Workday Roles for Research Administrators to View Salary Data

The following two Workday roles are available to Research Administrators to allow view access to ASU compensation and position data.

  • Costing Allocation – View Only role: Workday HCM (Human Resources) role intended to allow research administrators (both Unit and Central/KE) to view costing allocations across the University.
  • Financial Payroll Analyst role: Workday FMS (Financials) role that allows users with the Costing Allocation – View Only to view ASU employee salaries.

Both roles are needed in order for research administrators to verify salary amounts for project budgeting activities and to provide documentation of personnel costs when required by sponsors.

(Note: Post-Award Unit staff may also need to request the ‘Department Payroll Costing Specialist’ role in Workday HCM if responsibilities include editing costing allocations and/or remapping payroll to new account(s). The ‘Department Payroll Costing Specialist’ role is also university-wide.)

Each role will need to be requested separately in Workday using the Create Role Request task. The Systems Access and Salaries, Wages, and ERE pages on the researchadmin website have been updated. An information walkthrough video clip is available to the RA Community in MS Teams, as a supplement to the written instructions below.

Workday HCM Roles and Navigation Instructions

  1. In the Workday search bar, enter Create Role Request and press Enter.
  2. Select the Create Role Request link.
  3. Select New Request for Self. (or ‘New Request for Others‘ if requesting for a colleague)
  4. Effective Date: Select today’s date (or future date, as appropriate)
  5. Module: Select Human Resources
  6. Role Type: Select Departmental Roles
  7. College/Department: Locate your College or Department in the list
  8. Business Justification: Enter a justification along these lines – My position includes research administration responsibilities involving access to ASU payroll data across the enterprise (not limited to my own department or college). Examples of activities include preparation and maintenance of grant budgets, providing federal funding agencies with backup documentation of sponsored project cost estimates, position mapping, etc.
  9. Click ‘+‘ button under Add Security
  10. Role/Security Group: Select Costing Allocations – View Only
  11. Usage Type: Select Company
  12. Organizations: Select Arizona State University
  13. Click Submit button
    • Request ID is displayed. The request will route for approvals, including supervisor and Department Role Manager(s).
  14. Click Done button
  15. Monitor Workday notifications/inbox for status updates
  1. In the Workday Search bar, enter Create Role Request and press Enter.
  2. Select the Create Role Request link.
  3. Select New Request for Self. (or ‘New Request for Others‘ if requesting for a colleague)
  4. Effective Date: Select today’s date (or future date, as appropriate)
  5. Module: Select FIN – Financial
  6. Role Type: Select Departmental Roles
  7. College/Department: Locate your College or Department in the list
  8. Business Justification: Enter a justification along these lines – My research administration role requires access to payroll data for sponsored project budgets and cost documentation requests for projects including personnel from across the University.
  9. Click ‘+‘ button under Add Security
  10. Role/Security Group: Select Financial Payroll Analyst
  11. Usage Type: Select Pay Group
  12. Organizations: Select ASU Regular
  13. Click Submit button
  14. Request ID is displayed. The request will route for approvals, including supervisor and Department Role Manager(s).
  15. Click Done button
  16. Monitor Workday notifications/inbox for status updates
A Workday Salary Lookup Job Aid has been posted to the Resources page on the researchadmin website. This job aid was created by a colleague in the RA Community and provides labeled screenshots to help users navigate compensation and position data in Workday HCM.
Certain sponsors require documentation of salary rates from the payroll system. Below are steps for pulling screenshots from Workday to document specific ASU employee salary rates. (Note: the Costing Allocation – View Only and Financial Payroll Analyst roles are required in order to take the steps below in Workday).
  1. Search for the individual in the Workday Search bar
    • From the options that populate, select the employees name with the person icon
  2. Click the Actions button under the individual’s name in the lefthand menu
  3. Select Compensation > View Compensation
  4. The View As Of date defaults to today’s date
  5. If the individual has multiple positions, select the applicable position
  6. Click OK
  7. Screenshot the record, making sure to include the employee’s name and the full box outlines on sides and bottom.
  8. Paste screenshot into a Word file or other document, as required by the sponsor. Below is boilerplate language that can be used as an introduction to the salary documentation section.
  9. Repeat steps 1-8, as needed, to pull documentation for additional individuals.
Salary Documentation is included below for:

{list individual personnel here}

Workday (WD) is Arizona State University’s all-in-one finance, human resources and payroll system. Please note that each academic (e.g., faculty) personnel entry in Workday includes a ‘Work Period Percent of Year’ indicator that designates the length of the employee standard annual appointment. Any personnel with ‘Work Period Percent of Year 75.00%’ are on Academic Year appointments, so the annual salary presented for those employees is a 9-month salary.
By Research Operations
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