Delegations in Workday
Explore key resources for managing delegations in Workday
Access to Delegation resources may require your CWL credentials.
How Delegation Works in Workday
Delegation in Workday allows another employee to initiate or approve tasks on your behalf for a specific period of time:
- Start on My Behalf: Gives the delegate permission to initiate tasks (e.g., creating expenses or requisitions).
- Do Inbox Tasks on My Behalf: Grants the delegate authority to approve tasks (e.g., approving budgets).
When delegating approval of tasks in Workday, please ensure it is to an appropriate employee – i.e. should be an employee that is a peer or superior. Accountability for the approval remains with the original approver.
Delegates will start receiving the delegated tasks only when new transactions are initiated. Any transaction already initiated will continue to flow to the original approver.
Common Delegations:
Start on my Behalf:
Allows the delegate to create expense reports on the delegator’s/claimant’s behalf. Once the Expense Report is submitted, it will be routed to the delegator/claimant for their review and certification, before continuing on the approval process.
Refer to Delegating Expenses/Initiating Expenses as a Delegate and Reviewing an Expense Report Initiated by My Delegate for more information.
Allows the delegate to create a Purchase Requisition on the delegator’s behalf. Once submitted and approved, the delegator will have to complete all Purchase Order-related tasks.
Refer to Create Purchase Requisition – Catalogue and Create Purchase Requisition – Non-Catalogue for more information.
Allows the delegate to receive against a PO invoice, thus validating that the goods or services have been received and that the invoice should be paid.
Refer to Create Receipt of Goods & Services for more information.
Do Inbox Tasks on my Behalf:
Be sure to click the box “Retain access to delegated tasks in inbox” as this will allow you to monitor and continue to action delegated tasks.
All tasks related to reviewing and approving expense reports will be rerouted to the delegate’s Task list.
Refer to Review/Approve Expense Report – Manager for more information.
All tasks related to the review and approval of spend authorizations will be rerouted to the delegate’s Task list.
Refer to Review/Approve Cash Advance (Manager/Budget Owner) for more information
All tasks related to Supplier Invoices, such as Invoice Coding and/or Worktag Manager (budget) approval, will be available for the assigned delegate(s) to complete on your behalf.
Delegation can be set up to assign a delegate to complete only Invoice Coding on your behalf. Refer to Set Up Delegation for more information.
All tasks related to PO invoices such as Supplier Invoice Match Exceptions (e.g. Missing Receipt) will be rerouted to the delegate’s Tasks.
Refer to Resolve Match Exception – Missing Receipt for more information.
Resources
Access additional information on setting up and managing delegations