Because the Salary Expense Transfer (SET) document allows a user to view employee payroll information, access is restricted to those employees who have a business need to initiate salary expense transfers.
1. Types of Access
There are TWO types of access available:
SET Initiator: Allows you to create SET documents AND view the applicable FIS Decision Support (DS) payroll expense reports (Payroll Expense Distribution Report (339) and Payroll Lien/Committed Salary Report (340)). This access allows you to view SET documents created by you and those routed to you. It does not give you access to see SET documents created by other users for which you are not in the route log. But, you can always view the applicable information on the 339 and 340 reports in FIS DS.
- FIS DS Payroll Reviewer: Allows you to view the Payroll Expense Distribution (339) and Payroll Lien/Committed Salary Report (340) reports in Decision Support ONLY. This access does not give you access to initiate the SET document. (Note: On the 339 and 340 reports, permission is maintained at the document level, not organization level. This means that a user who has access to these reports will be able to view payroll information across organizations, which can be beneficial for Shared Service Center departments.)
Only users who have access to create an SET document or view DS payroll expense reports will see the applicable links on the KFS Main Menu in the Labor Distribution section or in FIS Decision Support (DS).
Access will be granted after the Payroll Expense Transfer Access Application is completed. For SET document access, training is also required. See below.
Note: You must have KFS access before you get access to the SET document. If you do not have a KFS user account, please complete the steps of getting one before requesting access to the SET.
If you are requesting view only access for the 339 and 340 reports, you must have FIS DS access. If you do not have a DS user account, please complete the steps of getting one before requesting access to the 339 and 340 reports.
2. Access Request Application
Complete the Payroll Expense Transfer Access Application form. This form should be signed by you and your supervisor and e-mailed to firstname.lastname@example.org. Once the form has been processed by ESS and your training has been confirmed (for SET access, see below), you will be notified that your access has been granted.
Training is required for employees who will be initiating the SET document. This training requirement is for anyone who will be using the SET, including any former OPTRS users. Training is optional for staff who only need access to the DS payroll expense reports and who will not be initiating SET documents.
Online training is available in the Learning Management System. Do a search on kualification_08 in the Search field to access and start the required training for the SET document (NOTE: This training is ONLY available/viewable to users who have already submitted an application requesting SET access). Do a search on kualification_09 in the Search field to access and start the optional training for the DS payroll expense reports.
4. Deactivating Access
Departments should regularly review the roles assigned to their employees, including the SET Initiator and FIS DS Payroll Reviewer roles. If an employee no longer needs a particular role(s), a request should be sent to the FIS Help Desk at email@example.com from the department manager/supervisor indicating the name of the employee and what role(s) should be inactivated.
If an employee is transferring to another department and will have a business need for the SET and/or the payroll expense DS reports in their new department, they will need to complete a new Payroll Expense Transfer Access Application form with signatures from the new department. Training will not be required as the employee will have already previously completed the training.