HR Workday Approval Workflow

Click on the cards below to reveal business process approval workflows for common HR Workday events. Our library of business process documentation will continue to grow as additional workflows are added over time.

Instructions (job aids) for each process can be found in Workday's Training Dashboard. The Workday Glossary provides more information about the various WD Roles seen here.

 

Compensation Change

Compensation Change

Change compensation on a current employee. This is a separate business process from the Job Change workflow.

Approval Workflow

  1. Manager
  2. Cost Center Budget Specialist based on the Cost Center listed on the Supervisory Organization
  3. Compensation Partner (Staff Only)
  4. Cost Center Manager 1
  5. Award Contract Specialist if grant funded
  6. Notification to Initiator to submit a Budget Amendment if needed
 

Hire

Hire

The Hire task is the process that follows the Offer task. The Propose Compensation task is part of the Hire process and includes the approvers from the Standalone Compensation workflow.

Approval Workflow

  1. Manager
 

Job Requisition Faculty

Job Requisition Faculty

This is for replacements or new positions.

Approval Workflow

  1. Manager
  2. Manager's Manager
  3. Primary Recruiter (College Liaison for Faculty/Adjunct Partner for Adjunct)
  4. Division Approver (Sr. Dir Budget, Planning & Admin and Sr. Financial Analyst, Office of Provost if Academic Affairs)
  5. Provost Approver (Assoc Provost for Faculty Affairs - Academic Affairs only)
  6. Provost for all faculty positions
  7. RIT Budget Office/NTID Position Budget Specialist if NTID
 

Offer Faculty

Offer Faculty

This is for the final written offer. Create Offer is the last step in the Recruitment Process. Negotiation happens outside of Workday.

Approval Workflow

  1. Manager
  2. Manager's Manager
  3. Remote Employment Admin  if out of state
  4. Cost Center Budget Specialist
  5. Cost Center Manager
  6. Division Approver (Sr. Dir Budget, Planning & Admin and Sr. Financial Analyst, Office of Provost if Academic Affairs)
 

One-Time Payment

One-Time Payment

This is additional pay outside of base pay and uses the One Time Payment (OTP) task. Multiple costing in the same payment is not allowed.

Approval Workflow

  1. Cost Center Budget Specialist based on the CC listed in the Sup Org
  2. Cost Center Manager 1 
  3. Grant Manager, Principal Investigator and/or Gift Manager will be inserted into the Workflow after the CCM1 depending on the Costing Override
  4. Project Manager
  5. Grant Manager (SPA rep)

Notification to Supervisor upon approval 

 

Create Position

Create Position

Create an incremental headcount position (not repurposing an existing position). The Create Position workflow is separate from the Job Requisition and Job Change workflows. The position must be created and approved before other tasks can be started. If grant funded, the workflow does not route for approval to the last three approvers in the sequence.

Approval Workflow

  1. Manager
  2. Manager's Manager
  3. Compensation Partner (Staff Only)
  4. Cost Center Budget Specialist based on the Cost Center listed on the Supervisory Organization
  5. Cost Center Manager 1
  6. Principal Investigator (PI) if grant funded
  7. Division Approver (Sr. Director, Budget, Planning & Administration and Senior Financial Analyst, Office of the Provost for Academic Affairs departments that are not OG/OU)
  8. Provost Approver (Associate Provost for Faculty Affairs for Academic Affairs departments that are not OG/OU)
  9. RIT Budget Office
  10. Provost (Academic Affairs only)
  11. Senior Vice President for Finance & Administration
  12. President
 

Job Change

Job Change

This is a Job Change without a Compensation Change.

Approval Workflow

  1. Manager
  2. Cost Center Budget Specialist
  3. Cost Center Manager 1
  4. HR Office Partner
  5. Award Contract Specialist if grant funded
  6. Compensation Partner (Staff Only)
  7. To Do: Notification to Initiator to create a budget amendment
 

Job Requisition Staff

Job Requisition Staff

This is for replacements or new positions.

Approval Workflow

  1. Manager
  2. Manager's Manager
  3. Primary Recruiter (Talent Acquisition for Staff or Adjunct Partner for Adjunct)
  4. Division Approver (Sr. Dir Budget, Planning & Admin and Sr. Financial Analyst, Office of Provost if Academic Affairs)
  5. Provost Approver (Assoc Provost for Faculty Affairs if Academic Affairs)
  6. RIT Budget Office/NTID Position Budget Specialist if NTID
 

Offer Staff

Offer Staff

This is for the final written offer. Create Offer is the last step in the Recruitment Process. Negotiation happens outside of Workday.

Approval Workflow

  1. Manager
  2. Manager's Manager
  3. Primary Recruiter TA
  4. Comp Partner
  5. Remote Employment Admin if out of state
  6. Cost Center Budget Specialist
  7. Cost Center Manager
  8. Division Approver (Sr. Dir Budget, Planning & Admin and Sr. Financial Analyst, Office of Provost) if AA
 

Period Activity Pay

Period Activity Pay

This is additional pay outside of base pay and uses the Activity Pay (PAP) task. Multiple costing in the same payment is allowed.

Approval Workflow

  1. Cost Center Budget Specialist based on the CC listed in the Sup Org
  2. Cost Center Manager 1  
  3. Grant Manager, Principal Investigator and/or Gift Manager will be inserted into the Workflow after the CCM1 depending on the Costing Override
  4. Project Manager
  5. Grant Manager (SPA rep)