See below for a list of Finance Workday security roles. View the Workday @ GVSU Security page for general information. 

Worker As Self

The primary initiation role for finance transactions is the employee themselves. Any employee can initiate a transaction using any worktag in the entire University. It will automatically be forwarded on for approval based on the worktags used to the approval roles listed below.

Some of the tasks that we would expect the employee to initiate themselves include:

• Expense Report for themselves
• Requisition for any worktag
• Purchase Order Receipt
• PO Change Order Request
• Supplier Invoice Request
• Internal Service Provider Request
• Accounting Adjustments Request

Cost Center Manager

Cost Centers Worktags represent the lowest level of significant financial oversight or accountability and equate to a Banner organization code. They identify a department or unit to which costs are charged. Each employee is placed in a cost center, including their associated payroll costs and operating expenses. Every cost center is part of a hierarchy that rolls up to higher levels of oversight. General Fund budgets will be created and managed at the cost center level, much like they are today. Cost center manager will be assigned on each cost center.

Some of the tasks to be approved by the cost center manager include approval of:

• Expense Report Approval
• Requisition/Purchase Order/Change Order
• Internal Service Provider
• Supplier Invoice Requests
• Accounting Adjustments
• Customer Billing Event
• Budget Amendments
• Costing Allocation

Please note, cost center manager:

• Does NOT give contract authority to that individual. Existing University policy on contract authority must continue to be followed.
• Is not the same as the Manager role used in HCM for an individual with a direct report. The Manager role is an HR and Payroll processing role.

Cost Center Assistant

Created for those cost center managers that have assistants that need to review and edit transactions for proper worktags and supporting information. Cost Center Assistant is optional as not every cost center has administrative support.

Some of the initiation/review/edit tasks that can be completed by the cost center assistant include:

• Creating expense reports for anyone
• Requisition/Purchase Order/Change Order
• Internal Service Delivery
• Supplier Invoice Requests
• Expense Reports
• Accounting Adjustments
• Customer Billing Events

Cost Center Financial Analyst

Cost Centers Financial Analyst is a view only role that can access detailed data and reports for transactions approved by the Cost Center Manager.  The Cost Center represent the lowest level of significant financial oversight or accountability and equate to a Banner organization code. Cost center financial analyst can be assigned to a single cost center or group of related cost centers at the hierarchy level.

Cost Centers Financial Analyst can view the following transactions:

• Expense Reports
• Expense Card Purchases (formerly Pcard)
• Requisition/Purchase Order/Change Order
• Supplier Invoice Requests
• Accounting Adjustments
• Customer Billing Events

Cost Center Financial Analyst with Payroll Details

Cost Centers Financial Analyst with Payroll Details is a view only role that can access detailed data and reports for transactions approved by the Cost Center Manager, including payroll details by individual worker.  The Cost Center represent the lowest level of significant financial oversight or accountability and equate to a Banner organization code. Cost center financial analyst can be assigned to a single cost center or group of related cost centers at the hierarchy level.

Cost Centers Financial Analyst with Payroll Details can view the following transactions:

• Expense Reports
• Expense Card Purchases (formerly Pcard)
• Requisition/Purchase Order/Change Order
• Supplier Invoice Requests
• Accounting Adjustments
• Customer Billing Events
• Payroll Costing Allocations

Designation Manager

The Designation Worktag is used to account for other departmental activities such as further breakdown of General Fund budget beyond the cost center, contractual activity, indirect cost recovery, auxiliary activity, departmental reserves, agency-related activity, etc. General Fund Designations are treated as part of the overall General Fund budget.

For non-general fund designations (the equivalent of Banner designated funds, auxiliary funds and restricted funds), ending balances will be accumulated and carried forward to future years.

A designation manager can be assigned, but not mandatory. Approval on designation worktags will also route to the cost center manager assigned (which has been assigned based on Banner Org).

Grants PI

Grants track sponsored activity awarded by an external party (e.g., federal, state, private foundation) and have distinct beginning and ending dates. A Principal Investigator (PI) will be assigned to each grant. Approval on grant worktags will also route to the cost center manager assigned (which has been assigned based on Banner Org).

Principal Investigator approves the following grant-related transactions:

• Expense Reports
• Expense Card Purchases (formerly Pcard)
• Requisition/Purchase Order/Change Order
• Supplier Invoice Requests
• Accounting Adjustments
• Customer Billing Events
• Costing Allocations

Gift Manager

The Gift Worktag is used to record donations received (including endowed gifts or other donations) and endowed spending activity. In most cases, the gift manager will be the financial aid office (for scholarships) or the same as the cost center manager for department gift spending.

Gift Manager approves the following gift-related transactions:

• Expense Reports
• Expense Card Purchases (formerly Pcard)
• Requisition/Purchase Order/Change Order
• Supplier Invoice Requests
• Accounting Adjustments
• Customer Billing Events

Project Manager

The Project Worktag is used to record costs for facilities capital or maintenance projects. In most cases, the project manager will be a member of the Facilities Planning or Facilities Services team.

Project Manager approves the following project-related transactions:

• Expense Reports
• Expense Card Purchases (formerly Pcard)
• Requisition/Purchase Order/Change Order
• Supplier Invoice Requests
• Accounting Adjustments