A Summary of Manager Responsibilities in Workday by Function
In Workday, the security role of a manager has distinct responsibilities. They include initiating or approving job requisitions, assessing position candidates, and reviewing and approving time off and timesheets.
Note! Workday offers a Manager Insights Hub, a platform in Workday where managers can view automated insights and timely suggestions on behalf of their direct reports. The hub empowers managers to support and create opportunities for their team's career growth and development.
Confidentiality
Managers work with sensitive information, so they must comply with Penn's privacy and confidentiality policies and procedures. Penn strongly encourages managers to read and understand the University's confidentiality statements.
- Policy on Privacy in the Electronic Environment
- Social Security Number Policy
- Confidentiality of Records
Time Tracking
Managers may supervise direct reports who are non-exempt (weekly paid) workers. All non-exempt workers enter their time worked in Workday; they must submit their weekly timesheets by Sunday, 9:00 p.m. ET (some departments may require earlier deadlines).
Managers must review and approve their workers' timesheets by Monday at 10:00 a.m. ET. This includes entering and editing time on workers' behalf, if necessary.
- Q: Why is timely review and approval critical?
- A: It directly impacts workers being paid accurately and on time.
Time Off
Time off and leave is requested by eligible workers, both non-exempt (weekly paid) and exempt (monthly paid) through Workday. Managers are responsible for the timely review and approval of requests by their direct reports.
- Q: Why is timely review and approval critical?
- A: It directly impacts workers being paid accurately and on time.
Recruiting and Hiring
Workday is the single system of record for job requisitions, positions, and staff candidate data; it automatically integrates with third-party vendors to accomplish related recruiting tasks. While managers can create job requisitions, manage staff candidates, and make offers for open jobs, others may manage all or some of these tasks with recruiting-enabled roles, and the manager role may be more targeted and task-specific.
- Q: Why is timely review and action on all inbox items critical?
- A: It directly impacts the efficiency and timeliness of the recruiting and hiring process.
Delegation
Managers may temporarily select a person to start transactions on their behalf or to process tasks in their inbox. Managers can set up a delegation of a task ad-hoc or all tasks for a designated time. Delegation does not remove ownership of any of a manager's inbox tasks.
- Q: Why is delegation an essential policy and process to understand?
- A: It helps ensure that a manager's responsibilities will continue seamlessly during their absence.
Staffing Events
Staffing events include hiring workers, adding, changing, or ending additional jobs for workers, and termination. Each school or center may have varying guidance on the level of involvement of managers.
- Q: Why is timely review and action on staffing event tasks critical?
- A: Staffing event transactions may be among the more complex. Every role in the workflow has a vital role in reviewing information and, based on their understanding, approving, sending back, or denying the process.
Onboarding New Hires
Workday onboards new hires with a welcome message, essential and time-sensitive tasks for the new hire to accomplish, and links to crucial information such as benefits and policy information. Direct new workers to Onboard@Penn for support with onboarding.
- Q: Why is timely and complete onboarding necessary?
- A: Timely onboarding ensures the University complies with federal regulations and helps ensure workers are paid according to their wishes and federal, state, and local tax requirements.
Compensation
Compensation drives pay in Workday. Managers have visibility into the compensation of their direct reports. All positions at Penn have job profiles with default compensation guidelines and packages, determining the base pay range.
Payroll
Workday is a unified system and takes inputs from compensation, time tracking, benefits, and other modules to calculate workers' pay. While managers must understand the concept of costing allocations, the process to allocate salary costs across various accounts and provide the information needed to tie costs back to the general ledger, most payroll-related business processes will be managed by those with the Workday security role of HR analyst for your organization.
Workday Learning
All managers in Workday can enroll their direct reports in learning and track their direct reports' learning plans and transcripts.
Performance Management
All managers and their staff direct reports use Workday performance management, which includes an annual performance review cycle and an introductory review period process for new hires and internal transfers. Staff covered by collective bargaining agreements and Penn Medicine clinicians are excluded from these processes.
Termination and Resignation
When applicable, a worker should submit their resignation in Workday. This will prompt actions by the HR analyst or HR partner. While managers do not initiate terminations in Workday, they are involved in conversations outside Workday. After a worker is terminated, the manager determines whether a new requisition is needed.
Reporting
Workday has advanced data management and reporting capabilities that enable managers to manage worker activity better. The reports application in Workday allows managers to access and run reports.
Help
Please contact your school and center leadership for additional information for managers. Workday is the tool to accomplish many of the HR, payroll, and other processes established by the University and school or center, but communication outside Workday remains equally important.
The Penn Employee Solution Center can help with Workday processes and policies set by the Human Resources and Finance Divisions. Knowledgeable Solution Center Specialists are available Monday through Friday during business hours. Call 215-898-7372 or email solutioncenter@upenn.edu for assistance.