Delegations - Setup & Review

Reviewing Delegation Tickets

Any executive delegation ticket that comes in can be automatically approved and put directly into Workday. Typical delegations for those tickets is 1 full calendar year

For "Workday Delegation Updates & Exceptions" tickets, you should review to make sure that the person things will be delegated to fits into the policy (peer or superior to the person who will be out of office). If this is true, the delegation can be entered. If not, check with HR Talent Management to ensure the delegation is appropriate. 

 

Setting Up Delegations in Workday

  1. Search "Manage Delegation Settings"
  2. Select the worker whose inbox will be delegated
  3. Click "Request Delegation Change":
  4. Enter:
    • Begin Date = today or in the future
    • End Date = per the ticket
    • Delegate = the person who will have access
    • Start on my Behalf = should be included in the ticket; primarily important if the person who is out of office is a supervisor or has some finance/procurement roles
    • Do Tasks on my Behalf = "For all Business Processes" (unless otherwise specified on the ticket)
    • Retain Access to Delegated Tasks Within My Tasks = Yes (this allows the person who is out of office to retain the process/tasks in their own archive)
    • Comment with the TD ticket # and any approval received
  5. Click "Submit"

How to Review and Approve Time sheets Once You Have Been Assigned Delegations

  1. Log into Workday, click your profile photo in the top right in order to view your account, and when the menu pops up, scroll down and click on the button that says "Switch Account"

       2. You should see both your name and the name of your colleague who assigned you their delegations; select their name.

        3.. Then, on the next page, you will see the Delegation Dashboard that looks like this:

 

Enter Time will allow you to enter shifts or fix shifts (for example, when someone punches in but didn't punch out) or add an entire shift. 

Review Time will allow you to select either all of your colleague’s team, or view each employee one at a time - we suggest going one at a time so you can look at each time sheet individually.

You may not need to click on Enter Time if you do not have any time sheets that need to be adjusted, but you will need to click on Review Time to approve the time sheets that have been submitted so those hours can be paid out:

Reviewing Active or Historical Delegations

  1. Go to "Manage Delegation Settings" and find the worker
  2. Click "OK"
  3. On the main screen, the "Current Delegations" page shows you any active delegations
  4. The "Delegation History" tab will show you ALL historical delegations for this worker
    • This can be helpful when creating new delegations for the worker, as you can mirror previous delegations and see when previous delegations started/ended (this can be particularly helpful for executives)

 

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