HRIS Role Definitions - Popular roles are emphasized
| Role |
Definition of Access |
| Budget User |
Update KSU Budget Data |
| Budget User/Subagency |
Update KSU Budget Data reserved for Subagencies- ESARP, Vet
Med |
| Conflict of Interest Approver |
Conflict of Interest Approver |
| Department Key User (intended for department
personnel specialists) |
View most Position Data, Employee Data, Limited update
such as Student Pay Rate Changes, Address, Unclassified Data,
Contracts, Service Codes, etc. Update time & leave and
view leave accruals. Ability to run and print all department
time and leave reports. |
| Dept Student Processor |
View limited data pertinent to Student Employment(Position
Data, Personal Data, Job Data) and update Student Pay Rate
Change, Address |
| Employee Self Service
(Automatically inserted into Employee's HRIS Access) |
K-State employees may view their
pay checks; leave balances, benefits summaries and other
information. Update personal information, direct deposit,
W-4 tax information and may enroll in KSU training
opportunities. |
| Employment Verifier |
Limited view of Employee Data (i.e., All Jobs Summary, Student
Verification and Active Position Listing Report). |
| Extension Administrator |
Creates and runs County Extension Benefit Invoices |
| Health & Safety Dept User |
Update Health & Safety (Workers Compensation/Accident
Reporting) |
| Health & Safety View |
View of employee accident data |
| Help Desk (View only) | WID Lookup
and Job Data (Work Location page) |
| Payroll Funding User (Commitment Accounting
User) | Update payroll funding, run funding
reports |
| Payroll Funding View Only (Commitment Accounting
View) | View payroll funding, run funding
reports |
| Payroll View/Report |
View of payroll related data and ability to print
payroll reports. Pages: Pay Distribution Summary, KSU CWSP
Dist, KSU Deductions Balances, and KSU Earnings Balances
Reports: EEs Paid by Multiple Depts, Payroll Payments, Pyrl
Funding: Who on Project, Pyrl Funding: How EE was Funded,
Check Register, Active Position Listing , PPA Security Report |
| PeopleSoft User (Automatically
Inserted into Employee's HRIS Access) |
My personalizations, Report Manager, My Favorites |
| Query Dept User |
Grants access to the KSU_EE_VW (View of KSU_EE_TBL) for department
users. |
| ReportSuperUser (Automatically Inserted Inserted
into Employee's HRIS Access) |
Allows users to delete reports from their report list in
Report Manager. |
| Service Code/SS Adm | Update service code data and
administer
summer school |
| Summer School-College |
Update Summer School data for college |
| Template Based Hire (Per Specialist) |
Ability to hire
student
employees on-line |
| Timekeeper |
Update time entry pages, view
accruals |
| Time/Leave Reports |
Ability to run all department time and
leave reports |
| Training User |
Update of training courses and enrollment |
| Unit Manager View |
View only of most employee, payroll, budget information |
HRIS Central Role Definitions (Normally, Reserved for Division
of HR)
| Role |
Definition of Access |
| All Display |
View of all data in HRIS, used by HR Director, Provost, Internal
Audit, etc. |
| Benefits Administrator |
Update all Benefits set-up tables, run benefit reports and
processes |
| Budget Administrator |
Update all Budget set-up tables and other central only records,
run all budget reports and processes |
| Benefits User |
Update employee benefit elections (Local Agencies, Federal) |
| Compliance Administrator |
View of most data, used by Office of Academic Personnel,
etc. |
| Employee Data Administrator |
Update all HR set-up tables, run central reports and processes,
includes correction |
| Employee Data Processor |
Update position and employee data, without correction |
| Employment Administrator |
View most employee data |
| Health & Safety Administrator |
Update Health & Safety set-up tables, run central reports/processes |
| Health & Safety Dept User |
Update Health & Safety (Workers‘ Compensation accidents) |
| Health & Safety-Public Safety |
Public Safety access to Health & Safety update and view |
| HR Administrator |
Associate Director, HR |
| Non-Employee Processor |
Add positions, hire non-employees, update non-employee data |
| Operations Administrator |
Run central processes and reports, view data |
| Parking Services |
View limited employee data, view general deductions/pay deductions |
| Payroll Administrator |
Update payroll set-up tables, run payroll reports and processes,
includes Commitment Accounting & Time and Leave set-up |
| Payroll Processor |
Update and process payroll data, run some payroll processes
and reports |
| Position Processor |
Update Position Management, view employee data |
| Security Administrator |
Set up security-- permissions, roles |
| Security User |
Assign users to roles and permissions |
| Service Code/SS Administrator |
Planning & Analysis-Service Codes and Summer School set
up tables and run related central processes/reports |
| Training Administrator |
Set up Training tables, run central processes/reports |