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.
| Assignable Role | Action | Examples | Assign on |
|---|---|---|---|
| Absence Partner | Perform 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 Only | View Only version of Absence Partner | View accruals, time off and Employees on leave Run reports related to time offs, accruals, and leaves of absence | Company |
| Background Check Partner | Ability to launch background check for staffing actions as a subprocess of hire or a to do step on change job and add job BPs | During 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 Partner | Acts as a liaison to System Benefits Administration while also performing benefit management tasks to their assigned organizations | Answer Employee/Retiree benefit questions, initiate and assist in the completion of benefit events and verify dependent documentation and EOI | Supervisory Organization |
| Benefits View Only | View Only version of Benefits Partner | View benefit events/plans for Employees and Retirees | Company |
| Budget Contact | Perform 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 Partner | Approve 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 members | Cost Center Hierarchy |
| Business Executive View Only | Provides 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 Approver | Performs 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 Partner | Perform 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 Only | View Only version of Compensation Partner | Approve Employee compensation which includes grade, base salary, allowances, and one-time payments. | Company |
| Cost Center Approver | The 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 accounts | Cost Center Do not Assign in Workday, assign in FAMIS |
| Department Head | Perform 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 Position | Supervisory Organization |
| Executive Approver | Executive security role above the Department Head for certain staffing events for staff, faculty and other Employee types depending upon System Member requirements | Change Job, Create Position | Supervisory Organization |
| Export Control Partner | Perform actions to support export control requirements for employees of assigned organizations | Example 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 actions | Supervisory Organization |
| Faculty Partner | Perform 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 processes | Hire, Change Job, Termination, Add Additional Job, End Job, Onboarding, Create Position, Edit Other ID, Request Compensation Change | Supervisory Organization |
| Graduate Studies Partner | Perform 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 processes | Hire, Change Job, Add Additional Job, Request Compensation Change | Supervisory Organization |
| HR Contact | Perform 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 Change | Supervisory Organization |
| HR Partner | Perform 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 Change | Supervisory Organization |
| HR View Only | Provides 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 Partner | Perform 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 identifiers | Supervisory Organization |
| I-9 Processor | Perform 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 identifiers | Supervisory Organization |
| IT Partner | Supports Preservation Hold Custodian work by the central IT office of members | View Worker and Retiree records and receive notifications about the custodian designation | Company |
| Manager | Managers 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 promotion | Supervisory Organization |
| Merit Partner | Responsible for managing the annual Merit process; member-level role, likely with both HR and Budget Office members | Enter 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 Partner | Perform Manage Organization business processes and tasks for assigned organizations Assignee should have access and authority to create new ADLOC numbers in FAMIS | Set up new or edit existing supervisory organizations, reassign superior organization, request inactivation of supervisory organization by Workday Services, and assign Manager security role | Supervisory Organization |
| Payroll Partner | Perform 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 Partner | For 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 Only | View 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 reports | Company |
| Project Hierarchy Manager | Primary Manager for assigned project hierarchies Can initiate the Create Project Hierarchy business process | Create hierarchies to categorize or organize projects into groups Assign Employees access to all projects within a hierarchy | Project Hierarchy |
| Project Manager | Primary Manager for assigned projects Access to project spend analytics Can initiate the Request Worker and Create Project business processes | Create new projects and assign Employees to those projects | Project Project Hierarchy |
| Recruiting Coordinator | Recruiting 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 Only | The View Only role has the ability to view all the tasks and processes that the Recruiting Coordinator can perform for their assigned organizations | View Candidates on a requisition | Company |
| Recruiting Partner | Recruiting 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 Partner | Perform 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 Change | Supervisory Organization |
| Retiree Partner | Acts as a liaison to System Benefits Administration while also performing retiree management tasks to their assigned organizations | Answer Retiree benefit questions, initiate, assist and maintain retirement events and verify dependent documentation and EOI | Retiree Organization Supervisory Organization |
| Security Partner | Perform 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 passwords | Supervisory Organization |
| Sponsored Research Services | Custom TAMUS Security role for approval of costing associated with TAMUS Cost Centers, in which they are a responsible party | Assign Costing Allocation, view Costing Allocations | Cost Center Do not Assign in Workday, assign in FAMIS |
| Sponsored Research Services (View Only) | View all the compensation setup data regardless of organization | View grades, pay structures, elements, programs, plans, and rules | Company Do not Assign in Workday, assign in FAMIS |
| System Benefits Support | Manage system wide benefits by conducting audits and ensuring the accuracy of benefit eligibility | Inform Benefit/Retiree Partners of new benefit plans or carriers, new premium rates and any internal discrepancies that may be found | Company |
| Talent Analyst | Ability 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 Only | Talent 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 Partner | Talent 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 Profiles | Launch, 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 Only | Ability to view Performance, Goals and Talent Profile information of assigned supervisory organizations | View Performance Reviews, Performance Review statuses and Goal Information. View worker Talent Profile details and information | Company |
| Tax Compliance Partner | Facilitates tax compliance, reporting, and adjustments relating to international shared services | Enter 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 agreement | Pay |
| Time Tracking View Only | View Only version of Timekeeper | View timesheets Run reports to view time entered and overtime usage | Company |
| Timekeeper | Perform 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 Partner | Performs 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 issues | Update worker UINs | Supervisory Organization |
| UIN View Only | Provides for View Only access to name, contact and ID information for office that research or verify identity for authentication purposes | View UINs | Company |
| Workers' Compensation Partner | Provides 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 Allocations | Location Hierarchy Supervisory Organization |
| Workers' Compensation View Only | Provides for View Only access to Worker personal, position, compensation and payroll information | View federal withholding elections, Emergency Contacts and Other IDs | Supervisory 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