Workday Implementation

Workday Security Roles

Security roles are set-up to allow users to review, act, or approve tasks in Workday and allow employees to functionally support organizations to which the role is assigned.

  • Security roles are not job titles.
  • Security roles are assigned on the position not the person: all views or actions stay with the position and will not transfer should an employee change jobs.
  • View-only role access grants users permission to view items and does not allow access to modify the content.
Role Based Security - HCM  Role Based Security - Finance  Cost Center Security - Finance  User Based Security


HCM Role Based Security Groups

For updates to security users should submit a Workday Security Request

  1. Visit https://workday.wm.edu.
  2. In the search bar, type Create Request.
  3. Select Workday Security Request from the results.
  4. Complete the form with the appropriate details.
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Assignable Role Description Functional Area Assign on
Department Admin 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. HCM Supervisory Organization
Faculty Partner 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. HCM Supervisory Organization
HR Executive View all HR operational data for assigned organizations. Approval authority for all HCM business processes. HCM Supervisory Organization
Payroll Interface Partner Perform payroll interface review functions for assigned pay groups. Examples include setup data for positions, new hires, transfers, and terminations. Approval authority for payroll interface business processes. HCM Supervisory Organization
Payroll Settlement Specialist Perform payroll settlement functions for assigned companies. Examples include generating payroll payments and prenotes. Approval authority for settlement business processes. HCM Supervisory Organization
Recruiter Perform recruiting functions for assigned organizations. Examples include creating, qualifying, and evaluating applicants for jobs and positions. No approval authority. HCM Supervisory Organization
Timekeeper Perform timesheet management functions for assigned organizations. Examples include submitting, canceling, and deleting timesheets. Approval authority for timesheet business processes. HCM Supervisory Organization
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Finance Role Based Security Groups

For updates to security users should submit a Workday Security Request

  1. Visit https://workday.wm.edu.
  2. In the search bar, type Create Request.
  3. Select Workday Security Request from the results.
  4. Complete the form with the appropriate details.
Assignable Role Description Functional Area Assign on
1099 Specialist Maintain 1099 category mapping and perform 1099 reporting function for assigned companies. No approval authority. Finance Company
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. Finance Company
Accounting Analyst Perform accounting reporting functions for assigned companies. Examples include reporting on journals, allocations, and tax. No approval authority. Finance Company
Accounting Manager Approval and correction authority for financial accounting business processes. Finance Company
Accounting Operations Lead Approval and correction authority for financial accounting business processes. Finance Company
Accounting Operations Lead VIMS Approval and correction authority for VIMS financial accounting business processes. Finance Company
Accounting Specialist Approval and correction authority for financial accounting business processes. Finance Company
Accounts Payable Analyst Perform accounts payable reporting functions for assigned companies. Examples include reporting on suppliers, supplier invoices, and payments. No approval authority. Finance Company
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. Finance Company
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. Finance Company
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. Finance Company
Accounts Receivable Analyst Perform accounts receivable reporting functions for assigned companies. Examples include reporting on customers, customer contracts, customer invoices, and payments. No approval authority. Finance Company
Accounts Receivable Lead Approval and correction authority for customer accounts, customer contracts, project billing, and grants business processes. Finance Company
Ad Hoc Payment Data Entry Specialist Perform ad hoc payment data entry functions for assigned organizations. No approval authority. Finance Company
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. Finance Company
Award Contract Analyst Perform award reporting functions for assigned grants across one or more awards. Examples include reporting on suppliers, supplier invoices, and payments. No approval authority. Finance Company
Award Contract Specialist Perform award functions for assigned companies. Examples include creating sponsors, award schedules, and F&A cost schedules. Approval authority for grant award business processes. Finance Company
Award Contract Specialist (Unconstrained) Unconstrained version of Award Contract Specialist. Access to create grants and grant hierarchies. Assign grant roles. Finance Company
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. Finance Company
Budget Analyst Perform budget reporting functions for assigned companies. Examples include reporting on company budgets, position budgets, amendments, and exceptions. No approval authority. Finance Company
Budget Manager 1 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. Finance Company
Budget Manager 2 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. Finance Company
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. Finance Company
Business Asset Analyst Perform business asset reporting functions for assigned companies. Examples include reporting on business asset tracking, accounting, and capital projects. No approval authority. Finance Company
Business Asset Operations Lead Approval and correction authority for business asset business processes. Finance Company
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. Finance Company
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. Finance Company
Cash Analyst Perform cash reporting functions for assigned companies. Examples include viewing bank reconciliation and cash forecasting reports. No approval authority. Finance Company
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. Finance Company
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. Finance Company
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. Finance Company
Committee Partner (Committee) Perform committee tasks for assigned committees. Examples include maintaining committee definitions, membership, and meetings. Approval authority for committee business processes. Assign committee roles. Finance Company
Common Finance Analyst Perform common finance reporting functions for assigned companies. Examples include reporting on account sets, ledgers, journal sources, fiscal schedules, and currency rates. No approval authority. Finance Company
Common Finance Operations Lead Open/close ledger periods and years for assigned companies. Approval and correction authority for common finance business processes. Finance Company
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. Finance Company
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. Finance Company
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. Finance Company
Customer Deposit Specialist Perform accounts receivable data entry functions for assigned companies. Examples include creating customer bank deposits and other types of customer deposits. Approval authority for customer accounts, payment, and settlement business processes. Finance Company
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. Finance Company
Customer Refund Specialist Perform accounts receivable settlement functions for assigned companies. Examples include settling refunds. Approval authority for customer accounts, payment, and settlement business processes. Finance Company
Expense Advance Repayment Specialist Perform expense advance repayment functions for assigned companies. Examples include creating and editing cash advance repayments. No approval authority. Finance Company
Expense Analyst Perform expense reporting functions for assigned companies. Examples include reporting on expense reports and payments. No approval authority. Finance Company
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. Finance Company
Expense Operations Lead Perform expense management functions for assigned companies. Examples include creating payment elections for workers and viewing expense reports. Approval authority for expense business processes. Finance Company
Expense Partner Perform expense management functions for assigned companies. Examples include creating payment elections for workers and viewing expense reports. Approval authority for expense business processes. Finance Company
Expense Settlement Specialist Perform expense settlement functions for assigned companies. Examples include generating expense payments and prenotes. Approval authority for expense and settlement business processes. Finance Company
Finance Analyst View all financial setup and operational data for assigned companies. No approval authority. Finance Company
Finance Executive View all financial operational data for assigned companies. Approval authority for all financial business processes. Finance Company
Gift Financial Analyst Perform financial reporting functions for assigned gifts. Examples include the trial balance, financial statements, and spend analytics. No approval authority. Finance Company
Grant Budget Specialist Perform grant budget functions for assigned companies. Examples include maintaining budgets and amendments. Approval authority for budget business processes. Finance Company
Investment Pool Manager Perform investment pool functions for assigned companies. Examples include creating and maintaining contributions, gifts, and investment pools. Approval authority for endowment business processes. Finance Company
Miscellaneous Payment Data Entry Specialist Perform miscellaneous payment data entry functions for assigned organizations. No approval authority. Finance Company
Payroll Accountant Perform commitment accounting functions for assigned companies. Examples include maintaining budgets, budgeting for positions, and running payroll commitment processes. Approval authority for budget business processes. Finance Company
Payroll Settlement Specialist Perform payroll settlement functions for assigned companies. Examples include generating payroll payments and prenotes. Approval authority for settlement business processes. Finance Company
Position Budget Specialist Perform position budget functions for assigned cost centers. Examples include creating position budgets and amendments. No approval authority. Finance Company
Procurement Analyst Perform procurement reporting functions for assigned companies. Examples include reporting on suppliers, supplier contracts, requisitions, purchase orders, and receipts. No approval authority. Finance Company
Procurement Operations Lead Approval and correction authority for supplier, supplier contract, and procurement business processes. Finance Company
Procurement Settlement Specialist Perform procurement settlement functions for assigned companies. Examples include generating procurement card transaction payments. Approval authority for settlement business processes. Finance Company
Receiving Specialist Perform receiving functions for assigned companies. Examples include recording receipts, adjustments, goods delivery, and returns. Approval authority for receiving business processes. Finance Company
Revenue Specialist Perform revenue management functions for assigned companies. Examples include milestone setup and revenue recognition accounting. Approval authority for customer contract business processes. Finance Company
Services Coordinator Perform services sourcing functions for assigned companies. Examples include requisitions, purchase orders, and receipts. Approval authority for procurement business processes. Finance Company
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. Finance Company
Sponsored Programs Manager Manage award proposals and proposal grants for assigned companies. Approval authority for grant award business processes. Finance Company
Subaward Specialist Perform subaward functions for assigned companies. Examples include supplier contracts and purchase orders. Approval authority for procurement business processes. Finance Company
Supplier Contract Specialist Perform supplier contract functions for assigned companies. Examples include supplier contracts and recurring supplier invoices. Approval authority for procurement business processes. Finance Company
Tax Manager Perform tax management functions for assigned companies. Examples include processing tax declarations, reviewing tax on expense reports and supplier invoices, and maintaining non-accounting asset books. Approval authority for business asset tracking and accounting business processes. Finance Company
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Cost Center Security - Finance

For updates to security users should submit a Workday Security Request

  1. Visit https://workday.wm.edu.
  2. In the search bar, type Create Request.
  3. Select Workday Security Request from the results.
  4. Complete the form with the appropriate details.
Assignable Role Description Functional Area Assign on
Cost Center Financial Analyst Perform financial reporting functions for assigned cost centers. Examples include manager financial reporting and metrics, and spend analytics. No approval authority. Finance Cost Center
Cost Center Manager Primary manager for assigned cost centers. Approval authority for expense, requisition, and timesheet business processes. Finance Cost Center
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User Based Security
Assignable Role Description Functional Area Assign on
Absence Administrator Unconstrained access to create and maintain all absence setup data. Examples include time off types, leave types, and leave families. Approval authority for time off and leave business processes. HCM User
Accounting Configurator Unconstrained access to create and maintain all accounting setup data. Examples include ledger account segment security, investors, loans, matching rules, and consolidations. No approval authority. Finance User
Accounts Payable Configurator Unconstrained access to create and maintain all accounts payable setup data. Examples include aging groups, matching rules, and supplier invoice work queue. No approval authority. Finance User
Accounts Receivable Configurator Unconstrained access to create and maintain all accounts receivable setup data. Examples include customer contract types and templates, customer invoice types, collection codes, and dispute reasons. No approval authority. Finanace User
Athletics Foundation Supplier Admin Unconstrained access to manage Athletics Foundation Suppliers Finance User
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. Finanace User
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. Finance User
Business Asset Configurator Unconstrained access to create and maintain all business asset setup data. Examples include asset types, classes, books, depreciation profiles, and disposal codes. No approval authority. Finance User
Calculations Configurator Unconstrained access to create and maintain generic calculations for absence and payroll. No approval authority. Finance User
Cash Configurator Unconstrained access to create and maintain all cash setup data. Examples include payment types, bank routing rules, and cash forecasting. No approval authority. Finance User
Cash Configurator Unconstrained access to create and maintain all cash setup data. Examples include payment types, bank routing rules, and cash forecasting. No approval authority. Finance User
Committee Administrator Unconstrained access to create and maintain all committee setup data. Examples include committee types, classifications, definitions, and meetings. Approval authority for committee business processes. Assign committee roles. Finance User
Common Finance Configurator Unconstrained access to create and maintain all compensation setup data. Examples include grades, pay structures, elements, programs, plans, and rules. Approval authority for compensation and staffing business processes. Finance User
Compensation Administrator Unconstrained access to create and maintain all compensation setup data. Examples include grades, pay structures, elements, programs, plans, and rules. Approval authority for compensation and staffing business processes. HCM User
Credit Card Administrator Unconstrained access to create and maintain all credit card setup data. Examples include corporate credit cards, expense credit cards, and merchant accounts. No approval authority. Finance User
Customer Administrator Unconstrained access to create and maintain all customer data. Examples include customer groups, customers, and contacts. Approval authority for customer business processes. Assign collection roles. Finance User
Expense Configurator Unconstrained access to create and maintain all expense setup data. Examples include expense items, business purposes, and expense rate tables. No approval authority. Finance User
Finance Auditor Unconstrained access to view all financial setup and operational data. View all financial business processes. Finance User
Finance Configurator Unconstrained access to create and maintain financial business processes. No approval authority. Finance User
Finance Organization Administrator Unconstrained access to create and maintain all organization setup data and financial organizations. Examples include organization types and subtypes, companies, cost centers, and regions. Approval authority for organization business processes. Finance User
Grant Configurator Unconstrained access to create and maintain all grant setup data. Examples include award task types and statuses, sponsor award types, invoice types, payment terms, and aging groups. No approval authority. Finance User
Inventory Configurator Unconstrained access to create and maintain all inventory setup data. Examples include inventory locations, put-away rules, and markup rules. Approval authority for inventory item business processes. Finance User
Job and Position Configurator Unconstrained access to create and maintain all job and position setup components. Examples include job profiles, job groups, and job families. No approval authority. HCM User
Law Foundation Supplier Admin Unconstrained access to manage Law School Foundation Suppliers Finance User
Professorship Administrator Unconstrained access to create and maintain gift setup data. Examples include gift types and purposes. Approval authority for named professorship business processes. HCM User
Project Administrator Unconstrained access to create and maintain all project data. Examples include project hierarchies, projects, and period schedules. Approval authority for projects business processes. Assign project roles. Finance User
Report Writer Unconstrained access to create and maintain custom reports and calculated fields. Cross-Platform User
Sponsor Administrator Unconstrained access to create and maintain all sponsor data. Examples include sponsor types and status change reasons. No approval authority. Finance User
Subrecipient Administrator Unconstrained access to create and maintain subrecipients. No approval authority. Finance User
Supplier Administrator Unconstrained access to create and maintain all supplier data. Examples include supplier groups, suppliers, and contacts. Approval authority for supplier business processes. Finance User
Top Level Manager's Approver Unconstrained access to approve business processes that have the top-level supervisory organization manager as the subject. This group should be assigned to the Chairman of the Board, Corporate Secretary, CFO, HR VP, or some other worker who has authority to approve CEO transactions. Cross-Platform User
Travel Administrator Unconstrained access to process travel booking records. No approval authority. Finance User
VIMS Foundation Supplier Admin Unconstrained access to manage VIMS Foundation Suppliers Finance User
W&M Foundation Supplier Admin Unconstrained access to manage W&M Foundation Suppliers Finance User
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Workday Implementation