Business Expense Spreadsheet 33397 | Role Mapping Workbook

Partial file snippet.

Sheet 1: Mapping Tasks to WD to WD Role

	
	
	
	
	
		FINANCE
		
	
		What Task Do I need to….
		Workday Task Name
		Required Workday Role is ..
		Notes or considerations
	
	
		Deposit cash or checks (RIF)?
		Record Cash Sale
		Cost Center Cash Sale Specialist
		

	
	
		

		

		

		

	
	
		Enter Dowry or other internal revenue commitments (Custom Commitments)?
		Create Budget Amendment
		Cost Center Budget Specialist
		

	
	
		Enter and manage expense custom commitments (Custom Commitments)?
		Create Journal
		Cost Center Finance and Accounting Specialist
		

	
	
		

		

		

		

	
	
		Manage and report on Moveable Equipment (MEI)?
		Type the number of the Asset in the Search Field
		Cost Center Business Asset Tracking Specialist
		MEI Unit will no longer send or accept excel spreadsheets
	
	
		Approve MEI Asset transfers ?
		Approval Tasks show as Inbox Items
		Cost Center Manager
		

	
	
		

		

		

		

	
	
		Update and maintain Labor schedules?
		Assign Costing Allocation
		Cost Center Payroll Costing Specialist
		

	
	
		Prepare and edit Labor Distribution Adjustments (LDA)?
		Create Payroll Accounting Adjustments
		Cost Center Payroll Accounting Adjustment Specialist
		Includes Oracle LD_STUCAS responsiblities
	
	
		Approve Labor Distribution Adjestments (LDA)?
		Approval Tasks show as Inbox Items
		Cost Center Manager
		Includes Oracle LD_STUCAS responsiblities
	
	
		Approve GRANT related Labor Distribution Adjsutments (LDA/Cost Transfers)?
		Approval Tasks show as Inbox Items
		Grant Manager
		Office of Sponsored Projects (OSP) will assign this role throught the Grant Hierarchy when a grant is set up. A grant hierarchy is assigned by Lead Administrators.
	
	
		

		

		

		

	
	
		Prepare and edit manual journal entries (JSA)?
		Create Journal
		Cost Center Finance and Accounting Specialist
		Includes manual ISP journals and Commitment Journals
	
	
		Approve Journal entries (JSA)?
		Approval Tasks show as Inbox Items
		Cost Center Manager
		

	
	
		Approve GRANT related Journal Entries (JSA/Cost Transfers)?
		Approval Tasks show as Inbox Items
		Grant Manager
		Office of Sponsored Projects (OSP) will assign this role throught the Grant Hierarchy when a grant is set up. A grant hierarchy is assigned by Lead Administrators.
	
	
		

		

		

		

	
	
		Run financial reports - all Financal and POAP data (no detail payroll data is included)?
		Search for the name of the specific report
		Cost Center Financial Analyst
		

	
	
		Include payroll detail in the financial reports that I run?
		See notes
		Cost Center Payroll Details
		This is an add on role that requires Cost Center Financial Analyst Role for complete reporting of Finance, POAP and Payroll.
	
	
		

		

		

		

	
	
		Review and monitor Effort Reporting?
		Approval Tasks show as Inbox Items
		Cost Center Effort Certification Reviewer
		

	
	
		Enter and maintain Grant budgets (YBT Grant Budgets)?
		Accessed through workflow, will show as Inbox Item
		Grant Budget Specialist
		Office of Sponsored Projects (OSP) will assign this role throught the Grant Hierarchy when a grant is set up. A grant hierarchy is assigned by Lead Administrators.
	
	
		

		

		

		

	
	
		PROCUREMENT/P2P
		
	
		What Task Do I need to….
		Workday Task Name
		Required Workday Role is ..
		Notes or considerations
	
	
		Prepare an Expense Report/Cash Advance for myself?
		Create Expense Report | Create Spend Authorization
		Access automatically given
		

	
	
		Prepare an Expense Report/Cash Advance for another employee?
		Create Expense Report | Create Spend Authorization
		Expense Delegate
		Department LA/OM will manage this delegation.  
	
	
		

		

		

		

	
	
		Buy something (Sciquest)?
		Create Requisition
		Requisitioner
		

	
	
		Prepare and view PO Change Orders (SciQuest) ?
		My Requisitions (Report)
		Cost Center P2P PO Specialist
		

	
	
		Process invoices on hold (AP Worklist user)?
		Accesed through workflow, will show as Inbox Item
		Cost Center P2P Invoice Specialist
		

	
	
		Setup or modify a Vendor?
		Create Supplier Request
		Cost Center AP Specialist
		

	
	
		Prepare a Check Request?
		Create Supplier Invoice Request
		Cost Center AP Specialist
		

	
	
		

		

		

		

	
	
		Look up a vendor, PO, or invoice payment status (Procurement Inquiry)?
		Find Suppliers | Find Supplier Invoices | Find Purchase Orders
		Cost Center P2P Inquiry
		Gives broader Finance reporting access (no salary detail)
	
	
		

		

		

		

	
	
		Review all purchases, Invoices, Cash Advances, and ER's before they are processed?
		Approval Tasks show as Inbox Items
		Cost Center P2P 1K Approver
		This role has ability to edit Requisitions (update charging instructions)
	
	
		Approve all purchases, Invoices, Cash Advances, and ER's that are <$1K? 
		Approval Tasks show as Inbox Items
		Cost Center P2P 1K Approver 
		

	
	
		Approve all purchases, Invoices, Cash Advances, and ER's that are Between $1K and 10K? 
		Approval Tasks show as Inbox Items
		Cost Center P2P 10K Approver 
		Transactions >10K will bypass this Approver
	
	
		Approve all purchases, Invoices, Cash Advances, and ER's that are >$10K? 
		Approval Tasks show as Inbox Items
		Cost Center P2P Unlimited Approver
		

	



Sheet 2: Workday Roles

	
	
	
	
	
	
	
	
	
	
		Functional Area
		Role Name
		To Be Mapped By
		Brief Description
		Security Access Level for Role
		FOR REFERENCE ONLY
Legacy Role (Oracle and other legacy systems)
		Initiate
		Review / Approve
		Approve / No Edit
	
	
		Grants
		Award Principal Investigator - to be assigned by OSP
		OSP / Central
		Primary investigator assigned to grants across one or more awards.
This role is assigned by OSP to the PI during the award set up process.
		Award Contract
		Primary/Lead Principal Investigator
		

		

		

	
	
		Supplier Accounts (AP)
		Cost Center AP Specialist
		Business Office
		Prepare and view certain decentralized AP transactions including Supplier Set Up Requests and Supplier Invoice Requests (aka Check Requests).
		Cost Center
Cost Center Hierarchy
		Procurement Vendor Setup Approvers
		REQUEST FOR INVOICE (FORMERLY CHECK REQUESTS)
SUPPLIER REQUEST
		

		

	
	
		Customer Accounts (AR)
		Cost Center AR Customer Billing Specialist
		Central
		Perform customer contract billing functions. Examples include maintaining billing schedules and generating installments. 
		Cost Center
Cost Center Hierarchy
		BMS AR - Dept User
		BILLING SCHEDULES
		

		

	
	
		Customer Accounts (AR)
		Cost Center AR Customer Contract Specialist
		Central
		Perform customer contract management functions. Examples include maintaining customer contracts and amendments.
		Cost Center
Cost Center Hierarchy
		No current state corollary
		CUSTOMER CONTRACTS
		

		

	
	
		Customer Accounts (AR)
		Cost Center AR Customer Invoice Specialist
		Central
		Prepare individual AR invoices (e.g., "one-off" invoices) that are not associated with a recurring billing schedule. 
		Cost Center
Cost Center Hierarchy
		BMS AR - Dept User
		INVOICES (“ONE OFF” INVOICES)
		

		

	
	
		Customer Accounts (AR)
		Cost Center AR Customer Writeoff Specialist
		Central
		Prepare bad debt write-offs for AR. 
		Cost Center
Cost Center Hierarchy
		BMS AR - Administrator Role
		BAD DEBT WRITE-OFFS
		

		

	
	
		Budgets
		Cost Center Budget Specialist
		Business Office
		Enters and maintains multi-year budgets via the budget amendments task. This role will support departments who are currently using Custom Commitments to track their SDF funds or other internal funding commitments.
		Cost Center
Cost Center Hierarchy
		YBT User (non-grant budgets)
Oracle Custom Commitments User
		MULTI-YEAR BUDGETS
		

		

	
	
		Business Assets
		Cost Center Business Asset Tracking Specialist
		Business Office
		Prepares business asset tracking transactions (usually MEI) in departments.  Business processes include asset issues, transfers, and disposals.  
		
Cost Center
Cost Center Hierarchy
		Oracle YUGL_MEI General User
		MEI ASSET DISPOSALS
MEI ASSET ISSUE
MEI ASSET TRANSFERS
		

		

	
	
		Banking and Settlement
		Cost Center Cash Sale Specialist
		Business Office
		Prepares cash sales (aka cash deposits) in departments.
		
Cost Center
Cost Center Hierarchy
		Oracle YUGL_RIF User
		CASH SALE
		

		

	
	
		Effort Certification
		Cost Center Effort Certification Reviewer
		Business Office
		Perform effort certification pre-review function.
		Cost Center
Cost Center Hierarchy
		ERS/Maximus pre-reviewer
		

		EFFORT CERTIFICATION
		

	
	
		Financial Accounting
		Cost Center Finance and Accounting Specialist
		Business Office
		
Prepares and edits journal entries, manual ISP billing journals, and manual commitments (e.g., commitment journals)
		Cost Center
Cost Center Hierarchy
		Oracle YUGL_Phase 2 JSA Staging User
Oracle Custom Commitments User
		COST TRANSFERS – NON-SALARY
COMMITMENT JOURNALS (FORMERLY CUSTOM COMMITMENTS)
JOURNAL ENTRIES (ACTUALS)
MANUAL ISP BILLING (ACTUALS)
		

		

	
	
		Reporting - All Financials
		Cost Center Payroll Details
		Business Office
		By adding on this role, the user will be able to see payroll details instead of a summarized journal line. This role will be granted separately from Cost Center Financial Analyst.
		Cost Center
Cost Center Hierarchy
		DWH1-View Financial Info & HR Info
		

		

		

	
	
		Financial Accounting
		Cost Center Manager
		Business Office
		
Approval authority for finance business processes including non-grant journals, manual ISP billing journals, PAAs, AR write-offs, business asset (MEI) transfers
		Cost Center
Cost Center Hierarchy
		Oracle:
YUGL_Phase 2 Staging Manager w/no GC xfers
YUGL_JSA_Department_Grant_Approver
YULD_Phase 2 Dept Manager With NO Grants
YULD_Department_Grant_Approver
YULD STUCAS Dept LD Accountant With Grants
		

		

		BAD DEBT WRITE-OFFS
MEI ASSET TRANSFERS
JOURNAL ENTRIES (ACTUALS)
MANUAL ISP BILLING (ACTUALS)
PAYROLL ACCOUNTING ADJUSTMENTS
	
	
		Procurement
		Cost Center P2P Approver - $10K
		Business Office
		
Approval authority for Procure to Pay business processes up to $10K (spend authorizations with/without cash advance and expense reports, invoice approvals, PO Match exceptions, supplier invoice request)
Reviews all transactions before going to a higher dollar approver.
		Cost Center
Cost Center Hierarchy
		
Oracle Invoice Worklist approvers
Oracle EMS/Iexpense approvers
SciQuest approvers
		

		

		REQUISITIONS
REQUEST FOR INVOICE (FORMERLY CHECK REQUESTS)
PO CHANGE ORDERS
EXPENSE REPORTS
SPEND AUTHORIZATION
INVOICE UPDATES (e.g., WORKLIST ITEMS)
	
	
		Procurement
		Cost Center P2P Approver - $1K
		Business Office
		
Approval authority for Procure to Pay business processes up to $1K (spend authorizations with/without cash advance and expense reports, invoice approvals, PO Match exceptions, supplier invoice request)
Reviews all transactions before going to a higher dollar approver.

		
Cost Center
Cost Center Hierarchy
		
Oracle Invoice Worklist approvers
Oracle EMS/Iexpense approvers
SciQuest approvers
		

		REQUISITIONS
		
REQUEST FOR INVOICE (FORMERLY CHECK REQUESTS)
PO CHANGE ORDERS
EXPENSE REPORTS
SPEND AUTHORIZATION
INVOICE UPDATES (e.g., WORKLIST ITEMS)
	
	
		Procurement
		Cost Center P2P Approver - Unlimited
		Business Office
		
Approval authority for Procure to Pay business processes - Unlimited dollar amount (spend authorizations with/without cash advance and expense reports,  invoice approvals, PO Match exceptions, supplier invoice request)
		Cost Center
Cost Center Hierarchy
		
Oracle Invoice Worklist approvers
Oracle EMS/Iexpense approvers
SciQuest approvers
		

		

		REQUISITIONS
REQUEST FOR INVOICE (FORMERLY CHECK REQUESTS)
PO CHANGE ORDERS
EXPENSE REPORTS
SPEND AUTHORIZATION
INVOICE UPDATES (e.g., WORKLIST ITEMS)
	
	
		Procurement
		Cost Center P2P Invoice Specialist
		Business Office
		Review and edit invoices, and also reviews PO invoice when PO "match exception" requires receipt verification (aka "Receiving")
		Cost Center
Cost Center Hierarchy
		Oracle Invoice Worklist user
		RECEIPT (OF GOODS VERIFICATION)
		INVOICE UPDATES (e.g., WORKLIST ITEMS)
		

	
	
		Procurement
		Cost Center P2P PO Specialist
		Business Office
		Prepare and view PO Change Orders
		Cost Center
Cost Center Hierarchy
		No current state corollary
		PO CHANGE ORDERS
		

		

	
	
		Core Payroll
		Cost Center Payroll Accounting Adjustment Specialist
		Business Office
		Prepares & edits payroll accounting adjustments
		Cost Center
Cost Center Hierarchy
		Oracle YULD_Phase 2 Dept Accountant
YULD STUCAS Dept LD Accountant With Grants
		COST TRANSFERS – SALARY
PAYROLL ACCOUNTING ADJUSTMENTS
		

		

	
	
		Core Payroll
		Cost Center Payroll Costing Specialist
		Business Office
		Maintains payroll costing allocations and position restrictions
		Cost Center
Cost Center Hierarchy
		Oracle YULD_Phase 2 Dept Specialist
		ASSIGN PAYROLL COSTING ALLOCATIONS & POSITION RESTRICTIONS
		

		

	
	
		Reporting - All Financials
		Cost Center Payroll Details
		Business Office
		By adding on this role, the user will be able to see payroll details instead of a summarized journal line. This role will be granted separately from Cost Center Financial Analyst.
		Cost Center
Cost Center Hierarchy
		DWH1-View Financial Info & HR Info
		

		

		

	
	
		Financial Accounting
		Cost Center Regional Director 
		Central
		
Approval authority for finance business processes including non-grant journals, manual ISP billing journals, PAAs, AR write-offs, business asset (MEI) transfers; Will be invoked as an Alternate Approver for Cost Center Manager, and available as an Ad Hoc Approver.
		Cost Center
Cost Center Hierarchy
		No current state corollary
		

		

		

	
	
		Grants
		Grant Budget Specialist
		OSP / Central
		Maintain grant budgets via the budget amendments task. 
		Grant
		YBT User (grant budgets)
		GRANT BUDGETS
		

		

	
	
		Grants
		Grant Manager
		OSP / Central
		
Approval authority for grant financial business processes such as cost transfers and subaward invoice approvals.  This role is assigned by OSP to individual(s) in the owning BusOps department during the grant set up process.
		Grant
		No current state corollary
		

		

		COST TRANSFERS – NON-SALARY
COST TRANSFERS – SALARY
INVOICE UPDATES (e.g., WORKLIST ITEMS)
	
	
		Grants
		Multiple PIs - to be assigned by OSP
		OSP / Central
		Co-investigator assigned to grants across one or more awards.
This role is assigned by OSP to the PI during the grant set up process.
		Grant
		Co-PI
		

		

		

	
	
		Grants
		Principal Investigator - to be assigned by OSP
		OSP / Central
		Investigator assigned to a Grant.
This role is assigned by OSP to the PI during the grant set up process.
		Grant
		ERS/Maximus User
Principal Investigator
		

		

		

	
	
		Procurement
		Requisitioner
		Business Office
		Prepares requisitions
		Cost Center
Cost Center Hierarchy
		SciQuest Requisitioner Roles
		REQUISITIONS
		

		

	
	
		Procurement
		Cost Center P2P Inquiry
		Business Office
		Procurement, Suppliers and Expenses Inquiry and reporting
		Cost Center
Cost Center Hierarchy
		SciQuest Procurement Inquiry Role
		

		

		

	



Sheet 3: Workday Processes

	
	
	
	
	
	
		Business Process Category
		Business Process or Task
		Initiate/Prepare
		Review/Approve
		Approve/No Edit
	
	
		ACCOUNTS PAYABLE
		REQUEST FOR INVOICE (FORMERLY CHECK REQUESTS)
		Cost Center AP Specialist
		

		Cost Center P2P Approver - $1K
Cost Center P2P Approver - $10K
Cost Center P2P Approver - Unlimited
	
	
		ACCOUNTS PAYABLE
		SUPPLIER REQUEST
		Cost Center AP Specialist
		

		

	
	
		AR/CUSTOMER ACCOUNTS
		BAD DEBT WRITE-OFFS
		Cost Center AR Customer Write-off Specialist
		

		Cost Center Manager
	
	
		AR/CUSTOMER ACCOUNTS
		BILLING SCHEDULES
		Cost Center AR Customer Billing Specialist
		

		

	
	
		AR/CUSTOMER ACCOUNTS
		CUSTOMER CONTRACTS
		Cost Center AR Customer Contract Specialist
		

		

	
	
		AR/CUSTOMER ACCOUNTS
		INVOICES (“ONE OFF” INVOICES)
		Cost Center AR Customer Invoice Specialist
		

		

	
	
		BUSINESS ASSETS
		MEI ASSET DISPOSALS
		Cost Center Business Asset Tracking Specialist
		

		

	
	
		BUSINESS ASSETS
		MEI ASSET ISSUE
		Cost Center Business Asset Tracking Specialist
		

		

	
	
		BUSINESS ASSETS
		MEI ASSET TRANSFERS
		Cost Center Business Asset Tracking Specialist
		

		Cost Center Manager
	
	
		CASH DEPOSITS
		CASH SALE
		Cost Center Cash Sale Specialist
		

		

	
	
		COST TRANSFERS
		COST TRANSFERS – NON-SALARY (FORMERLY JSA)
		Cost Center Finance & Accounting Specialist
		

		Grant Manager
	
	
		COST TRANSFERS
		COST TRANSFERS – SALARY (FORMERLY LDA)
		Cost Center Payroll Accounting Adjustment Specialist
		

		Grant Manager
	
	
		EFFORT CERTIFICATION
		EFFORT CERTIFICATION
		Effort Certification Manager
		Cost Center Effort Certification Reviewer
		

	
	
		EXPENSES
		EXPENSE REPORTS
		Employee as Self
Delegable Role
		

		Cost Center P2P Approver - $1K
Cost Center P2P Approver - $10K
Cost Center P2P Approver - Unlimited
	
	
		EXPENSES
		SPEND AUTHORIZATION
		Employee as Self
Delegable Role
		

		Cost Center P2P Approver - $1K
Cost Center P2P Approver - $10K
Cost Center P2P Approver - Unlimited
	
	
		JOURNALS
		COMMITMENT JOURNALS (FORMERLY EXPENSE CUSTOM COMMITMENTS)
		Cost Center Finance & Accounting Specialist
		

		

	
	
		JOURNALS
		JOURNAL ENTRIES
		Cost Center Finance & Accounting Specialist
		

		Cost Center Manager
	
	
		JOURNALS
		MANUAL ISP BILLING
		Cost Center Finance & Accounting Specialist
		

		Cost Center Manager
	
	
		NON-YBT BUDGETS
		GRANT BUDGETS (FORMERLY IN YBT)
		Grant Budget Specialist
		

		

	
	
		NON-YBT BUDGETS
		MULTI-YEAR BUDGETS (FORMERLY REVENUE CUSTOM COMMITMENTS)
		Cost Center Budget Specialist
		

		

	
	
		PAYROLL COSTING
		ASSIGN PAYROLL COSTING ALLOCATIONS & POSITION RESTRICTIONS
		Cost Center Payroll Costing Specialist
		

		

	
	
		PAYROLL COSTING
		PAYROLL ACCOUNTING ADJUSTMENTS (FORMERLY LDA)
		Cost Center Payroll Accounting Adjustment Specialist
		

		Cost Center Manager
	
	
		PROCUREMENT
		INVOICE UPDATES (FORMERLY AP WORKLIST)
		

		Cost Center P2P Invoice Specialist
		Grant Manager (for subaward invoices only)
Cost Center P2P Approver - $1K
Cost Center P2P Approver - $10K
Cost Center P2P Approver - Unlimited
	
	
		PROCUREMENT
		PO CHANGE ORDERS
		Cost Center P2P PO Specialist
		

		Cost Center P2P Approver - $1K
Cost Center P2P Approver - $10K
Cost Center P2P Approver - Unlimited
	
	
		PROCUREMENT
		RECEIPT (OF GOODS VERIFICATION)
		Cost Center P2P Invoice Specialist
		

		

	
	
		PROCUREMENT
		REQUISITIONS
		Requisitioner
		Cost Center P2P Approver - $1K
		Cost Center P2P Approver - $10K
Cost Center P2P Approver - Unlimited
	
	
		

		

		

		

		

	
	
		Business Process Category
		Business Process or Task
		Run/View Reports
		Schedule Reports for Self or Others
		Download Report Output
	
	
		REPORTING
		FINANCIAL INFORMATION – WITHOUT PAYROLL DETAIL
		Cost Center Financial Analyst
		Cost Center Financial Analyst
		Cost Center Financial Analyst
	
	
		REPORTING
		PAYROLL DETAIL
		Cost Center Payroll Detail
		Cost Center Payroll Detail
		Cost Center Payroll Detail
	
	
		REPORTING/INQUIRY
		PROCUREMENT, INVOICES AND SUPPLIERS INFORMATION 
		Cost Center P2P Inquiry
		Cost Center P2P Inquiry
		Cost Center P2P Inquiry

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...Sheet mapping tasks to wd role finance what task do i need hellip workday name required is notes or considerations deposit cash checks rif record sale cost center specialist enter dowry other internal revenue commitments custom create budget amendment and manage expense journal accounting report on moveable equipment mei type the number of asset in search field business tracking unit will no longer send accept excel spreadsheets approve transfers approval show as inbox items manager update maintain labor schedules assign costing allocation payroll prepare edit distribution adjustments lda adjustment includes oracle ld stucas responsiblities adjestments grant related adjsutments ldacost office sponsored projects osp this throught hierarchy when a set up assigned by lead administrators manual entries jsa isp journals commitment jsacost run financial reports all financal poap data detail included for specific analyst include that see details an add requires complete reporting review monit...

FINANCE
What Task Do I need to….	Workday Task Name	Required Workday Role is ..	Notes or considerations
Deposit cash or checks (RIF)?	Record Cash Sale	Cost Center Cash Sale Specialist

Enter Dowry or other internal revenue commitments (Custom Commitments)?	Create Budget Amendment	Cost Center Budget Specialist
Enter and manage expense custom commitments (Custom Commitments)?	Create Journal	Cost Center Finance and Accounting Specialist

Manage and report on Moveable Equipment (MEI)?	Type the number of the Asset in the Search Field	Cost Center Business Asset Tracking Specialist	MEI Unit will no longer send or accept excel spreadsheets
Approve MEI Asset transfers ?	Approval Tasks show as Inbox Items	*Cost Center Manager*

Update and maintain Labor schedules?	Assign Costing Allocation	Cost Center Payroll Costing Specialist
Prepare and edit Labor Distribution Adjustments (LDA)?	Create Payroll Accounting Adjustments	Cost Center Payroll Accounting Adjustment Specialist	Includes Oracle LD_STUCAS responsiblities
Approve Labor Distribution Adjestments (LDA)?	Approval Tasks show as Inbox Items	*Cost Center Manager*	Includes Oracle LD_STUCAS responsiblities
Approve GRANT related Labor Distribution Adjsutments (LDA/Cost Transfers)?	Approval Tasks show as Inbox Items	*Grant Manager*	Office of Sponsored Projects (OSP) will assign this role throught the Grant Hierarchy when a grant is set up. A grant hierarchy is assigned by Lead Administrators.

Prepare and edit manual journal entries (JSA)?	Create Journal	Cost Center Finance and Accounting Specialist	Includes manual ISP journals and Commitment Journals
Approve Journal entries (JSA)?	Approval Tasks show as Inbox Items	*Cost Center Manager*
Approve GRANT related Journal Entries (JSA/Cost Transfers)?	Approval Tasks show as Inbox Items	*Grant Manager*	Office of Sponsored Projects (OSP) will assign this role throught the Grant Hierarchy when a grant is set up. A grant hierarchy is assigned by Lead Administrators.

Run financial reports - all Financal and POAP data (no detail payroll data is included)?	Search for the name of the specific report	Cost Center Financial Analyst
Include payroll detail in the financial reports that I run?	See notes	Cost Center Payroll Details	This is an add on role that requires Cost Center Financial Analyst Role for complete reporting of Finance, POAP and Payroll.

Review and monitor Effort Reporting?	Approval Tasks show as Inbox Items	Cost Center Effort Certification Reviewer
Enter and maintain Grant budgets (YBT Grant Budgets)?	Accessed through workflow, will show as Inbox Item	*Grant Budget Specialist*	Office of Sponsored Projects (OSP) will assign this role throught the Grant Hierarchy when a grant is set up. A grant hierarchy is assigned by Lead Administrators.

PROCUREMENT/P2P
What Task Do I need to….	Workday Task Name	Required Workday Role is ..	Notes or considerations
Prepare an Expense Report/Cash Advance for myself?	Create Expense Report \| Create Spend Authorization	Access automatically given
Prepare an Expense Report/Cash Advance for another employee?	Create Expense Report \| Create Spend Authorization	Expense Delegate	Department LA/OM will manage this delegation.

Buy something (Sciquest)?	Create Requisition	Requisitioner
Prepare and view PO Change Orders (SciQuest) ?	My Requisitions (Report)	Cost Center P2P PO Specialist
Process invoices on hold (AP Worklist user)?	Accesed through workflow, will show as Inbox Item	*Cost Center P2P Invoice Specialist*
Setup or modify a Vendor?	Create Supplier Request	Cost Center AP Specialist
Prepare a Check Request?	Create Supplier Invoice Request	Cost Center AP Specialist

Look up a vendor, PO, or invoice payment status (Procurement Inquiry)?	Find Suppliers \| Find Supplier Invoices \| Find Purchase Orders	Cost Center P2P Inquiry	Gives broader Finance reporting access (no salary detail)

Review all purchases, Invoices, Cash Advances, and ER's before they are processed?	Approval Tasks show as Inbox Items	*Cost Center P2P 1K Approver*	This role has ability to edit Requisitions (update charging instructions)
Approve all purchases, Invoices, Cash Advances, and ER's that are <$1K?	Approval Tasks show as Inbox Items	*Cost Center P2P 1K Approver*
Approve all purchases, Invoices, Cash Advances, and ER's that are Between $1K and 10K?	Approval Tasks show as Inbox Items	*Cost Center P2P 10K Approver*	Transactions >10K will bypass this Approver
Approve all purchases, Invoices, Cash Advances, and ER's that are >$10K?	Approval Tasks show as Inbox Items	*Cost Center P2P Unlimited Approver*

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Functional Area	Role Name	To Be Mapped By	Brief Description	Security Access Level for Role	FOR REFERENCE ONLY Legacy Role (Oracle and other legacy systems)	Initiate	Review / Approve	Approve / No Edit
Grants	Award Principal Investigator - to be assigned by OSP	OSP / Central	Primary investigator assigned to grants across one or more awards. This role is assigned by OSP to the PI during the award set up process.	Award Contract	Primary/Lead Principal Investigator
Supplier Accounts (AP)	Cost Center AP Specialist	Business Office	Prepare and view certain decentralized AP transactions including Supplier Set Up Requests and Supplier Invoice Requests (aka Check Requests).	Cost Center Cost Center Hierarchy	Procurement Vendor Setup Approvers	REQUEST FOR INVOICE (FORMERLY CHECK REQUESTS) SUPPLIER REQUEST
Customer Accounts (AR)	Cost Center AR Customer Billing Specialist	Central	Perform customer contract billing functions. Examples include maintaining billing schedules and generating installments.	Cost Center Cost Center Hierarchy	BMS AR - Dept User	BILLING SCHEDULES
Customer Accounts (AR)	Cost Center AR Customer Contract Specialist	Central	Perform customer contract management functions. Examples include maintaining customer contracts and amendments.	Cost Center Cost Center Hierarchy	No current state corollary	CUSTOMER CONTRACTS
Customer Accounts (AR)	Cost Center AR Customer Invoice Specialist	Central	Prepare individual AR invoices (e.g., "one-off" invoices) that are not associated with a recurring billing schedule.	Cost Center Cost Center Hierarchy	BMS AR - Dept User	INVOICES (“ONE OFF” INVOICES)
Customer Accounts (AR)	Cost Center AR Customer Writeoff Specialist	Central	Prepare bad debt write-offs for AR.	Cost Center Cost Center Hierarchy	BMS AR - Administrator Role	BAD DEBT WRITE-OFFS
Budgets	Cost Center Budget Specialist	Business Office	Enters and maintains multi-year budgets via the budget amendments task. This role will support departments who are currently using Custom Commitments to track their SDF funds or other internal funding commitments.	Cost Center Cost Center Hierarchy	YBT User (non-grant budgets) Oracle Custom Commitments User	MULTI-YEAR BUDGETS
Business Assets	Cost Center Business Asset Tracking Specialist	Business Office	Prepares business asset tracking transactions (usually MEI) in departments. Business processes include asset issues, transfers, and disposals.	Cost Center Cost Center Hierarchy	Oracle YUGL_MEI General User	MEI ASSET DISPOSALS MEI ASSET ISSUE MEI ASSET TRANSFERS
Banking and Settlement	Cost Center Cash Sale Specialist	Business Office	Prepares cash sales (aka cash deposits) in departments.	Cost Center Cost Center Hierarchy	Oracle YUGL_RIF User	CASH SALE
Effort Certification	Cost Center Effort Certification Reviewer	Business Office	Perform effort certification pre-review function.	Cost Center Cost Center Hierarchy	ERS/Maximus pre-reviewer		EFFORT CERTIFICATION
Financial Accounting	Cost Center Finance and Accounting Specialist	Business Office	Prepares and edits journal entries, manual ISP billing journals, and manual commitments (e.g., commitment journals)	Cost Center Cost Center Hierarchy	Oracle YUGL_Phase 2 JSA Staging User Oracle Custom Commitments User	COST TRANSFERS – NON-SALARY COMMITMENT JOURNALS (FORMERLY CUSTOM COMMITMENTS) JOURNAL ENTRIES (ACTUALS) MANUAL ISP BILLING (ACTUALS)
Reporting - All Financials	Cost Center Payroll Details	Business Office	By adding on this role, the user will be able to see payroll details instead of a summarized journal line. This role will be granted separately from Cost Center Financial Analyst.	Cost Center Cost Center Hierarchy	DWH1-View Financial Info & HR Info
Financial Accounting	Cost Center Manager	Business Office	Approval authority for finance business processes including non-grant journals, manual ISP billing journals, PAAs, AR write-offs, business asset (MEI) transfers	Cost Center Cost Center Hierarchy	Oracle: YUGL_Phase 2 Staging Manager w/no GC xfers YUGL_JSA_Department_Grant_Approver YULD_Phase 2 Dept Manager With NO Grants YULD_Department_Grant_Approver YULD STUCAS Dept LD Accountant With Grants			BAD DEBT WRITE-OFFS MEI ASSET TRANSFERS JOURNAL ENTRIES (ACTUALS) MANUAL ISP BILLING (ACTUALS) PAYROLL ACCOUNTING ADJUSTMENTS
Procurement	Cost Center P2P Approver - $10K	Business Office	Approval authority for Procure to Pay business processes up to $10K (spend authorizations with/without cash advance and expense reports, invoice approvals, PO Match exceptions, supplier invoice request) Reviews all transactions before going to a higher dollar approver.	Cost Center Cost Center Hierarchy	Oracle Invoice Worklist approvers Oracle EMS/Iexpense approvers SciQuest approvers			REQUISITIONS REQUEST FOR INVOICE (FORMERLY CHECK REQUESTS) PO CHANGE ORDERS EXPENSE REPORTS SPEND AUTHORIZATION INVOICE UPDATES (e.g., WORKLIST ITEMS)
Procurement	Cost Center P2P Approver - $1K	Business Office	Approval authority for Procure to Pay business processes up to $1K (spend authorizations with/without cash advance and expense reports, invoice approvals, PO Match exceptions, supplier invoice request) Reviews all transactions before going to a higher dollar approver.	Cost Center Cost Center Hierarchy	Oracle Invoice Worklist approvers Oracle EMS/Iexpense approvers SciQuest approvers		REQUISITIONS	REQUEST FOR INVOICE (FORMERLY CHECK REQUESTS) PO CHANGE ORDERS EXPENSE REPORTS SPEND AUTHORIZATION INVOICE UPDATES (e.g., WORKLIST ITEMS)
Procurement	Cost Center P2P Approver - Unlimited	Business Office	Approval authority for Procure to Pay business processes - Unlimited dollar amount (spend authorizations with/without cash advance and expense reports, invoice approvals, PO Match exceptions, supplier invoice request)	Cost Center Cost Center Hierarchy	Oracle Invoice Worklist approvers Oracle EMS/Iexpense approvers SciQuest approvers			REQUISITIONS REQUEST FOR INVOICE (FORMERLY CHECK REQUESTS) PO CHANGE ORDERS EXPENSE REPORTS SPEND AUTHORIZATION INVOICE UPDATES (e.g., WORKLIST ITEMS)
Procurement	Cost Center P2P Invoice Specialist	Business Office	Review and edit invoices, and also reviews PO invoice when PO "match exception" requires receipt verification (aka "Receiving")	Cost Center Cost Center Hierarchy	Oracle Invoice Worklist user	RECEIPT (OF GOODS VERIFICATION)	INVOICE UPDATES (e.g., WORKLIST ITEMS)
Procurement	Cost Center P2P PO Specialist	Business Office	Prepare and view PO Change Orders	Cost Center Cost Center Hierarchy	No current state corollary	PO CHANGE ORDERS
Core Payroll	Cost Center Payroll Accounting Adjustment Specialist	Business Office	Prepares & edits payroll accounting adjustments	Cost Center Cost Center Hierarchy	Oracle YULD_Phase 2 Dept Accountant YULD STUCAS Dept LD Accountant With Grants	COST TRANSFERS – SALARY PAYROLL ACCOUNTING ADJUSTMENTS
Core Payroll	Cost Center Payroll Costing Specialist	Business Office	Maintains payroll costing allocations and position restrictions	Cost Center Cost Center Hierarchy	Oracle YULD_Phase 2 Dept Specialist	ASSIGN PAYROLL COSTING ALLOCATIONS & POSITION RESTRICTIONS
Reporting - All Financials	Cost Center Payroll Details	Business Office	By adding on this role, the user will be able to see payroll details instead of a summarized journal line. This role will be granted separately from Cost Center Financial Analyst.	Cost Center Cost Center Hierarchy	DWH1-View Financial Info & HR Info
Financial Accounting	Cost Center Regional Director	Central	Approval authority for finance business processes including non-grant journals, manual ISP billing journals, PAAs, AR write-offs, business asset (MEI) transfers; Will be invoked as an Alternate Approver for Cost Center Manager, and available as an Ad Hoc Approver.	Cost Center Cost Center Hierarchy	No current state corollary
Grants	Grant Budget Specialist	OSP / Central	Maintain grant budgets via the budget amendments task.	Grant	YBT User (grant budgets)	GRANT BUDGETS
Grants	Grant Manager	OSP / Central	Approval authority for grant financial business processes such as cost transfers and subaward invoice approvals. This role is assigned by OSP to individual(s) in the owning BusOps department during the grant set up process.	Grant	No current state corollary			COST TRANSFERS – NON-SALARY COST TRANSFERS – SALARY INVOICE UPDATES (e.g., WORKLIST ITEMS)
Grants	Multiple PIs - to be assigned by OSP	OSP / Central	Co-investigator assigned to grants across one or more awards. This role is assigned by OSP to the PI during the grant set up process.	Grant	Co-PI
Grants	Principal Investigator - to be assigned by OSP	OSP / Central	Investigator assigned to a Grant. This role is assigned by OSP to the PI during the grant set up process.	Grant	ERS/Maximus User Principal Investigator
Procurement	Requisitioner	Business Office	Prepares requisitions	Cost Center Cost Center Hierarchy	SciQuest Requisitioner Roles	REQUISITIONS
Procurement	Cost Center P2P Inquiry	Business Office	Procurement, Suppliers and Expenses Inquiry and reporting	Cost Center Cost Center Hierarchy	SciQuest Procurement Inquiry Role

Business Process Category	Business Process or Task	Initiate/Prepare	Review/Approve	Approve/No Edit
ACCOUNTS PAYABLE	REQUEST FOR INVOICE (FORMERLY CHECK REQUESTS)	Cost Center AP Specialist		Cost Center P2P Approver - $1K Cost Center P2P Approver - $10K Cost Center P2P Approver - Unlimited
ACCOUNTS PAYABLE	SUPPLIER REQUEST	Cost Center AP Specialist
AR/CUSTOMER ACCOUNTS	BAD DEBT WRITE-OFFS	Cost Center AR Customer Write-off Specialist		Cost Center Manager
AR/CUSTOMER ACCOUNTS	BILLING SCHEDULES	Cost Center AR Customer Billing Specialist
AR/CUSTOMER ACCOUNTS	CUSTOMER CONTRACTS	Cost Center AR Customer Contract Specialist
AR/CUSTOMER ACCOUNTS	INVOICES (“ONE OFF” INVOICES)	Cost Center AR Customer Invoice Specialist
BUSINESS ASSETS	MEI ASSET DISPOSALS	Cost Center Business Asset Tracking Specialist
BUSINESS ASSETS	MEI ASSET ISSUE	Cost Center Business Asset Tracking Specialist
BUSINESS ASSETS	MEI ASSET TRANSFERS	Cost Center Business Asset Tracking Specialist		Cost Center Manager
CASH DEPOSITS	CASH SALE	Cost Center Cash Sale Specialist
COST TRANSFERS	COST TRANSFERS – NON-SALARY (FORMERLY JSA)	Cost Center Finance & Accounting Specialist		Grant Manager
COST TRANSFERS	COST TRANSFERS – SALARY (FORMERLY LDA)	Cost Center Payroll Accounting Adjustment Specialist		Grant Manager
EFFORT CERTIFICATION	EFFORT CERTIFICATION	Effort Certification Manager	Cost Center Effort Certification Reviewer
EXPENSES	EXPENSE REPORTS	Employee as Self Delegable Role		Cost Center P2P Approver - $1K Cost Center P2P Approver - $10K Cost Center P2P Approver - Unlimited
EXPENSES	SPEND AUTHORIZATION	Employee as Self Delegable Role		Cost Center P2P Approver - $1K Cost Center P2P Approver - $10K Cost Center P2P Approver - Unlimited
JOURNALS	COMMITMENT JOURNALS (FORMERLY EXPENSE CUSTOM COMMITMENTS)	Cost Center Finance & Accounting Specialist
JOURNALS	JOURNAL ENTRIES	Cost Center Finance & Accounting Specialist		Cost Center Manager
JOURNALS	MANUAL ISP BILLING	Cost Center Finance & Accounting Specialist		Cost Center Manager
NON-YBT BUDGETS	GRANT BUDGETS (FORMERLY IN YBT)	Grant Budget Specialist
NON-YBT BUDGETS	MULTI-YEAR BUDGETS (FORMERLY REVENUE CUSTOM COMMITMENTS)	Cost Center Budget Specialist
PAYROLL COSTING	ASSIGN PAYROLL COSTING ALLOCATIONS & POSITION RESTRICTIONS	Cost Center Payroll Costing Specialist
PAYROLL COSTING	PAYROLL ACCOUNTING ADJUSTMENTS (FORMERLY LDA)	Cost Center Payroll Accounting Adjustment Specialist		Cost Center Manager
PROCUREMENT	INVOICE UPDATES (FORMERLY AP WORKLIST)		Cost Center P2P Invoice Specialist	Grant Manager (for subaward invoices only) Cost Center P2P Approver - $1K Cost Center P2P Approver - $10K Cost Center P2P Approver - Unlimited
PROCUREMENT	PO CHANGE ORDERS	Cost Center P2P PO Specialist		Cost Center P2P Approver - $1K Cost Center P2P Approver - $10K Cost Center P2P Approver - Unlimited
PROCUREMENT	RECEIPT (OF GOODS VERIFICATION)	Cost Center P2P Invoice Specialist
PROCUREMENT	REQUISITIONS	Requisitioner	Cost Center P2P Approver - $1K	Cost Center P2P Approver - $10K Cost Center P2P Approver - Unlimited

Business Process Category	Business Process or Task	Run/View Reports	Schedule Reports for Self or Others	Download Report Output
REPORTING	FINANCIAL INFORMATION – WITHOUT PAYROLL DETAIL	Cost Center Financial Analyst	Cost Center Financial Analyst	Cost Center Financial Analyst
REPORTING	PAYROLL DETAIL	Cost Center Payroll Detail	Cost Center Payroll Detail	Cost Center Payroll Detail
REPORTING/INQUIRY	PROCUREMENT, INVOICES AND SUPPLIERS INFORMATION	Cost Center P2P Inquiry	Cost Center P2P Inquiry	Cost Center P2P Inquiry

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