Delegation in Workday

1. Search My Delegations report in Workday. 
2. Click the Manage Delegations button. 
3. Click the + (plus) sign to add a new row to the delegation table. 
4. Enter dates, delegate, and task permissions. 
5. Submit

Step 1: Open My Delegations

• Search for My Delegations report in Workday
• Click Manage Delegations

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Step 2: Add and Complete Delegation Details

Below is a breakdown of each field:

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Begin Date
The date the delegation starts.

• Must be today or a future date

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End Date
The date the delegation ends.

• After this date, tasks return to you automatically

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Delegate
The person who will complete tasks on your behalf.

• Search for and select their name

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Use Default Alternate
Automatically assigns the delegate’s manager as the alternate delegate.

• If delegating to your direct report, you must:
  • Uncheck this option
  • Select a different alternate delegate (cannot be yourself)

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Start On My Behalf
Allows your delegate to initiate (start) tasks for you.

• Available options depend on your role and security access
• To select all available tasks: press CTRL + A, then press Enter

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Do My Tasks On My Behalf
Allows your delegate to complete tasks in your Workday Inbox (e.g., approvals).

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⚠️ Important

• Start On My Behalf = create/initiate tasks
• Do My Tasks On My Behalf = review/approve existing tasks

These are separate permissions—be sure to select both if needed.

Manage Delegations Job Aid (Opens Externally)

If someone has delegated tasks to you:

1. Click your profile icon (top right in Workday)
2. Select Switch Account
3. Choose the person you are acting for
4. Act as applicable:
   1. Use My Tasks/Inbox to complete tasks on their behalf
   2. Use the Delegated Actions table to initiate/start tasks on their behalf

Manage Delegations Job Aid (Opens Externally)

If you are the delegator:

Use the My Delegations report in Workday to view:

• Current Delegations
  See active delegations, including dates, delegates, and permissions
• Delegation History
  View past delegation activity and completed tasks
• Business Processes Allowed for Delegation
  See which tasks you are able to delegate

Note: The Current Task Delegations tab is not used at UVA.

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If you are the delegate:

Use the View My Delegation Assignments report in Workday to see your current assignments.

• This report does not show past delegations

Manage Delegations Job Aid (Opens Externally)

To make changes:

1. Open the My Delegations report in Workday
2. Click Manage Delegations
3. Update the delegation row as needed

Common updates:

• Change the end date
• Update the delegate
• Adjust task permissions

To end a delegation early:

• Click the – (minus) button to remove the row
• Submit your changes

Manage Delegations Job Aid (Opens Externally)

Set up a delegation using the steps above. If you’re unsure who to choose, contact your HR Business Partner.

Manage Delegations Job Aid (Opens Externally)

Reach out to your HR Business Partner. They can create the delegation on behalf of the employee.

HRBP Directory UVA HR Webpage

Use the information in the View Your Delegations section (above) to:

• Confirm the delegation is active
• Check that the task is included under the correct permission:
  • Start On My Behalf (to initiate)
  • Do My Tasks On My Behalf (to complete)

When entering a delegation, all tasks shown in the Start On My Behalf and Do On My Behalf columns are eligible for delegation. If the task is not in these lists, it is not available for you to delegate. 

“For all Business Processes” under Do My Tasks On My Behalf allows task completion—not task initiation.
To allow task initiation, you must also configure Start On My Behalf.

Begin Date is in the past

Enter a current or future date

Delegate or Alternate Delegate is inactive

If you are updating an existing delegation and have many active delegations, you may run into an issue where one of your existing delegations involves a delegate that is no longer active. In this circumstance, you must remove the inactive employee from the delegation list. 

Alternate Delegate is the same as the Delegator

Uncheck “Use Default Alternate” and select a different person

Contact the person who created the delegation and ask them to update or remove it.
If needed, involve your HR Business Partner.

HRBP Directory UVA HR Webpage