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Workday HCM and FIN roles available for request

Summary

This knowledge base article describes Workday security roles for both Finance (FIN) and Human Capital Management (HCM). The article details their associated permissions, the tasks each role can perform, and how roles are assigned at various data levels, including supervisory organization, worktag, and cost center.

Body

Adding or Removing Workday Security Roles

Security role changes route to the supervisor for approval. To ensure an accurate and efficient request process, please review the role descriptions in the grid below prior to submitting a change request.

HCM roles

Absence Support

Questions	Answers
What do they do?	Allows the user to perform absence management tasks for assigned organizations. Examples include: • enter time off and submit leave of absence for employees in their assigned organization • view employees on leave for their assigned organization
Approve Transactions? Initiate Transactions? View Reports?	Approve Transactions Initiate Transactions
Can multiple positions hold this role?	Yes
To which organization level can the role be assigned?	Any Level

Administrative Assistant

Questions	Answers
What do they do?	Allows the user to support the Manager of an assigned supervisory organization in performing key HR functions such as: • Create Position • Create Job Requisition • Hire Employee • Request Compensation Change • Change Job • Terminate Employe • Add Additional Job • One Time Payment • Period Activity Pay
Approve Transactions? Initiate Transactions? View Reports?	Approve Transactions Initiate Transactions
Can multiple positions hold this role?	Yes
To which organization level can the role be assigned?	Any Level

Effort Certification Reviewer (Grants)

Questions	Answers
What do they do?	This user serves as the initial approver for effort on grants. Note: This role should be assigned to a person with a knowledge of people associated with their supervisory organization and the nature of how workers spend their hours.
Approve Transactions? Initiate Transactions? View Reports?	Approve Transactions
Can multiple positions hold this role?	Yes
To which organization level can the role be assigned?	Any Level

Manager

Questions	Answers
What do they do?	This role is automatically assigned to any NSHE employee with direct reports. It allows the user to perform actions on members of assigned supervisory organization(s). Examples include: • hiring staff and students • compensation changes • job changes • creating positions • requisitions • leaves • time off • terminating staff and students Note: This role has approval authority for HCM (HR) business processes.
Approve Transactions? Initiate Transactions? View Reports?	Approve Transactions Initiate Transactions View Reports
Can multiple positions hold this role?	NO
To which organization level can the role be assigned?	Any Level

Timekeeper

Questions	Answers
What do they do?	Allows the user to perform time entry management functions for assigned organizations by conducting a timely review according to Payroll deadlines. Functions include: • regular review and correction of time entry errors • performing audits to ensure time card accuracy • submitting and/or adjusting time entry revisions
Approve Transactions? Initiate Transactions? View Reports?	Initiate Transactions; Note: The Timekeeper role can create and submit time entries for the worker, but the task always routes to the Manager role for approval. View Reports
Can multiple positions hold this role?	Yes
To which organization level can the role be assigned?	Any Level

FIN roles

Accounts Payable Analyst

Questions	Answers
What do they do?	Allows the user to view payables reports, such as: • Find Suppliers - FIN - CR(UNLV) • Find Supplier Invoices - FIN - CR(UNLV) • Find Supplier Invoice Requests with Worktags - FIN - CR(UNLV)
Approve Transactions? Initiate Transactions? View Reports?	View Reports
Can multiple positions hold this role?	Yes
To which organization level can the role be assigned?	University of Nevada, Las Vegas - Company

Award Contract Analyst (Company)

Questions	Answers
What do they do?	Provides access to view grant and award details and financial reports, such as: • Award Budget to Actuals by Ledger Account - FIN - CR(NSHE) • Award Budget Completion Report - FIN - CR(NSHE) • UNLV Hierarchy Grant Support Details - TCH - CR(UNLV)
Approve Transactions? Initiate Transactions? View Reports?	View Reports
Can multiple positions hold this role?	Yes
To which organization level can the role be assigned?	University of Nevada, Las Vegas - Company

Budget Analyst

Questions	Answers
What do they do?	Allows the user to view budget based reports, such as: • Manager Balance - Balance Controlled by Ledger Account - FIN - CR (NSHE) • Manager Balance - Budgeted by Ledger Account - FIN - CR (NSHE) • Position Budget by Worktag - FIN - CR(NSHE)
Approve Transactions? Initiate Transactions? View Reports?	View Reports
Can multiple positions hold this role?	Yes
To which organization level can the role be assigned?	University of Nevada, Las Vegas - Company

Cashier Specialist

Questions	Answers
What do they do?	Allows the user to perform cash handling functions, including: • Record or correct cash sale • Deposit all invoice payments and cash sales • Initiate customer payments
Approve Transactions? Initiate Transactions? View Reports?	Initiate Transactions View Reports
Can multiple positions hold this role?	Yes
To which organization level can the role be assigned?	University of Nevada, Las Vegas - Company Note: This role updates the bank reconciliation process.

Cash Sale Specialist

Questions	Answers
What do they do?	Allows the user to perform cash handling functions, including: • Record cash sales
Approve Transactions? Initiate Transactions? View Reports?	Initiate Transactions View Reports
Can multiple positions hold this role?	Yes
To which organization level can the role be assigned?	University of Nevada, Las Vegas - Company Note: This role does not update the bank reconciliation process.

Cost Center Budget Specialist

Questions	Answers
What do they do?	Allows the user to perform budget maintenance functions related to the cost center assigned. This role can initiate: • Budget amendments • Manage check budget failures
Approve Transactions? Initiate Transactions? View Reports?	Initiate Transactions View Reports
Can multiple positions hold this role?	Yes
To which organization level can the role be assigned?	Cost Center Hierarchy (e.g., CCH_UNLV##) Cost Center (eg., CC####) Note: Be aware of Inheritance Blocking.

Cost Center Financial Analyst

Questions	Answers
What do they do?	Allows the user to view financial reports for assigned cost centers, such as: • Data Audit - "worktag" • Manager Balance - Fiscal Year Activity Summary by Worktag (All Funds) - FIN - CR (NSHE) • Spend Analysis by transaction
Approve Transactions? Initiate Transactions? View Reports?	View Reports
Can multiple positions hold this role?	Yes
To which organization level can the role be assigned?	Cost Center Hierarchy (e,g. CCH_UNLV##) Cost Center (e.g., CC####)

Cost Center Journal Specialist

Questions	Answers
What do they do?	Allows the user to perform accounting functions for the cost center assigned, such as: • Accounting adjustment • Journals • Payroll accounting adjustment
Approve Transactions? Initiate Transactions? View Reports?	Initiate Transactions
Can multiple positions hold this role?	Yes
To which organization level can the role be assigned?	Cost Center Hierarchy (e.g., CCH_UNLV##) Cost Center (eg., CC####) Note: Be aware of Inheritance Blocking.

Cost Center Manager

Questions	Answers
What do they do?	Serves as the primary fiscal manager and appointing authority for all assigned cost centers. This role will approve finance business processes and can view information, such as: • Approve accounting adjustments and journal events • Approve expense reports, purchase requisitions, spend authorizations, miscellaneous payment events, p card verifications, supplier invoice request • Be added as an ad hoc approver to budget amendments • View compensation and other information for workers in their cost centers • View details of workers with multiple positions
Approve Transactions? Initiate Transactions? View Reports?	Approve Transactions Initiate Transactions
Can multiple positions hold this role?	NO Note: When requesting a "copy" of role assignments from an existing position that holds this role to a new position, this role is removed from the existing position. The requester must notify security initiators if this role should remain with the existing position.
To which organization level can the role be assigned?	Cost Center Hierarchy (e.g., CCH_UNLV##) Cost Center (eg., CC####) Note: Be aware of Inheritance Blocking.

Financial Administrative Assistant (FAA)

Questions	Answers
What do they do?	Enables the user to initiate certain business processes on behalf of another worker, such as: • Expense report • PCard verification • Purchase requisitions • Receipt • Reconcile pcard transaction • Spend authorizations • Supplier invoice requests Note: This role is not a reporting role. This role can view the business processes listed above by using "My 'transactionname' " in the search bar. For example, a user can search My Expense Report to view a list of reports they created. However, if the position needs to generate financial reports, it will need an additional reporting role.
Approve Transactions? Initiate Transactions? View Reports?	Initiate Transactions
Can multiple positions hold this role?	Yes
To which organization level can the role be assigned?	Cost Center Hierarchy (e.g., CCH_UNLV##) Note: This role is no longer provisioned at separate cost centers within a unit, allowing assigned FAAs to assist with all finance transactions across the unit and eliminates inheritance blocking across these organizations.

Financial Aid Analyst

Questions	Answers
What do they do?	Allows user to view financial aid reports for students on work study in their own cost centers. • Workstudy Total Award - TCH - CR (NSHE) • Work Study Students - CR (UNLV) • Work Study Remaining Balance and Costing Detail - FIN - CR (NSHE)
Approve Transactions? Initiate Transactions? View Reports?	View Reports
Can multiple positions hold this role?	Yes
To which organization level can the role be assigned?	University of Nevada, Las Vegas - Company

Fiscal Officer Accounting Analyst

Questions	Answers
What do they do?	Allows the user to view financial reports, such as: • Trial balances • Financial statements • Spend reports
Approve Transactions? Initiate Transactions? View Reports?	View Reports
Can multiple positions hold this role?	Yes
To which organization level can the role be assigned?	University of Nevada, Las Vegas - Company

Gift Financial Analyst

Questions	Answers
What do they do?	Allows the user to view financial reports for assigned gifts, such as: • Account Lookup - Gifts - FIN - CR (UNR) • Gift Budget to Actuals by Gift - FIN - CR(NSHE) • Spend analysis by transaction
Approve Transactions? Initiate Transactions? View Reports?	View Reports
Can multiple positions hold this role?	Yes
To which organization level can the role be assigned?	Gift Hierarchy (e.g., GFH_UNLV##) Gift (e.g., GF####) Note: For efficiency, workers already provisioned the Cost Center Financial Analyst do not need the Gift Financial Analyst to perform gift reporting.

HR Finance Coordinator

Questions	Answers
What do they do?	Serve as the primary approver and appointing authority for HCM and HR transactions for all assigned cost centers. This role: • Approves additional jobs • Approves position creation • Approves organization assignment changes • Approves funding for new positions • Initiates position closure • Initiate default compensation • Initiate or approve payroll accounting adjustments • Initiates or approves cost allocation overrides • View job requisition data • View effort certifications for grants • View the Management Financial Dashboard • View payroll calculation results for workers
Approve Transactions? Initiate Transactions? View Reports?	Approve Transactions Initiate Transactions View Reports
Can multiple positions hold this role?	Yes
To which organization level can the role be assigned?	Cost Center Hierarchy (e.g., CCH_UNLV##) Cost Center (e.g., CC####) Note: Be aware of Inheritance Blocking.

Procurement Analyst

Questions	Answers
What do they do?	Allows the user to view procurement related reports, such as: • Find Purchase Order Line Details - FIN - CR(NSHE) • Find Receipts • Find Requisitions
Approve Transactions? Initiate Transactions? View Reports?	View Reports
Can multiple positions hold this role?	Yes
To which organization level can the role be assigned?	University of Nevada, Las Vegas - Company

Program Financial Analyst

Questions	Answers
What do they do?	Allows the user to view financial reports for assigned programs, such as: • Account Lookup - Programs - FIN - CR(UNR) • Manager Balance - Balance Control by Worktag - FIN - CR(NSHE) • Trial balance reports
Approve Transactions? Initiate Transactions? View Reports?	View Reports
Can multiple positions hold this role?	Yes
To which organization level can the role be assigned?	Program Hierarchy (e.g., PGH_UNLV##) Program (e.g., PG####) Note: For efficiency, workers already provisioned the Cost Center Financial Analyst do not need the Program Financial Analyst to perform gift reporting.

Worktag Manager

Questions	Answers
What do they do?	Primary manager and appointing authority for financial business processes affecting assigned worktag. This role: • Approves expense reports • Approves P-card transaction verifications • Approves purchase requisitions • Approves spend authorization and supplier invoice requests
Approve Transactions? Initiate Transactions? View Reports?	Approve Transactions View Reports
Can multiple positions hold this role?	NO Note: The best practice is to assign this role to a single position. However, the unit manager may assign the role to a second position at their discretion.
To which organization level can the role be assigned?	Gift Hierarchy Manager (e.g., GFH_UNLV##) Gift Manager (e.g., GF####) Grant Hierarchy Manager (e.g., GRH_UNLV##) Grant Manager (e.g., GR####) Program Hierarchy Manager (e.g., PGH_UNLV##) Program Manager (e.g., PG####) Project Hierarchy Manager (e.g., PJH_UNLV##) Project Manager (e.g., PJ####) Unit Owner (e.g., UNLV##) Note: Be aware of Inheritance Blocking when assigning roles to the above FDM levels. Unit Manager (e.g., UNLV##) Note: The Unit Manager role is not affected by Inheritance Blocking.

Worktag Owner

Questions	Answers
What do they do?	This role is assigned to the worker accountable for the worktag budget and the purpose it supports. This role can: • View financial management dashboards • View manager balance reports Note: This role is not routed financial processes for review or approval. However, it can be added as an additional reviewer or approver on an ad hoc basis.
Approve Transactions? Initiate Transactions? View Reports?	ad hoc approval of transactions View Reports
Can multiple positions hold this role?	NO Note: The best practice is to assign this role to a single position. However, the unit manager may assign the role to a second position at their discretion.
To which organization level can the role be assigned?	Cost Center Hierarchy (e.g., CCH_UNLV##) Cost Center (eg., CC####) Gift Hierarchy Manager (e.g., GFH_UNLV##) Gift Manager (e.g., GF####) Grant Hierarchy Manager (e.g., GRH_UNLV##) Grant Manager (e.g., GR####) Program Hierarchy Manager (e.g., PGH_UNLV##) Program Manager (e.g., PG####) Project Hierarchy Manager (e.g., PJH_UNLV##) Project Manager (e.g., PJ####) Unit Owner (e.g., UNLV##)

Details

Details

Article ID: 1940

Created

Tue 12/3/24 10:44 AM

Modified

Mon 3/3/25 9:30 AM