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Kansas State University


Division of Human Resources
Kansas State University
103 Edwards Hall
Manhattan, KS 66506-4801
785-532-6095 (fax)
8 a.m. - 5 p.m. (CST)
Contact HR

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HRIS Access Contact

Alma Deutsch

Human Resource Information System (HRIS) Roles

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