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Steps to Obtain OPTRS Access

Access to OPTRS is granted only for the performance of assigned job duties.

Please note that access to PPS DS is being granted on a limited basis, for historical data only, due to transition to UCPath. 

What you should know

Applicants must provide detailed explanation of business need for access to this system.

  1. Submit signed PPS/OPTRS Access/Change Application (no additional requirements if requesting inquiry only access).
  2. Attend required courses.
  3. Update DRS OPTRS Structure describing the division of the roles and responsibilities for transaction processing.

Because of the confidential nature of the information in the Payroll/Personnel System, only employees who will be responsible for OPTRS administrative functions/ transactions will be given access to OPTRS.

  What to do How to do it
1 Submit Application & Get User ID OPTRS uses the same UserID as PPS. Those requesting access to OPTRS who do not already have a PPS UserID, or have not previously requested OPTRS access, must submit a completed PPS/OPTRS Access/Change Application. Application must be submitted one week prior to attending any classroom training.
2 Enroll in classes Two e-Learning classes are required: PPS Payroll Personnel System 101 and PPS Payroll Policy & Introduction must be completed by the Friday prior to attending the classroom training. Two instructor-led classes are required: On-Line Payroll Time Reporting System (OPTRS), and PPS Post-Authorization Notification (PAN). You must be enrolled in the next series of classes to be granted access to OPTRS.
(Access will be revoked if courses are not all completed in the first available offering after request for access is submitted.)
3 Update Structure The department must submit a DRS OPTRS Structure Form, updated to include the new user, which describes the division of the following roles and responsibilities for transaction processing:
  • Primary Preparer: Responsible for entering employee data into the Personnel/Payroll System in a manner consistent with University policy. Primary Preparers may NOT be Reviewers.
  • Mandatory Reviewer: Verifies correctness and appropriateness of data entered into the Payroll/Personnel System within two business days of receipt (depending on distribution level). This review also helps to ensure against the possibility of entries that could result in fraudulent payments or loss of university funds. Mandatory Reviewer will be required to review PANs in web-based system. Maximum of one Mandatory Reviewer per category per department. Mandatory Reviewers may NOT be Preparers.
  • Backup Preparer: Steps in as needed to complete the duties of the Primary Preparer; may also serve as Backup Reviewer.
  • Backup Reviewer: Steps in as needed to complete the duties of the Mandatory Reviewer; may also serve as Backup Preparer. Backup Reviewer will be required to review PANs via email. Maximum of two Backup Reviewers per category per department.
4 Await approval Upon receipt of the updated DRS OPTRS Structure and PPS/OPTRS Access/Change Application, enrollment/participation in the required classes will be reviewed and user will be notified via email when access is approved.