HRIS Role Definitions
| Role |
Role Description |
| Budget User |
Ability to update KSU Budget Data |
| Budget User/Sub-agency |
Ability to Uupdate KSU Budget Data — reserved
for
Subagencies (i.e.,ESARP, Local Agency, 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
(i.e., Student Pay Rates, Addresses, Unclassified
Data,
Contracts, Service Codes, etc. Update time & leave and
view leave accruals. Ability to run all department
time and leave reports. |
| Dept Student Processor |
Limited view of data relevant to position,
personal data, job data; update student pay rates, temporary
appointment date, addresses and phone numbers |
| Employee Self Service
(Automatically inserted into Employee's HRIS Access) |
Employees may update their home address & phone
numbers, manage payroll deposits, order a parking permit, view leave
balances & benefit summaries, view & print pay statements, change
W-4
and/or K-4 tax withholdings, enroll in training opportunities &
complete & submit Conflict of Interest & Time Commitment Forms for
approval. And, certain employees may record time worked & their
supervisors may approve/reject those hours. |
| Employment Verifier |
Limited view of Employee Data (Pages: All Jobs
Summary, Student
Verification, WID Lookup, Contact Info, Work Location
and Job Info. Report: 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 only) |
View Only … employee accident data |
| Help Desk (View only) | View Only …WID Lookup
and Job Data (Only Work Location page) |
| Payroll Funding User | Update payroll funding and
run specific funding
reports (i.e., Position Funding by Project, Position Funding by
Department, Position Funding by End Date, Position Funding
GRA/GRA, Department Level Funding, Pyrl Funding: How EE was
Funded, Pyrl Funding: Who on Project) |
| Payroll Funding (View Only) | View Only …
payroll funding, run funding
reports |
| Payroll View/Report |
View of payroll related data and ability to run
payroll reports. Pages: Pay Distribution Summary, KSU CWSP
Dist, KSU Deductions Balances, and KSU Earnings Balances
Reports: Active Position Listing, Check Register, EEs
Paid by Multiple Depts, Payroll Payments, Pyrl
Funding: Who on Project, Pyrl Funding: How EE was Funded,
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 (Intended only for department Personnel
Specialists.) |
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) |
View Only … most employee, payroll, and
budget information |
HRIS Role Definitions (Normally, Reserved for Division
of HR)
| Role |
Role Description |
| 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 Affirmative Action
and Office of Academic Personnel. |
| 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 |
Create and modify HRIS permission lists and 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 |