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Steps to Obtain PPS Access

Access to the Payroll/Personnel System is granted for the performance of assigned job duties only.

What you should know

The decision to grant users entry/update access to the PPS production region is based on the following:

  1. Completion of the mandatory training, see list at Required Classes.
  2. Completion of all Practice Exercises in the test region that demonstrate skills, knowledge, ability and a clear understanding of PPS and Personnel P&P.
  3. Evaluative input from the Mandatory Reviewer at the user's department and dean's office.
  4. Evaluative input from the central office reviewers (mainly the personnel offices) — based on their assessment of the user's skills as demonstrated through the completed practice updates.
 

What to do

How to do it

1

Submit Application & Get User ID

New users requiring access to PPS must submit a completed PPS Access/Change Application. Applications must be submitted one week prior to attending any classroom training.

2

Complete Training

Users in a preparer or reviewer role for their department must participate in training. See the Required Classes page for more information. Required online courses must be completed by the Friday prior to attending any classroom training.

3

Complete Practice Exercises

Users in a preparer role must complete all Practice Transactions in the test region that demonstrate skills, knowledge, ability and a clear understanding of PPS and Personnel P&P.

(This step is not required for Mandatory Reviewers, and Backup Reviewers if they are not Backup Preparers.)

4

Update Structure

The department must submit a DRS PPS Structure Form, updated to include the user in the applicable role, 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.

5

Await Approval

Supervisor notifies PPS Administrator (ppshelp@ucdavis.edu) that user has completed all practice transactions. Participation in the required training and practice exercises is reviewed. User will be notified via email when access is approved.