Obtaining Access - PPS, PPS-DS, OPTRS
Access to PPS is granted only for the performance of assigned job duties. Applicants must submit a signed
PPS Access/Change Application, a
PPS Departmental Organizational Structure Form describing the division of the roles and responsibilities for payroll transaction processing, and attend required courses.
Because of the confidential nature of the information in the Payroll/Personnel System, only employees who will be responsible for PPS/ OPTRS administrative functions/ transactions will be given access to the PPS.
What you should know:
To obtain Entry/Update in the production region for PPS and OPTRS, a
minimum of three users (authorized and approved) within a department/unit must fill the following four roles:
- 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.
The backup duties may be held by the same person. However, the backup preparer may not serve as the backup reviewer for the same set of transactions. Each transaction requires review by someone other than the preparer. A separation of duties must be maintained at all times.
Access Instructions
Reporting changes
Every department is responsible for keeping their
PPS Departmental Organization Structure and
OPTRS Departmental Organization Structure designations current and in compliance. See
instructions when changes need to be reported.
