Training Pathways By Role

Welcome to Your Role-Based Training Guide

It’s important to continue developing your Workday skills based on the specific security role(s) you hold. This guide is designed to help you navigate the job aids and Computer-Based Training courses most likely to be useful to you, and is tailored to your assigned security roles, ensuring you have the tools and knowledge to thrive in Workday. Whether you need to refine your understanding or explore new features, this resource will support your continued success.

First: Complete Your Basic Workday Training

Enroll in the Workday Basics Training Pathway program and learn the fundamentals of using Workday. 

Find Your Training Materials or Courses

Determine Your Security Role: Not sure about your assigned security role(s) within Workday? It’s essential to start here. All employees hold the “Employee as Self” security role, with many employees also holding at least one or more additional security roles. Follow the steps in the How to Identify Your Security Role(s) in Workday section to learn which security roles are assigned to you.

Role-Specific Training: Using the security roles as your guide, select the courses, CBT videos, or job aids listed under each category that apply to your role(s). This ensures that the training materials needed are directly relevant to your responsibilities in Workday.

How to identify Your Security Role(s) in Workday: 

  1. Log into Workday.
  2.  Select your Profile in the upper right corner.
  3. Choose View Profile.
  4. Your Worker Profile displays.
  5. Select Actions under your name and title.
  6. Hover over Security Profile under Actions and choose View Role Assignments.
  7. Role Assignments for Worker Position pop up displays with automatically populated information. Select OK.
  8. Role Assignments for Worker Position report displays.
  9. Your security roles display under Assignable Role column in the table. This report also shows the institution or supervisory organization (sup org) level(s) for your assigned security roles.

How to find security roles assigned off of Worker Profile

 

Supporting Your Workday Experience with Job Aids and Recorded Demos Directly Related to Your Security Role(s)

Our job aids are here to support you as you proceed through tasks in Workday. Whether you’re starting a new task, need a quick refresher, or find yourself stuck, these resources are designed to help. Each job aid provides step-by-step guidance and includes helpful screenshots to walk you through Workday’s functionalities with ease. By using these job aids, you’ll be able to navigate tasks confidently and efficiently. Access them anytime in Workday Learning to reinforce your skills and ensure you’re always prepared to tackle your responsibilities.

In addition, our Computer-Based Training (CBT) courses provide video walk-throughs of tasks and actions performed in Workday that you can access at any time. Visit the CBT Course List page to explore self-paced training options.

And our previously recorded Instructor-Led Training (ILT) and Learning Lab videos capture live demonstrations of key processes, as well as the questions and answers of employees during those sessions.  Visit the ILT and Learning Labs Course List page to access the recordings.

Once you’ve identified your security role(s), it’s time to match it with the required training.

Building Success with Your Role-Based Training Pathways

Engaging in training that’s tailored to your security role(s) is essential for effectively using Workday, whether you’re new to the system or continuing to build your expertise. This training not only supports your current responsibilities but also sets the stage for long-term success.

By following the table below and fully engaging with the training designed for your security role(s), you’re setting yourself up for continued success in Workday.

Security Roles: Definitions and Recommended Training Pathways

Security Role Definition Recommended Training Pathways
Absence Partner (Supervisory) Perform absence management functions for assigned organizations, including verification of employee eligibility for Leave of Absence, approval of Leaves of Absence, and has the ability to run reports on leave and time off data.
Academic Analyst View all setup and operational data for assigned academic units. No approval authority.
Academic Executive View all HR operational data for assigned organizations. Approval authority for all HCM business processes.
Academic Faculty Action Initiator Perform academic faculty management functions for assigned academic units. Examples include creating and maintaining academic appointments, and viewing academic faculty setup data. Approval authority for academic faculty business processes.
Academic Faculty Dean (Cost Center) View operational data for assigned academic units. Approval authority for all academic faculty business processes.
Academic Partner Perform HR and academic faculty management functions for assigned academic units. Examples include creating and maintaining academic appointments, and viewing academic faculty setup data. Approval authority for HCM and academic faculty business processes.
Academic Unit Chair/Manager Primary manager for assigned academic units. Access to academic appointments. Approval authority for academic faculty business processes.
Accountant Perform accounting functions for assigned companies. Examples include creating journals, allocations, receipt accruals, depreciation, and intercompany settlements. Approval authority for financial accounting business processes.
Accounting Analyst Perform accounting reporting functions for assigned companies. Examples include reporting on journals, allocations, and tax. No approval authority.
Accounting Operations Lead Approval and correction authority for financial accounting business processes.
Accounts Payable Analyst Perform accounts payable reporting functions for assigned companies. Examples include reporting on suppliers, supplier invoices, and payments. No approval authority.
Accounts Payable Data Entry Specialist Perform accounts payable data entry functions for assigned companies. Examples include creating supplier invoices and recurring supplier invoices. No approval authority.
Accounts Payable Operations Lead Perform accounts payable management functions for assigned companies. Examples include managing the supplier invoice work queue. Approval and correction authority for supplier, supplier accounts, and miscellaneous payment business processes.
Accounts Payable Settlement Specialist Perform accounts payable settlement functions for assigned companies. Examples include generating supplier payments and ad hoc payments. Approval authority for supplier accounts and settlement business processes.
Accounts Receivable Analyst Perform accounts receivable reporting functions for assigned companies. Examples include reporting on customers, customer contracts, customer invoices, and payments. No approval authority.
Accounts Receivable Operations Lead Approval and correction authority for customer accounts, customer contracts, project billing, and grants business processes.
Ad Hoc Payment Data Entry Specialist Perform ad hoc payment data entry functions for assigned organizations. No approval authority.
Award Billing Specialist Perform award billing functions for assigned companies. Examples include maintaining billing schedules and generating installments, as well as creating invoices and invoice adjustments. Approval authority for letter of credit business processes.
Award Contract Analyst Perform award reporting functions for assigned grants across one or more awards. Examples include reporting on suppliers, supplier invoices, and payments. No approval authority.
Award Contract Specialist Perform award functions for assigned companies. Examples include creating sponsors, award schedules, and F&A cost schedules. Approval authority for grant award business processes.
Bank Reconciliation Specialist Perform bank reconciliation activities for assigned companies. Examples include creating bank statements, reconciling bank statements, and creating ad hoc bank transactions. Approval authority for bank statement and ad hoc bank transaction business processes.
Benefits Partner (Supervisory) Perform benefits management functions for assigned organizations. Examples include initiating open enrollment, changing benefit elections, and maintaining dependents and beneficiaries. Approval authority for benefits business processes.
Budget Analyst Perform budget reporting functions for assigned companies. Examples include reporting on company budgets, position budgets, amendments, and exceptions. No approval authority.
Budget Check Exception Override Approver Security group that will be allowed to approve budget check exception overrides.
Budget Department Reporter Perform budget reporting functions for assigned companies.  
Budget Department Reporter - Payroll Accounting Perform payroll-related budget reporting functions for assigned companies.  
Budget Department Reporter - Payroll Accounting 02 Only    
Business Asset Accountant Perform business asset accounting functions for assigned companies. Examples include editing asset accounting information and recording depreciation expense. Approval authority for business asset accounting business processes.
Business Asset Analyst Perform business asset reporting functions for assigned companies. Examples include reporting on business asset tracking, accounting, and capital projects. No approval authority.
Business Asset Tracking Specialist Perform business asset tracking functions for assigned companies. Examples include business asset registration, issue, transfer, and disposal. Approval authority for business asset tracking business processes.
Buyer Perform sourcing functions for assigned companies. Examples include units of measure, purchase items, requisitions, purchase orders, and receipts. Approval authority for procurement business processes.
Campus Help Desk Support Specialist Verify initial basic checks for campuses, including viewing general staffing information, business process definitions/diagrams, assignable security roles and view future dated worker's employee id.  
Campus Integration Viewer View integrations at the campus level.  
Cash Operations Lead Approval and correction authority for banking, cash, and endowment business processes.
Cash Settlement Specialist Perform cash settlement functions for assigned companies. Examples include generating bank account transfers for settlement. Approval authority for banking and settlement business processes.
Cash Specialist Perform cash functions for assigned companies. Examples include managing bank account transfers, processing payment returns, and generating cash forecasting reports. Approval authority for banking and settlement business processes.
Central Budget Manager Perform budget functions for assigned companies. Examples include creating budgets and maintaining budget details, position budgeting, and budget checking. Approval authority for budget business processes.
Central Office Payroll Costing Specialist Central office initiator of Assign Costing Allocation and Payroll Accounting Adjustment BPs.
Collections Manager Perform accounts receivable collections management related functions for assigned customers. Examples include creating and approving write-offs, managing customer invoices for dispute/collection, and processing refunds. Approval authority for customer accounts business processes.
Common Finance Operations Lead Open/close ledger periods and years for assigned companies. Approval and correction authority for common finance business processes.  
Company Credit Card Lead    
Compensation Partner (Supervisory) Perform compensation management functions for assigned organizations. Examples include approving worker compensation plans, packages, and salary ranges. Approval authority for compensation and staffing business processes.
Cost Center Budget Manager Approver of Assign Costing Allocation and PAA.
Credit Card Administrator    
Customer Billing Specialist Perform customer contract billing functions for assigned companies. Examples include maintaining billing schedules and generating installments, as well as creating invoices and invoice adjustments. Approval authority for customer contract business processes.
Customer Collections Specialist Perform accounts receivable data entry and collections functions for assigned companies. Examples include creating customer invoice adjustments and writeoffs, as well as requesting customer refunds. Approval authority for customer accounts, payment, and settlement business processes.
Customer Contract Specialist Perform customer contract management functions for assigned companies. Examples include maintaining customer contracts and amendments. Approval authority for customer contract business processes.
Customer Deposit Specialist Perform accounts receivable data entry functions for assigned companies. Examples include creating customer bank deposits and other types of customer deposits. Approval authority for customer accounts, payment, and settlement business processes.
Customer Payment Specialist Perform accounts receivable data entry functions for assigned companies. Examples include creating customer payments, invoice adjustments and writeoffs. Approval authority for customer accounts, payments, and settlement business processes.
Customer Refund Specialist Perform accounts receivable settlement functions for assigned companies. Examples include settling refunds. Approval authority for customer accounts, payment, and settlement business processes.
Dean View all operational data for assigned academic units. Approval authority for all academic faculty and HCM business processes.
Department Payroll Costing Specialist Unit Initiator of Assign Costing Allocations.
Departmental VP Executive Expense Approver  
Effort Certification Manager Run effort certification for assigned companies. Approval authority for effort certification business processes.
Executive Expense Approver Perform expense management functions for assigned companies. Examples include creating payment elections for workers and viewing expense reports. Approval authority for expense business processes.
Expense Advance Repayment Specialist Perform expense advance repayment functions for assigned companies. Examples include creating and editing cash advance repayments. No approval authority.
Expense Analyst Perform expense reporting functions for assigned companies. Examples include reporting on expense reports and payments. No approval authority.
Expense Auditor Approver Approval and correction authority for expense business processes.
Expense Data Entry Specialist Perform expense report data entry functions for assigned companies. Examples include creating expense reports on behalf of other workers and applicants. No approval authority.
Expense Settlement Specialist Perform expense settlement functions for assigned companies. Examples include generating expense payments and prenotes. Approval authority for expense and settlement business processes.
Finance Analyst View all financial setup and operational data for assigned companies. No approval authority.
Fund Financial Analyst Perform financial reporting functions for assigned funds. Examples include the trial balance, financial statements, and spend analytics. No approval authority.
Fund Manager Primary manager for assigned funds. Access to fund spend analytics. Approval authority for financial business processes.
Gift Financial Analyst Perform financial reporting functions for assigned gifts. Examples include the trial balance, financial statements, and spend analytics. No approval authority.
Gift Manager Primary manager for assigned gifts. Access to gift spend analytics. Approval authority for financial business processes.
Grant Budget Specialist Perform grant budget functions for assigned companies. Examples include maintaining budgets and amendments. Approval authority for budget business processes.
Grant Financial Analyst (Accountant)  
Grant Financial Analyst Perform financial reporting functions for assigned grants. Examples include the trial balance, financial statements, and spend analytics. No approval authority.
Grant Manager Primary manager for assigned grants. Typically assigned to administrative personnel. Access to grant spend analytics. Approval authority for financial business processes.
Grant Requisition Approver Lvl 2 Level 2 approver of Grants-related requisitions.
HCM Action Initiator Performs employee job management functions for assigned organization. Examples include initiating and/or approving additional jobs and managing changes to employee positions.
HCM Division Executive VP Level / out in the units -- approval authority on HCM staffing transactions.
HR ADA Specialist Perform HR transactions and basic HR functions for assigned for assigned supervisory organizations. Examples include creating and approving new positions, job assignments, and managing the job profile framework. Approval authority for HCM business processes.
HR Analyst View all HR setup and operational data for assigned supervisory organizations. No approval authority.
HR Employee Relations Specialist Perform HR transactions and basic HR functions for assigned for assigned supervisory organizations. Examples include creating and approving new positions, job assignments, and managing the job profile framework. Approval authority for HCM business processes.
HR Executive View all HR operational data for assigned supervisory organizations. Approval authority for all HCM business processes.
HR Graduate Student Specialist Perform HR transactions and basic HR functions for assigned for assigned supervisory organizations. Examples include creating and approving new positions, job assignments, and managing the job profile framework. Approval authority for HCM business processes.
HR International Office Specialist Perform HR transactions and basic HR functions for assigned for assigned supervisory organizations. Examples include creating and approving new positions, job assignments, and managing the job profile framework. Approval authority for HCM business processes.
HR Partner Perform HR management functions for assigned organizations. Examples include creating and approving new positions, job assignments, and managing the job profile framework. Approval authority for HCM business processes.
HR Specialist Perform HR transactions and basic HR functions for assigned organizations. Examples include creating and approving new positions, job assignments, and managing the job profile framework. Approval authority for HCM business processes.
HR Talent Partner Talent Partners are defined at the top level of each school. They launch the annual performance review process for their school. They review manager-submitted disciplinary actions (DA), probation reviews (PA), and performance improvement plans (PIP). As well as have access to launch DA, PA, and PIPs.
HR USource Approver HR USource Approver for assigned Sup Org. Approval authority for Request One-time Payment and Pay period activity.
Internal Service Delivery Data Entry Specialist Perform internal service delivery data entry functions for assigned companies. Examples include initiating and processing internal service delivery events. No approval authority.
IT Security Sufficiency Approver    
Journal Line Specialist SR-351 Journal Line Specialist is able to Create Journals.
Lead Principal Investigator Primary investigator and approver for assigned grants across one or more awards. Typically assigned to a faculty member. Approval authority for grant award business processes.
Learning Partner Enroll/Drop access for Learning Team Members at the Institution-level.
Manager Perform actions on members of assigned supervisory organizations. Examples include hiring employees or contingent workers, compensation changes, job changes, performance reviews, creating positions and headcount, compensation reviews, staffing, recruiting, leaves, and time off. Approval authority for HCM, expense, and procurement business processes.
Miscellaneous Payment Data Entry Specialist Perform miscellaneous payment data entry functions for assigned organizations. No approval authority.
OfficeConnect Finance Users Grants access to view the Finance Reporting and Analytics data Models reports constrained to campuses.
Payroll Accountant Perform commitment accounting functions for assigned companies. Examples include maintaining budgets, budgeting for positions, and running payroll commitment processes. Approval authority for budget business processes.
Payroll Accounting Adjustment Specialist Unit initiator of Create Payroll Accounting Adjustment (PAA).
Payroll Partner Perform payroll review functions and time entry for assigned pay groups. Examples include setup data for positions, new hires, transfers, and terminations. Approval authority for payroll business processes and ability to manually advance time entry business processes.
P-Card Holder Perform purchasing for Procurement-related Requisitions using institution-provided Procurement credit card.
P-Card Transaction Reviewer Review submitted purchasing transactions charged to institution-provided P-Card.
P-Card Verifier for Worker Validate submitted purchasing transactions charged to institution-provided P-Card.
PO Approver Lvl 1 Company based approval of Purchase Orders with a total value under $100K.
PO Approver Lvl 2 Company based approval of Purchase Orders with a total value over $100K.
PO Change Reviewer Review changes made to Purchase Orders.
President View operational (Academic and HR) data for assigned academic units. Approval authority for all HCM and academic faculty business processes.  
Primary Recruiter Perform recruiting functions for assigned job requisitions. Examples include creating, qualifying, and evaluating applicants for jobs and positions. Approval authority for pre-hire, recruiting, and staffing events.
Principal Investigator Investigator for assigned grants across one or more awards. Typically assigned to faculty members. No approval authority.
Principal Investigator (Grant) Investigator and approver for assigned grants across one or more awards. Typically assigned to faculty members. Approval authority for grant award business processes.
Procurement Analyst Perform procurement reporting functions for assigned companies. Examples include reporting on suppliers, supplier contracts, requisitions, purchase orders, and receipts. No approval authority.
Procurement Data Entry Specialist Perform procurement data entry functions for assigned companies. Approval authority for procurement card verification only.
Procurement Operations Lead Approval and correction authority for supplier, supplier contract, and procurement business processes.
Project Creator Custom Role to Create and Maintain all aspects of Projects including Budget.
Project Financial Analyst Perform setup functions for all projects. Examples include creation of project, assignment of Project Manager, creation of Project Budget. Approval authority on Project Request Form.
Project Manager Primary manager for assigned projects. Access to project spend analytics. Approval authority for expense, requisition, and timesheet business processes.
Provost View operational (Academic and HR) data for assigned academic units. Approval authority for all academic faculty-related HR business processes.
Receiver Performs receiving functions for the company.
Recruiter (Supervisory) Perform recruiting functions for assigned supervisory organizations. Examples include creating, qualifying, and evaluating applicants for jobs and positions. No approval authority.
Recruiting Analyst (Supervisory) View all recruiting setup and operational data for assigned supervisory organizations. No approval authority.
Recruiting Support Initiator Performs recruiting administrative support functions specific to the job requisition such as scheduling interview(s), preparing offer(s) and other recruiting administrative tasks. Recruiting Support roles are intended for someone who is associated to the hiring department and assigned at the job requisition level. This role is required to be assigned for academic recruitments.
Requester Requests goods and services for procurement.
Requisition Approver Lvl 1 Level 1 approver of requisitions, based on dollar amount (SU and UBalt only).
Requisition Approver Lvl 2 Level 2 approver of requisitions, based on dollar amount (SU and UBalt only).
Requisition Approver Lvl 3 Level 3 approver of requisitions, based on dollar amount (SU and UBalt only).
Requisition Approver Lvl 4 Level 4 approver of requisitions, based on dollar amount (SU and UBalt only).
Retiree Partner Perform retiree management functions for assigned retiree organizations. Examples include maintaining retirees and viewing retiree data. Approval authority for retiree business processes.
Revenue Specialist Perform revenue management functions for assigned companies. Examples include milestone setup and revenue recognition accounting. Approval authority for customer contract business processes.
Search Chair Organizes and supports the recruitment process from start to finish including but not limited to screening candidates, setting up committee interview teams, coordinating interviews, conducting reference checks, etc. The Search Chair is required to be assigned for all job requisitions.
Search Committee Member An individual who reviews candidates and may sit on the interview team and provide interview feedback. This role is designed to be viewing access to candidate applications and assigned at the job requisition level.
Security Partner Perform security management functions for designated supervisory organizations. Responsibilities include tasks such as user setup, password resets, and managing access permissions. Hold approval authority for organization-specific and some business processes.  
Services Coordinator Perform services sourcing functions for assigned companies. Examples include requisitions, purchase orders, and receipts. Approval authority for procurement business processes.
Settlement Specialist Perform settlement functions across all payment categories for assigned companies. Use for centralized settlement operations (otherwise use Accounts Payable Settlement Specialist, Payroll Settlement Specialist, etc.). Approval authority for settlement business processes.
Sponsored Programs Manager Manage award proposals and proposal grants for assigned companies. Approval authority for grant award business processes.
Sponsored Programs Manager (Cost Center) Manage award proposals and proposal grants for assigned cost centers. Approval authority for grant award business processes.
Subaward Specialist Perform subaward functions for assigned companies. Examples include supplier contracts and purchase orders. Approval authority for procurement business processes.
Supplier Contract Specialist Perform supplier contract functions for assigned companies. Examples include supplier contracts and recurring supplier invoices. Approval authority for procurement business processes.
Supplier Coordinator Enters new requests or changes for suppliers.
Supplier Subaward Approver User defined role based security group. Responsible for approving Subaward suppliers.
Swiper Timekeeper Perform timekeeper functions for assigned organizations, supports time entry for employees (add/correct/delete time entries), has the ability to Mass Submit time, but will not approve the time submitted and can run reports related to time data.

Enabled for Timeclock Swiper custom organizations for SU.
Enabled for Supervisory Organizations for FSU Payroll Partners to be able to Mass Submit Time for SubItUp employees.
Time and Absence CPB Approver  
Timekeeper (Supervisory) Perform timekeeper functions for assigned organizations, supports time entry for employees (add/correct/delete time entries), and can run reports related to time data.
Title III Office Approval of Title III-related Grant-related Assign Costing Allocation and PAA.
USource Manager Primary manager for assigned USource. Approval authority for financial business processes.
VP Admin & Finance (Fin) View all HR operational data for assigned supervisory organizations. Approval authority for all HCM business processes.
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