University of Rochester



[ ]Employee Leaving Submit a Request to Remove Roles prior to Leaving PositionIt is best to initiate changes in Workday prior to the employee leaving permanently. Anyone with initiator or approver roles in Workday will have to submit a P2P Security Form to remove those roles from their Workday profile. To see the roles to remove the user should type View My Role Assignments in the global search bar in Workday. They will see a list of all their roles and they should transfer all of them to their security form. It is recommended a copy of the form be retained so those same roles can be assigned to the replacement. [ ] Employee Replacing Departing Employee Submit a Request to Add Initiator RolesThe person who is assuming those roles of the departing employee will also need to submit a P2P Security Form to add them. [ ] Transfer Tasks on initiated transactions to another staff member (replacement) If the employee leaving has been an initiator, all of their current tasks in Workday will need to be transferred to another user (replacement) so invoice match exceptions and other notifications can go to the correct individual to resolve them. This will only work for items created in the current fiscal year.The P2P Service Center can initiate the transfer, but they need information in order to do this. Below are the instructions on how to obtain the necessary information.Once you have the spreadsheet you will need to type Create Request in the global search bar in Workday to initiate the request to transfer the items to your new initiator. Be sure to attach the Excel file to your request. The completed request will route to the P2P Service Center and they will initiate the transfer of the tasks. [ ]Change the contact person on Purchase Orders Initiated by Departing EmployeeFor Purchase Orders created outside of the current fiscal year it is possible to change the name of the contact on a PO. This will allow match exceptions to route to the new individual. To do this someone with the same security as the prior individual will need to bring up the Purchase Order and initiate a change order. When the change order opens you will need to look at the Contact Information and change the field anywhere the name of the prior person is listed. Sometimes that will include the Buyer fields and sometimes it will not. Include an internal memo stating you updated the contact information and change the issue option to Phone. Changing the issue option will prevent the change order from going out to the supplier.[ ]Manager Change Invoice Exception Worklet to View Invoice Match ExceptionsThe manager of the departing employee should change their Match Exception Worklet to view invoice match exceptions for the departed employee by clicking on the gear icon and editing the settings to select Waiting for Worker ................
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