Workday Basics for Managers & Administrators

Last updated September 3, 2025 at 1:56 PM

Simplify your responsibilities with Workday!

As a managers or administrator, you have unique tasks and responsibilities to carry out in Workday, based on your role and security levels.

This page provides guidance on the responsibilities for most managers that go above and beyond the information found in Workday Basics for Employees.

Workday Basics for Employees (web page) Workday Help Hub (Task-specific Job Aids)

Workday Security Roles

In Workday, security roles define what you can view or do within the system, granting special access to certain reports and actions.

Managers

As a manager, you are automatically granted access to perform actions for individuals within your span of control (Supervisory Organizations), including approving employee requests and entering requests on behalf of those you manage.

Administrators

As an administrator, you may be provisioned based on your department or unit, or for your specific support function.

While some roles are provisioned automatically, others are by request. If you find that you’re unable to complete a task or access certain data required for your role, you may need to request a new or different role through a System Access Request.

UVA HR | System Access Request (more info) Workday Task | System Access Request (opens in new window)

Manager and Administrator Responsibilities

As a Manager or Administrator, you may be responsible for several tasks related to the various functional areas of Workday. Expand each functional area below to see common tasks conducted within that area.

  • Compensation

    Through the Compensation app in Workday, you can view compensation data and carry out compensation actions for the employees within your span of control, including:

    • Requesting compensation changes
    • Managing Period Activity Pay (e.g., for employee special assignments or additional duties)
    • Requesting one-time payments (bonuses, awards, etc.)

    View the Manager Insights Hub for Compensation related information.

    Manager Insights Hub (Workday)

  • Learning

    The Learning application in Workday allows you to browse, enroll, drop, complete, and review learning content. It includes required and optional digital courses, blended courses, and learning programs, including LinkedIn Learning courses.

    Learning (Workday)

  • Performance

    The Performance app in Workday empowers you to carry out the ongoing process of managing and evaluating employee performance, including:

    • Review employee appraisal results
    • Complete and initiate performance review tasks
    • View employee goals and feedback

    In addition, you can give/request feedback through the related tasks in Workday.

    View the Manager Insights Hub for Performance related information.

    Manager Insights Hub (Workday)

  • Recruiting

    In Workday, recruiting is an end-to-end process carried out through a number of tasks in Workday. As a hiring manager, you may receive recruiting tasks in your inbox to review and complete throughout the process, including:

    • Reviewing applicants
    • Selecting applicants for interviews
    • Reviewing and approving offers

    Additionally, some areas leverage other systems to support the Workday Recruiting process. Work with your HR Business Partner, and/or specific department/unit leadership to understand what systems you leverage for recruiting. 

    View the Manager Insights Hub for information on Hiring and Staffing for your team.

    Manager Insights Hub (Workday)

  • Reporting

    Workday Reporting provides robust tools for accessing, analyzing, and visualizing data across all functional areas of Workday. It supports data-driven decision-making by equipping users with UVA-created Custom reports and Workday Delivered reports to meet operational, strategic, and/or compliance needs.

    Visit the UVA HR Workday Reporting page for details. 
     

    Manager Insights Hub (Workday)

  • Security

    Workday Security is the framework that governs access to data, tasks, and functionality across the system. It ensures that users only see and interact with information relevant to their role, helping maintain compliance, data integrity, and user accountability. 

    Visit the Workday System Access Request application to learn more/to request role(s). 

    System Access Requests (Workday)

  • Staffing

    Workday Staffing is the foundation for managing worker positions, job assignments, and organizational structure. It supports the full lifecycle of staffing events, from hiring to termination, ensuring that job data and worker records remain accurate and up to date. 

    View the Manager Insights Hub for information on Hiring and Staffing for your team.

    Manager Insights Hub (Workday)

  • Time Off and Leave

    Managing Time and Absence in Workday varies depending on your company:

    • UVA Academic employees
      • Enter time (hourly/non-exempt employees only).
      • Enter and view absence requests.
      • View time off balances.
    • UVA Health*
      • View absence requests.
      • View time off balances.
      • Cash out PTO overages during cash-out events.
    • University Physician's Group (UPG)
      • Enter time (hourly/non-exempt employees only).
      • Enter and view absence requests.
      • View time off balances.
      • Cash out PTO overages during cash-out events.

    *UVA Health employees enter time and leave in Kronos. For Kronos training and guidance, visit the Kronos Training page in UVA Health KnowledgeLink.

    View the Time & Scheduling Hub in Workday for additional information.

    Time & Scheduling Hub (Workday)