Workday - Security Roles Definitions

Academic Chair/Manager

Primary manager for assigned academic units. Access to academic appointments. Approval authority for academic faculty business processes.

Academic Faculty Action Initiator

Perform academic faculty management functions for assigned academic units. Examples include creating and maintaining academic appointments, and viewing academic faculty setup data. Approval authority for academic faculty business processes.

Academic Partner

Perform academic faculty management functions for assigned academic units. Examples include creating and maintaining academic appointments, and viewing academic faculty setup data. Approval authority for academic faculty business processes.

Accountant

Perform accounting functions for assigned companies. Examples include creating journals, allocations, receipt accruals, depreciation, and intercompany settlements. Approval authority for financial accounting business processes.

Accounting Center Analyst

Unconstrained access to view all accounting center data. Examples include accounting sources, mapping tables, Prism datasets, and batches. No approval authority.

Accounting Operations Lead

Approval and correction authority for financial accounting business processes.

Accounts Payable Data Entry Specialist

Perform accounts payable data entry functions for assigned companies. Examples include creating supplier invoices and recurring supplier invoices. No approval authority.

Accounts Payable Operations Lead

Perform accounts payable management functions for assigned companies. Examples include managing the supplier invoice work queue. Approval and correction authority for supplier, supplier accounts, and miscellaneous payment business processes.

Accounts Payable Settlement Specialist

Perform accounts payable settlement functions for assigned companies. Examples include generating supplier payments and ad hoc payments. Approval authority for supplier accounts and settlement business processes.

Accounts Receivable Operations Lead

Approval and correction authority for customer accounts, customer contracts, project billing, and grants business processes.

Award Billing Specialist

Perform award billing functions for assigned companies. Examples include maintaining billing schedules and generating installments, as well as creating invoices and invoice adjustments. Approval authority for letter of credit business processes.

Bank Configurator

Unconstrained access to create and maintain all bank setup data. Examples include bank, branch, and bank account maintenance. Approval authority for bank account business processes.

Bank Reconciliation Specialist

Perform bank reconciliation activities for assigned companies. Examples include creating bank statements, reconciling bank statements, and creating ad hoc bank transactions. Approval authority for bank statement and ad hoc bank transaction business processes.

Budget Analyst

Perform budget reporting functions for assigned companies. Examples include reporting on company budgets, position budgets, amendments, and exceptions. No approval authority.

Budget Check Exception Override Approver

Security group that will be allowed to approve budget check exception overrides

Business Asset Accountant

Perform business asset accounting functions for assigned companies. Examples include editing asset accounting information and recording depreciation expense. Approval authority for business asset accounting business processes.

Business Asset Tracking Specialist

Perform business asset tracking functions for assigned companies. Examples include business asset registration, issue, transfer, and disposal. Approval authority for business asset tracking business processes.

Buyer

Perform sourcing functions for assigned companies. Examples include units of measure, purchase items, requisitions, purchase orders, and receipts. Approval authority for procurement business processes.

Buyer (Unconstrained)

Unconstrained version of Buyer. Access to recall reporting.

Cash Operations Lead

Approval and correction authority for banking, cash, and endowment business processes.

Cash Settlement Specialist

Perform cash settlement functions for assigned companies. Examples include generating bank account transfers for settlement. Approval authority for banking and settlement business processes.

Cash Specialist

Perform cash functions for assigned companies. Examples include managing bank account transfers, processing payment returns, and generating cash forecasting reports. Approval authority for banking and settlement business processes.

Cash Specialist (Unconstrained)

Unconstrained version of Cash Specialist. Access to run cash forecast data automation.

Central Budget Manager

Perform budget functions for assigned companies. Examples include creating budgets and maintaining budget details, position budgeting, and budget checking. Approval authority for budget business processes.

Collections Manager

Perform accounts receivable collections management related functions for assigned customers. Examples include creating and approving write-offs, managing customer invoices for dispute/collection, and processing refunds. Approval authority for customer accounts business processes.

Compensation Partner

Perform compensation management functions for assigned organizations. Examples include approving worker compensation plans, packages, and salary ranges. Approval authority for compensation and staffing business processes.

Compensation Partner (Local)

Perform compensation management functions for assigned location hierarchies. Examples include approving worker compensation plans, packages, and salary ranges. Approval authority for compensation and staffing business processes.

Compensation Partner (Supervisory)

Perform compensation management functions for assigned supervisory organizations. Examples include approving worker compensation plans, packages, and salary ranges. Approval authority for compensation and staffing business processes.

Customer Billing Specialist

Perform customer contract billing functions for assigned companies. Examples include maintaining billing schedules and generating installments, as well as creating invoices and invoice adjustments. Approval authority for customer contract business processes.

Customer Billing Specialist (Unconstrained)

This role is created to initiate Customer Invoice Email Events.

Customer Collections Specialist

Perform accounts receivable data entry and collections functions for assigned companies. Examples include creating customer invoice adjustments and writeoffs, as well as requesting customer refunds. Approval authority for customer accounts, payment, and settlement business processes.

Customer Contract Specialist

Perform customer contract management functions for assigned companies. Examples include maintaining customer contracts and amendments. Approval authority for customer contract business processes.

Customer Payment Specialist

Perform accounts receivable data entry functions for assigned companies. Examples include creating customer payments, invoice adjustments and writeoffs. Approval authority for customer accounts, payments, and settlement business processes.

Effort Certification Manager

Run effort certification for assigned companies. Approval authority for effort certification business processes.

Expense Data Entry Specialist

Perform expense report data entry functions for assigned companies. Examples include creating expense reports on behalf of other workers and applicants. No approval authority.

Expense Operations Lead

Approval and correction authority for expense business processes.

Finance Analyst

View all financial setup and operational data for assigned companies. No approval authority.

Grant Budget Specialist

Perform grant budget functions for assigned companies. Examples include maintaining budgets and amendments. Approval authority for budget business processes.

Grant Manager

Primary manager for assigned grants. Typically assigned to administrative personnel. Access to grant spend analytics. Approval authority for financial business processes.

HCM Action Initiator

Performs employee job management functions for assigned organization. Examples include initiating and/or approving additional jobs and managing changes to employee positions.

HCM Division Executive

VP Level / out in the units -- approval authority on HCM staffing transactions.

HCM Division Executive (Supervisory)

COPY OF HR EXECUTIVE --- View all HR operational data for assigned supervisory organizations. Approval authority for all HCM business processes.

HR Partner

Perform HR management functions for assigned organizations. Examples include creating and approving new positions, job assignments, and managing the job profile framework. Approval authority for HCM business processes.

HR Partner (Local)

Perform HR management functions for assigned location hierarchies. Examples include creating and approving new positions, job assignments, and managing the job profile framework. Approval authority for HCM business processes.

HR Partner (Supervisory)

Perform HR management functions for assigned supervisory organizations. Examples include creating and approving new positions, job assignments, and managing the job profile framework. Approval authority for HCM business processes.

HR Planning Administrator

Unconstrained access to create and maintain all HR planning setup data. Examples include assigning security roles, creating baseline plans, sharing plans, and creating versions. Approval authority for planning and headcount planning events.

HR President

COPY OF HR EXECUTIVE --- View all HR operational data for assigned organizations. Approval authority for all HCM business processes.

HR President (Supervisory)

COPY OF HR EXECUTIVE --- View all HR operational data for assigned supervisory organizations. Approval authority for all HCM business processes.

HR Provost - Aggregate

COPY OF HR EXECUTIVE --- View all HR operational data for assigned organizations. Approval authority for all HCM business processes.

HR Provost (Supervisory)

COPY OF HR EXECUTIVE --- View all HR operational data for assigned supervisory organizations. Approval authority for all HCM business processes.

HR Specialist

Perform HR transactions and basic HR functions for assigned organizations. Examples include creating and approving new positions, job assignments, and managing the job profile framework. Approval authority for HCM business processes.

HR Specialist (Local)

Perform HR transactions and basic HR functions for assigned for assigned location hierarchies. Examples include creating and approving new positions, job assignments, and managing the job profile framework. Approval authority for HCM business processes.

Internal Catalog Data Entry Specialist

Perform internal catalog data entry functions for assigned companies. Examples include loading and maintaining internal catalogs. No approval authority.

Internal Service Delivery Data Entry Specialist

Perform internal service delivery data entry functions for assigned companies. Examples include initiating and processing internal service delivery events. No approval authority.

Learning Administrator

Unconstrained access to create and maintain all learning setup data. Examples include the course catalog, course enrollment, and course ratings. Approval authority for learning business processes.

Manager

Perform actions on members of assigned supervisory organizations. Examples include hiring employees or contingent workers, compensation changes, job changes, performance reviews, creating positions and headcount, compensation reviews, staffing, recruiting, leaves, and time off. Approval authority for HCM, expense, and procurement business processes.

Manager (Unconstrained)

Unconstrained version of Manager. Access to all prospects and candidates.

Payroll Settlement Specialist

Perform payroll settlement functions for assigned companies. Examples include generating payroll payments and prenotes. Approval authority for settlement business processes.

Primary Recruiter

Perform recruiting functions for assigned job requisitions. Examples include creating, qualifying, and evaluating applicants for jobs and positions. Approval authority for pre-hire, recruiting, and staffing events.

Primary Recruiter (Unconstrained)

Unconstrained version of Primary Recruiter. Access to all prospects and candidates.

Procurement Operations Lead

Approval and correction authority for supplier, supplier contract, and procurement business processes.

Project Financial Analyst

*Modified from delivered* Perform setup functions for all projects. Examples include creation of project, assignment of Project Manager, creation of Project Budget. Approval authority on Project Request Form.

Project Hierarchy Manager

Primary manager for assigned project hierarchies. No approval authority.

Project Manager

Primary manager for assigned projects. Access to project spend analytics. Approval authority for expense, requisition, and timesheet business processes.

Receiver

Performs receiving functions for the company.

Recruiter

Perform recruiting functions for assigned organizations. Examples include creating, qualifying, and evaluating applicants for jobs and positions. No approval authority.

Recruiter (Local)

Perform recruiting functions for assigned location hierarchies. Examples include creating, qualifying, and evaluating applicants for jobs and positions. No approval authority.

Recruiter (Local) (Unconstrained)

Unconstrained version of Recruiter (Local). Access to all prospects and candidates.

Recruiter (Supervisory)

Perform recruiting functions for assigned supervisory organizations. Examples include creating, qualifying, and evaluating applicants for jobs and positions. No approval authority.

Recruiter (Supervisory) (Unconstrained)

Unconstrained version of Recruiter (Supervisory). Access to all prospects and candidates.

Recruiting Coordinator

Perform recruiting functions for assigned organizations. Examples include sourcing candidates, processing candidate dispositions, and scheduling candidate interviews. No approval authority.

Recruiting Coordinator (Local)

Perform recruiting functions for assigned location hierarchies. Examples include sourcing candidates, processing candidate dispositions, and scheduling candidate interviews. No approval authority.

Recruiting Coordinator (Local) (Unconstrained)

Unconstrained version of Recruiting Coordinator (Local). Access to all prospects and candidates.

Recruiting Coordinator (Supervisory)

Perform recruiting functions for assigned supervisory organizations. Examples include sourcing candidates, processing candidate dispositions, and scheduling candidate interviews. No approval authority.

Recruiting Coordinator (Supervisory) (Unconstrained)

Unconstrained version of Recruiting Coordinator (Supervisory). Access to all prospects and candidates.

Recruiting Support Initiator

Performs recruiting administrative support functions specific to the job requisition such as scheduling interview(s), preparing offer(s) and other recruiting administrative tasks. Recruiting Support roles are intended for someone who is associated to the hiring department and assigned at the job requisition level. This role is required to be assigned for academic recruitments

Requester

Requests goods and services for procurement.

Search Chair

Organizes and supports the recruitment process from start to finish including but not limited to screening candidates, setting up committee interview teams, coordinating interviews, conducting reference checks, etc. The Search Chair is required to be assigned for all job requisitions.

Search Committee Member

An individual who reviews candidates and may sit on the interview team and provide interview feedback. This role is designed to be viewing access to candidate applications and assigned at the job requisition level.

Settlement Specialist

Perform settlement functions across all payment categories for assigned companies. Use for centralized settlement operations (otherwise use Accounts Payable Settlement Specialist, Payroll Settlement Specialist, etc.). Approval authority for settlement business processes.

Sponsored Programs Manager

Manage award proposals and proposal grants for assigned companies. Approval authority for grant award business processes.

Sponsored Programs Manager (Cost Center)

Manage award proposals and proposal grants for assigned cost centers. Approval authority for grant award business processes.

Subaward Specialist

Perform subaward functions for assigned companies. Examples include supplier contracts and purchase orders. Approval authority for procurement business processes.

Supplier Coordinator

Enters new requests or changes for suppliers.

Timekeeper

Perform timekeeper functions for assigned organizations, supports time entry for employees (add/correct/delete time entries), has the ability to Mass Submit time, but will not approve the time submitted and can run reports related to time data.

Timekeeper (Local)

Perform timesheet management functions for assigned location hierarchies. Examples include submitting, canceling, and deleting timesheets. Approval authority for timesheet business processes.

Timekeeper (Supervisory)

Perform timekeeper functions for assigned organizations, supports time entry for employees (add/correct/delete time entries), and can run reports related to time data.