Setting Up Delegations

Overview

Delegations allow you to temporarily reassign your Workday tasks or business processes to someone else. Per SJU policy, delegations can only be assigned to peers or superiors (so people on your team or in your direct management chain), and they must be for no more than 30 days at a time (or the duration of your leave of absence, if applicable).  

Delegations can be used for any absences, such as vacations or leaves where you aren’t able to approve or manage your Workday inbox. They are especially critical for those who manage time-sensitive tasks, like hiring, time approval for hourly employees (including student employees), and finance-related tasks.

If someone is out of the office unexpectedly and did not set up needed delegations, please have the manager submit a ticket.

Setting Up Your Delegations

1. Click on your inbox. on the sidebar, click "Manage Delegations" (If you don't see the sidebar, you may have to click on the arrow to open it up):
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2. This will take you to your delegations. Most people will not have anything on this screen, but if you ever need to adjust your delegations you can do so here (for example, returning earlier than expected or updating your settings prior to your absence). Click "Manage Delegations":
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   • Workday tip: You can also use the search bar and type in "Manage Delegations" to find this screen and set up your delegations directly!
3. Put in the requested information:
   • Begin Date
   • End date
   • Delegate - this will populate a list of who is available to delegate items to. If for some reason this list doesn’t display the person you need to delegate these tasks to or this list is somehow inappropriate for your position/team, please reach out to HR immediately at humanresources@sju.edu and we will discuss the individual situation and request.
   • "Start on My Behalf" - entering items into this list will allow your delegate to start business processes in Workday on your behalf. Common processes that may need to be delegated:
     • "Enter Time" & "Review Time" - for people who will be temporarily managing any hourly workers, including student employees, and may need to correct their time or review/submit timesheets on their behalf.
   • "Do Tasks on My Behalf" - This will allow your inbox tasks to be available to your delegate. You can choose to delegate ALL business processes and inbox items to the same person or choose specific processes to delegate.
     • It is strongly recommended that you click "Retain Access to Delegated Tasks within My Tasks" so that your inbox archive retains all tasks and you can search that for things completed on your behalf if needed.
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You can add multiple delegates for the same time period as long as they are managing different business processes and tasks (such as one person managing hourly workers and another managing finance-related processes).

If you have any questions, please submit a Workday ticket from the sidebar.