Workday FIN Security Role FAQ

Workday FIN Security Frequently Asked Questions

Workday's security framework determines what a user can see and do within Workday. Security roles are not job titles. They determine what secured content, workers or transactions, and specific items or values users can access.

Employees can have multiple security roles based on University and Business Unit needs. All employees have the Employee as Self security role, which allows them to initiate self-service transactions such as creating an expense report and creating and assigning a cart.

What are Security Roles in Workday?

Workday security roles determine what secured content, workers or transactions, and specific items or values a user can access in Workday. They are not job titles.

To learn more about security roles and what you can access in Workday, review the Finance Security Roles page and the Day in the Life Security Role Summaries.

How can I view my security role(s) in Workday?

There are several ways to explore your security role(s) in Workday:

  1. If you belong to one of the permitted security groups, you can run the View Security Groups for User report.
  2. Ask your manager to view your security group(s) in Workday by running either the Worker Roles Audit report or the Role Assignments for Worker Position report.
  3. If neither you nor your manager can view your security role(s), email [email protected] for assistance.

To run the “View Security Groups for User” report:

  1. From the Workday home page, type View Security Groups for User in the search bar and select the report.
  2. In the Person field, type your name and press Enter.
  3. Click OK.
  4. You will see a table with all the security groups you belong to.

For managers: To run the “Worker Roles Audit” report:

  1. From the Workday home page, type Worker Roles Audit in the search bar and select the report.
  2. In the Organization field, type your name and press Enter to select your Supervisory Org, or type your Cost Center.
  3. Click OK.
  4. You will see a table with all your employees’ security groups in the Roles column.

For managers: To run the “Role Assignments for Worker Position” report:

  1. From the Workday home page, type Role Assignments for Worker Position in the search bar and select the report.
  2. In the Worker field, select the My Team category and choose the employee.
  3. Click OK.
  4. You will see a table with the security groups listed in the Assignable Role column.

I manage an activity, but I am not authorized to see it in Workday. Am I assigned to the right cost-center security level?

You can view your Cost Center and Cost Center Hierarchy in Workday to verify whether you are assigned to the correct cost-center security level.

To view your cost center and cost center hierarchy:

  1. Select your Profile icon on the Workday toolbar.
  2. Click View Profile.
  3. On the Profile screen, click Overview, then select the Organizations tab.
  4. In the table, locate Cost Center and Cost Center Hierarchy in the Organization Type column to view your assigned values.

If you believe your security level needs to be updated, refer to the question below about obtaining a security role you do not currently have.

I cannot see or run a certain task or report in Workday. How do I proceed?

The tasks and reports you can see or run depend on your assigned security role(s). If you cannot see or run a certain task or report in Workday, you likely do not currently hold the required security role.

Reach out to an employee who has the needed security role, as they may be able to carry out the task or run the report for you. If this is a security role you should have, submit a request using the System Access Requests menu item in Workday.

For step-by-step guidance, refer to the Workday System Access Request QRG.

I need a security role that I do not have. How do I obtain access?

To request a new security role, use the Workday System Access Requests worklet to request security role additions or removals. This is the same tool used for HR and is integrated within Workday.

For step-by-step guidance, refer to the Workday System Access Request QRG.

Please note: To be assigned a security role, you must be set up in Workday as either a contingent worker or an employee. For help with that, contact askHR.

Security role request process

  1. The request is initiated by the individual or on behalf of the employee by a manager. Be sure all fields are completed before submitting.
  2. The Security Team reviews the request for completeness.
  3. The manager reviews and approves the request.
  4. The request is sent simultaneously to the School or Unit Senior Department Finance Approver for Security and the Data Steward for the role subject area, if applicable.
  5. If training is required, the Training Team validates completion of necessary courses before provisioning.
  6. The Security Team provisions approved roles.

I pulled a report in Workday and didn’t get the intended results. How can I get the correct report?

When running a report, use report filters to narrow results and focus on the data you need.

  • From the report screen, click the Filter icon.
  • Select Add to add customized filter parameters.
  • You can also click a column header to filter specific data.

For additional guidance, refer to the Reporting Functionality in Workday QRG.

All employees can run reports, but the reports you can access and view depend on your assigned security role(s). If filtering does not provide the needed data, you may need to run a different report.

To view a list of reports available to you, search Can Run in the Workday search bar.

I used to do this task in Oracle. How do I do it now?

There are many training resources available to help with key tasks in Workday, including instructor-led training, self-paced courses, and training materials.

Visit the Workday Finance Training page for more information. That page also includes Quick Reference Guides (QRGs) with step-by-step guidance for various Workday transactions by security role.

I submitted my vendor invoice and now I can’t find it. Where should I look? Is there a reason why I can’t see it?

If you are a Procurement Shopper who created a supplier invoice request for a vendor or non-employee, you can view your submitted transactions from the Workday Inbox.

  1. Select the Archive tab in your inbox.
  2. Locate the supplier invoice request details and status or process history.
  3. You can also search My Supplier Invoice Requests in the Workday search bar to view all your invoices.

If you still cannot find the invoice, you may not have the Procurement Shopper role. In that case, contact the employee who helped submit the supplier invoice request for details or status updates.

I plan to be out of the office and have an employee who can cover for me. Can I assign them my Workday security role so they can do tasks on my behalf?

No. You cannot share your security role with another employee.

However, you can delegate tasks to another employee so they can initiate actions on your behalf. Delegations are temporary reassignments commonly used when an employee will be out of the office.

Delegations may apply to initiating processes, approving transactions, or delegating specific actions to someone else. For instructions, refer to the Delegate Workday Transactions QRG.

I submitted a task in Workday, but it did not route to anyone or got stuck in the business process. How should I proceed?

If your submitted task is stuck or not moving forward, you can view the process history from your Workday inbox to see which employee is reviewing it.

  1. Select the Archive tab in your inbox.
  2. Find the task you submitted.
  3. Select the Process tab to see the current step and who is responsible for action.

You can then reach out to that employee for an update. If your submitted task is not routing to an employee, contact the appropriate business process administrators.

I’m having trouble seeing what I usually can see in Workday. How do I proceed?

You may not be able to see what you usually can if you are not connected to HSVPN.

To access and connect to HSVPN:

  1. Open the Cisco AnyConnect Secure Mobility Client app on your laptop.
  2. Select the dropdown menu to view available options.
  3. If High Security VPN is not an option, instructions for requesting access can be found on the ITS HSVPN webpage.
  4. As part of the approval process, users must complete High Security Awareness Training (HSAT).

HSVPN requirements are driven by your security profile within Workday. If you have the Finance Reporting View role, you do not need HSVPN.

Workday Finance and cross-functional roles that require HSVPN

  • 1099 Analyst
  • Accountant
  • Accountant – Central
  • Accountant - Financial Reporting
  • Accounting Manager
  • Accounts Payable Analyst
  • Accounts Payable Data Entry Specialist
  • Accounts Payable Manager
  • Accounts Payable Settlement Specialist
  • Accounts Receivable Analyst
  • Accounts Receivable Specialist
  • Award Billing Specialist
  • Award Contract Analyst (Company)
  • Award Contract Specialist
  • Award Payment Specialist
  • Bank Reconciliation Specialist
  • Budget Manager
  • Business Asset Accountant
  • Business Asset Director
  • Business Asset Inventory Specialist
  • Buyer
  • Buyer CC&R
  • Buyer Manager
  • Capital Project Accountant
  • Cash Manager
  • CC&R Manager
  • Company Financial Analyst
  • Controller
  • Customer Billing Specialist
  • Customer Contract Specialist
  • Customer Payment Specialist
  • Customer Refund Specialist
  • Environmental Health and Safety
  • Escheatment Specialist
  • Costing Administrator
  • Credit Card Administrator
  • Customer Administrator
  • Drive Administrator
  • Expense Configurator
  • Finance Administrator
  • Finance Auditor
  • Finance Integration Administrator
  • Financial Accounting EIB Access - SH
  • Financials Planning Administrator
  • Gift & Endowments - EIB Journals Access - SH
  • Grant Financial Analyst
  • Integration Administrator
  • Internal Service Provider Administrator
  • IT Project & Software Development Team
  • Migration Administrator
  • Organization Administrator
  • Organization Partner
  • OSP Post-Award Grant Manager
  • OSP Pre-Award Grant Manager
  • Owner
  • Payroll Costing Administrator
  • Prism Data Administrator
  • Prism Data Writer
  • Procurement Administrator
  • Project Administrator
  • Questionnaire Administrator
  • REP-New Leader Report Recipient
  • Sponsored Programs Manager
  • Subaward Analyst
  • Supplier Contract Specialist
  • Supplier Partner
  • Tax Manager
  • Wise Buyer
  • Expense Settlement Specialist
  • Investment Pool Manager
  • Senior Buyer
  • Account Certification Administrator
  • Bank Administrator
  • Business Process Administrator
  • Business Process Analyst
  • Company Administrator
  • Report Administrator
  • Report Output Sharing
  • Report Writer
  • Safety Administrator
  • Sales Item Administrator
  • Services Coordinator
  • Settlement Administrator
  • Setup Administrator
  • Sponsor Administrator
  • Sponsored Programs Manager (Cost Center)
  • Subrecipient Administrator
  • Supplier Administrator
  • System Auditor
  • Travel Administrator
  • UVA Accounting Setup Administrator
  • UVA Adoption Planning Administrator
  • UVA Audit Trail View
  • UVA Core Reporting Objects (UC)
  • UVA Drive Access
  • UVA Limited BP Administrator
  • Worksheets Coordinator
  • Expense Partner
  • Federal Work Study Specialist
  • Finance Payroll Information Viewer
  • Gift Manager
  • Gift Manager Approver
  • Grants Compliance Reviewer
  • Internal Service Provider Manager
  • Lease Accounting Specialist
  • OSP Post-Award Director
  • OSP Subaward Specialist
  • Payroll Accounting Adjustment Specialist
  • Payroll Benefit Vendor Payment Processor
  • Payroll Costing Manager
  • Payroll Costing Specialist
  • Procurement Analyst
  • Procurement Director
  • Recharge Center Approver
  • SFS Billing Specialist
  • SFS Contract Specialist
  • SFS Refund Viewer
Finance Security Roles