "Inbox" Tasks is the retired name for "My Tasks." This field will be updated by Workday in the future.
    • For All Business Processes: The employee will be able to complete all My Tasks (e.g., Approve, Send Back, Review, etc.) for all business processes.
    • For Business Process: The employee will be able to complete My Tasks for only the business processes you specify in this field.
    • None of the above: This is not typically used
      • It is recommended you check the box to Retain Access to Delegated Tasks in My Tasks. This will allow you to continue seeing inbox items as usual, even though your delegate may complete tasks on your behalf.
•  Click the plus icon (➕) at the top left of the grid to add new delegation rules as needed
• When finished, click Submit

End an existing delegation

First, open the "My Delegations" report using the steps described above, or by searching "My Delegations" in the Workday search bar and choosing the report with that name.

• The "Current Delegations" tab will show active delegations.
• Click the Manage Delegations button to make changes
  
• A list of active delegations will appear. Make changes in the dates, delegates, and "On my Behalf" columns as necessary.
• To delete or end a delegation, click the minus icon (➖) to the left of the delegation
  
• Press the Submit button when you have finished making changes