Single Task Delegation for Form I-9

Overview

This job aid explains how to create, edit, or end Single Task Delegations in Workday for a step within the Form I-9 process. When a task is delegated, the I-9 Coordinator is loaning their security access to the individual as the individual is acting as the original task owner. Please note this job aid provides similar information as the Universities of Wisconsin job aid. This job aid is specific to delegation for the Form I-9 process, whereas the Universities of Wisconsin job aid is broader for delegations within Workday. It is recommended to use this job aid for Form I-9 delegation.

Security Roles

• Initiator: I-9 Coordinator

Process Considerations

• Single Task Delegation is one-time delegation of a specific task during which a single task can be delegated directly from My Tasks. A delegate can be a peer, a superior, or a subordinate in the employee’s supervisory organization.

• For delegations which cover a period of time, see Managing Delegations in Workday

Create a Single Task Delegation

1. From the Workday Home Page, click the My Tasks icon (mailbox).

2. Select the task to be delegated. For a single task delegation, the task cannot be delegated until it is delivered. The Section 2 task cannot be delegated until Section 1 is complete and the Final Authorization cannot be delegated until Section 2 is complete.

Note: Section 2 and the Final Verification are considered two separate tasks. If an I-9 Coordinator wants to delegate both tasks (Section 2 and Final Verification) to an individual, the I-9 Coordinator must delegate Section 2 and the Final Verification to the individual. It is recommended that the I-9 Coordinator not delegate the Final Verification step so the I-9 Coordinator can review the Form I-9 for compliance before it is finalized.

Note: Delegation and Reassignment are different. With a Reassignment, the original owner forfeits the task completely when it is reassigned. It is removed from the original owner’s My Tasks and they no longer have access to it. The individual being assigned the task must have the security role to perform the task. In this case, an I-9 Coordinator reassigning a task to an I-9 Partner or another I-9 Coordinator. A Reassignment would not work if the individual does not have the I-9 Coordinator or I-9 Partner security role.

1. Click the gear icon, followed by Delegate Task.

   

2. In the Delegate Task window:

1. 1. Select Proposed Delegates.

   2. Search for and select up to 5 delegates.

   3. Click Submit.

Edit the Delegate(s) or End a Single Task Delegation

1. From the Workday Home Page, click the My Tasks icon (mailbox).

2. Click Manage Delegations.

3. From the My Delegations page, click the Current Task Delegations tab.

4. Locate the delegated task and click Related Actions.

5. Hover over Business Process, then select Delegate Task.

   

6. Edit the delegate(s) in the Proposed Delegates field by adding or removing delegate(s) or end the delegation by selecting Stop Current Delegations.

   Note: A delegation must be approved before it can be edited or ended.

7. Click Submit.

Next Steps

Review the Form I-9 for completion and compliance.

Additional Resources

• Managing Delegations in Workday