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Home / Training / Security Roles

Security Roles

Overview

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.  This page provides an overview of the various assignable security roles that currently exist in Workday, the actions the security role can do, along with examples and where they are typically assigned.

Key Points

  • 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

The security roles in this list are assigned by the member’s Security Partner (Authorized Security requestor) as needed.

Descriptions of roles in Workday
Assignable RoleActionExamplesAssign on
Absence PartnerPerform absence management tasks for assigned organizations

Approval authority for time off and leave business processes
Adjust accruals and time off as well as view Employees on leave

Enter time off on behalf of Employees and manually advance to approve on behalf of Managers.
Supervisory Organization
Absence View OnlyView Only version of Absence PartnerView accruals, time off and Employees on leave

Run reports related to time offs, accruals, and leaves of absence
Company
Background Check PartnerAbility to launch background check for staffing actions as a subprocess of hire or a to do step on change job and add job BPsDuring a direct hire, you can request a background check as a subprocess
During the change job process, a To Do step will ask you if you want to run a background check for this employee
Supervisory Organization
Benefits PartnerActs as a liaison to System Benefits Administration while also performing benefit management tasks to their assigned organizationsAnswer Employee/Retiree benefit questions, initiate and assist in the completion of benefit events and verify dependent documentation and EOISupervisory Organization
Benefits View OnlyView Only version of Benefits PartnerView benefit events/plans for Employees and RetireesCompany
Budget ContactPerform actions on costing allocation steps as part of other business processes such as Hire, Change Job, Compensation Change, etc.

Assignees perform initiation action for Assign Costing Allocation business process to enter account details and submit for approval.
View and edit costing allocation details, view worker staffing information.

Run reports related to costing allocation periodically for monitoring.
Supervisory Organization for Budget Contact role
Budget PartnerApprove Assign Costing Allocation that is associated with TAMUS Cost Centers for which they are the responsible party

This role is intended to accommodate the current TAMUS Budget Offices and is for the Assign Costing Allocation business process
View and approve costing allocations for specific system membersCost Center Hierarchy
Business Executive View OnlyProvides access to areas of staffing, compensation and budgeting to support review and oversight by appropriate high-level administrators.View staffing and compensation events such as Hire or Change Job, employee compensation, costing allocations, Other IDs, and numerous reports.Supervisory Organization (does not inherit)
Chief Executive ApproverPerforms approvals for flexible work arrangement requests. The role must be assigned to the member chief executive officer (CEO), or designee at the level of vice president or higher (or equivalent agency position).Review, approve, or deny flexible work arrangement requests.

View employee position details, performance and compensation to verify eligibility for flexible work arrangements.
Supervisory Organization
Compensation PartnerPerform compensation management tasks for members of assigned supervisory organizations

Review and Approval authority for some compensation and staffing business processes
Approve Employee compensation which includes grade, base salary, allowances, and one-time payments.Supervisory Organization
Compensation View OnlyView Only version of Compensation PartnerApprove Employee compensation which includes grade, base salary, allowances, and one-time payments.Company
Cost Center ApproverThe Cost Center Approver security role has the authority to charge funds (salary, allowances, one time payments, fringe, etc.) to a specific TAMUS Custom Organization (Cost Center)

This role is for the Assign Costing Allocation business process
View and approve costing allocations for specific TAMUS Cost Center accountsCost Center

Do not Assign in Workday, assign in FAMIS
Department HeadPerform actions on members of assigned supervisory organizations and subordinates. Approval authority for some staffing and recruiting business processes.Requisition, Hire, Change Job, Request Compensation Change, Termination, Add Additional Job, End Job, Create PositionSupervisory Organization
Executive ApproverExecutive security role above the Department Head for certain staffing events for staff, faculty and other Employee types depending upon System Member requirementsChange Job, Create PositionSupervisory Organization
Export Control PartnerPerform actions to support export control requirements for employees of assigned organizationsExample permissions include access to view position information, personal information and national identifiers, unfilled Positions on Supervisory Organizations, and permissions to take actions for business processes related to staffing actionsSupervisory Organization
Faculty PartnerPerform HR management functions for members of assigned supervisory organizations, typically at a central Dean of Faculties or Provost office, for staffing and compensation events on Faculty Employee subtype. Review and Approval authority for some staffing business processesHire, Change Job, Termination, Add Additional Job, End Job, Onboarding, Create Position, Edit Other ID, Request Compensation ChangeSupervisory Organization
Graduate Studies PartnerPerform HR management functions for members of assigned organizations, typically at a central Graduate Studies office, for staffing and compensation events on Graduate Assistant Employee subtype. Review and approval authority for some staffing business processesHire, Change Job, Add Additional Job, Request Compensation ChangeSupervisory Organization
HR ContactPerform actions on members of assigned supervisory organizations, typically at a departmental level, such as hiring, termination, position and compensation changes, personal information changes and supporting onboarding of new employees. Initiate most staffing and compensation business processes.Hire, Change Job, Termination, Add Additional Job, End Job, Create Position, Edit Worker Additional Data Event, Move Worker, Switch Primary Job, Title Change, No Show, Assign Roles, Request Compensation ChangeSupervisory Organization
HR PartnerPerform actions on members of assigned supervisory organizations, typically a central HR office, such as hiring, termination, position and compensation changes, personal information changes and supporting onboarding of new employees. Review and approve authority for most staffing business processes.Hire, Change Job, Termination, Add Additional Job, End Job, Create Position, Edit Worker Additional Data Event, Move Worker, Switch Primary Job, Title Change, No Show, Assign Roles, Request Compensation ChangeSupervisory Organization
HR View OnlyProvides for View Only access to Worker personal and position data to support review and oversight by appropriate high-level administrators of members. View staffing and compensation events such as Hire or Change Job, employee compensation, Other IDs, and numerous reports.Company
I-9 PartnerPerform Form I-9 actions on members of assigned supervisory organization such as review and amend Form I-9. Note: new Forms I-9 are completed in Guardian application.To Do steps in Hire, Change Job , Add Additional Job; Initiate Complete Form I-9 Section 3; edit Other IDs; view national identifiersSupervisory Organization
I-9 ProcessorPerform Form I-9 actions on members of assigned supervisory organization, typically at a departmental level, such as review and amend Form I-9. Note: new Forms I-9 are completed in Guardian application.To Do steps in Hire, Change Job , Add Additional Job; Initiate Complete Form I-9 Section 3; edit Other IDs; view national identifiersSupervisory Organization
IT PartnerSupports Preservation Hold Custodian work by the central IT office of membersView Worker and Retiree records and receive notifications about the custodian designationCompany
ManagerManagers can see information about employees who report to them, and are involved in many HR, and payroll processes their employees need like hiring, time, time off and performance reviews.Approve promotionSupervisory Organization
Merit PartnerResponsible for managing the annual Merit process; member-level role, likely with both HR and Budget Office membersEnter award increase amounts for merit, promotion, and equity. Add and remove Employees from the Merit Process, review and audit awards entered using merit reports.Company
Organization PartnerPerform Manage Organization business processes and tasks for assigned organizations   Assignee should have access and authority to create new ADLOC numbers in FAMISSet up new or edit existing supervisory organizations, reassign superior organization, request inactivation of supervisory organization by Workday Services, and assign Manager security roleSupervisory Organization
Payroll PartnerPerform payroll review functions and time entry for assigned organizations

Approval authority for payroll business processes and ability to manually advance time entry business processes
Run Retro Pay calculation, run Retro Pay Cancel, run Retro Pay Complete and re-calculate Pay Results. Ability to enter On-Demand, Manual and Payroll Inputs. Company
Paygroups
Pair with 'Payroll Tax/Withholding Partner'
Payroll Tax/Withholding PartnerFor Copy Tax Elections for Worker(s) and Copy Withholding Orders for Worker(s)Used when an Employee transfers from one company to another company; the receiving company copy can copy the current tax elections (W-4).Company Hierarchy (Always 'The Texas A&M University System')
Payroll View OnlyView all items associated with Payroll

Does not have the ability to approve, edit, or add payroll related items
View Payroll activities for Employees and run payroll reportsCompany
Project Hierarchy ManagerPrimary Manager for assigned project hierarchies Can initiate the Create Project Hierarchy business processCreate hierarchies to categorize or organize projects into groups
Assign Employees access to all projects within a hierarchy
Project Hierarchy
Project ManagerPrimary Manager for assigned projects Access to project spend analytics Can initiate the Request Worker and Create Project business processesCreate new projects and assign Employees to those projectsProject
Project Hierarchy
Recruiting CoordinatorRecruiting Coordinators have the ability to initiate the Create/Edit/Close job requisition and Evergreen Requisition Business Process for assigned organizations
Perform some actions on Initial Review, Reference Check, Interview and Offer stage of the Recruiting process and view the process on the remaining stages of the Recruiting Process for Candidates in their assigned organizations
Initial Review of Candidates
Moving candidates to screening steps
Submit review and generate offers
Supervisory Organization
Recruiting Coordinator View OnlyThe View Only role has the ability to view all the tasks and processes that the Recruiting Coordinator can perform for their assigned organizationsView Candidates on a requisitionCompany
Recruiting PartnerRecruiting Partners can create/edit/post/close Job Requisitions and Evergreen Requisitions, take actions on Candidates (Applicants) throughout the recruiting process for assigned organizations. Partners can setup and manager Search Committees.Can initiate Create Job Requisition Business Process and Evergreen Requisitions Business Process

Create Committee Definitions and Manage Search Committee Membership

Post, Un-Post and Update Job Postings

Supervisory Organization
Recruiting Partner (View Only)Ability to view job requisitions and job postings, candidates (applicants) for jobs and positions for assigned organizations Can View status of the Job Requisition Business Processes

Can view candidate profile details
Company
Research PartnerPerform HR management functions for assigned organizations for staffing and compensation events on positions and Workers in Job Profiles categorized in the Job Family Research Professional-Other

Approval authority for some staffing business processes
Review or approve Hire, Change Job, Edit Position Restrictions, Add Additional Job and Request Compensation ChangeSupervisory Organization
Retiree PartnerActs as a liaison to System Benefits Administration while also performing retiree management tasks to their assigned organizationsAnswer Retiree benefit questions, initiate, assist and maintain retirement events and verify dependent documentation and EOIRetiree Organization
Supervisory Organization
Security PartnerPerform security management functions for assigned organizations

Approval authority for organization and system business processes
Assign security roles in Workday and approve certain roles as member Security Partner. Set up users and change passwordsSupervisory Organization
Sponsored Research ServicesCustom TAMUS Security role for approval of costing associated with TAMUS Cost Centers, in which they are a responsible party Assign Costing Allocation, view Costing AllocationsCost Center

Do not Assign in Workday, assign in FAMIS
Sponsored Research Services (View Only)View all the compensation setup data regardless of organizationView grades, pay structures, elements, programs, plans, and rulesCompany

Do not Assign in Workday, assign in FAMIS
System Benefits SupportManage system wide benefits by conducting audits and ensuring the accuracy of benefit eligibilityInform Benefit/Retiree Partners of new benefit plans or carriers, new premium rates and any internal discrepancies that may be foundCompany
Talent AnalystAbility to start and take actions on different Goal related tasks, and visibility of the Performance Management business processes. Analyst can view all talent items and can initiate some Talent related business processes. Initiate and Approved Cascade Goals Business Process
Initiate Manage Goals Business Process
Initiate and Cancel Manage Certifications Business Process
Initiate Manage Publications Business Process

View Employee Performance Reviews
Supervisory Organization
Talent Analyst View OnlyTalent Analyst (View Only) can only view Goal related Business Processes information and only view performance and talent related details.View the business process for Manage and Cascade Goals, and Manage Publications and Certifications

View Employee Goals and Performance Reviews
Company
Talent PartnerTalent Partners can view and perform actions on Performance and Goals related Business processes for members of the assigned supervisory organizations. Partners can approve and cancel Feedback Business processes. Partners can view and perform actions on Business Processes related to Talent ProfilesLaunch, Send Back, Advance and Cancel Performance Review Business Processes for individual Employees.

Initiate, Approve and Cancel Talent Profile Relate Business Process such as:
Manage Work Experience
Manage Professional Affiliation
Manage Job History
Manage Education
Supervisory Organization
Talent Partner View OnlyAbility to view Performance, Goals and Talent Profile information of assigned supervisory organizationsView Performance Reviews, Performance Review statuses and Goal Information.

View worker Talent Profile details and information
Company
Tax Compliance PartnerFacilitates tax compliance, reporting, and adjustments relating to international shared servicesEnter Off Cycle Payments, pay inputs, and make necessary corrections that impact payroll taxes; enter/edit federal, state and local tax elections; responsible for submitting the Tax Filing Periodic Data “To Do” step for members with a shared service agreementPay
Time Tracking View OnlyView Only version of TimekeeperView timesheets

Run reports to view time entered and overtime usage
Company
TimekeeperPerform timesheet management functions for assigned organizations

Approval authority for timesheet business processes

Submit, cancel, and delete timesheets

Enter and/or submit time on behalf of Employees. Manually advance to approve on behalf of Managers
Supervisory Organization
UIN PartnerPerforms limited business process steps for obtaining and assigning a UIN to a new Employee and assuring the UIN is setup in Workday as the Employee ID. User must also have the HR Partner role to ensure appropriate access to verify a Worker’s personal identification and resolve UIN assignment issuesUpdate worker UINsSupervisory Organization
UIN View OnlyProvides for View Only access to name, contact and ID information for office that research or verify identity for authentication purposesView UINsCompany
Vaccine PartnerView and perform actions on Employee vaccine data

Approval authority for Submit COVID Vaccination business process
Submit Vaccine data on behalf of the Employee

View Vaccine History on Personal Tab of Worker Profile
Company
Workers' Compensation PartnerProvides access to Worker personal, position, compensation and payroll information to view safety incident report information when an Employee is involved in a workers' compensation incident View Emergency Contacts, Other IDs, Costing AllocationsLocation Hierarchy
Supervisory Organization
Workers' Compensation View OnlyProvides for View Only access to Worker personal, position, compensation and payroll informationView federal withholding elections, Emergency Contacts and Other IDsSupervisory Organization

These resources provide methods to request access or support regarding security.

  • Authorized Security Requestors – Personnel authorized to approve role assignments for their system members
  • Statement of Responsibility – Provides authorization from an Authorized Security Requestors to have roles assigned that are maintained by Security Administrator. (For access to the Sandbox Proxy, contact the Authorized Security Requestor for your member)
  • support@tamus.edu – Service ticket email to submit Statement of Responsibility forms or for assistance in Workday

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