WFM UK: Definitions of Payroll Permissions – Fourth & HotSchedules Customer Success Portal

Overview

There are many different user permissions that can be assigned within the Payroll module. This article lists them all by area, along with descriptions and suggestions for where they could be used.

Access and permissions are assigned via the Access Level Hierarchy and templates

Templates are created and managed by going to Payroll Module > Users > Templates (Admin Access Required)
Templates can be edited by HR > Company Admin > Access Level Hierarchy > Select relevant level > Pension Module Edit

In required circumstances access can be amended at employee level, we do recommend where possible however to manage access within templates as above.

To assign permissions to a user, go to Payroll Module > Users > Assign User Access > select user > User Profile > select access levels/tick boxes > Next > assign Locations > Next > assign Divisions > Next
There is also an option to apply a template, using the Do you wish to apply a template? drop-down menu

After following these steps, the user profile screen will be displayed again with the changes applied

Some of the permissions are controlled by tick boxes. This is a simple 'yes or no' choice.
Others have a drop-down menu from which the following selections can be chosen:

No Access - the permission is not assigned
Read Only - the user can view information but make no changes
Full Access - the user can view information, make changes, and edit existing settings
Edit Only - the user can view information and edit existing data, not make new changes

All descriptions in the table below are based on the user being given Full Access permissions.

For lists of user permissions in other Workforce Management modules, please visit WFM - Workforce Management User Permissions.

List of Permissions

Administration

Permission	Definition	Comments
Payroll Global Access	With this permission: User has access to all pay runs for all PAYE companies, including all payroll data for all employees in the pay run Employee HR data visibility within the payroll module remains based on the user’s location and division access, and Access Level (hierarchy) Cannot add employees to payroll unless they are within the user’s location and division access, and on a lower Access Level (hierarchy) than the user Without this permission: The user is allowed access to pay runs for PAYE companies to which they have access. Further, payroll data, visible within the pay run, is based on user’s location and division access
View Accountis BACS Submission option	If the bureau is sending the BACS, this setting must be set up so that the customer can approve payroll
Payroll Administrator (Use with Caution)	With this permission: User is allowed access to pay runs for all PAYE companies, to view all payroll data for all employees in the pay run – regardless of the user’s location, division and/or company access, and regardless of Access Level (hierarchy) User has access to all Employee HR data within the payroll module- regardless of the user’s location, division and company access, and regardless of Access Level Hierarchy User can add any/all employees to payroll regardless of the user’s location and division access, and regardless of the Access Level Hierarchy of the employee Without this permission: The user is allowed access to pay runs for PAYE companies to which they have access. Further, payroll data visible within the pay run is based on user’s location and division access
Rates and Allowances	Gives the user access to rates and allowances
Attachment Types	Gives the user access to Attachment Types
Statutory Pay Settings	Gives the user access to view and edit Statutory Pay Settings.	Note that removing this individual permission will have no effect if the user has been assigned Payroll Global Access (above)
Deduction Types	Gives the user the selected access to be able to define Deduction Types in the system The user may be granted access to one, some or all deduction types - the specific Deduction types visible to the user will be those defined on their user profile	Note that removing this individual permission will have no effect if the user has been assigned Payroll Global Access (above). Payroll Global Access would grant the user access to view and/or edit all deduction types
Edit Calculated Pay Types	Gives the user access to edit Calculated Pay Types	Note that removing this individual permission will have no effect if the user has been assigned Payroll Global Access (above). Payroll Global Access would grant the user access to view and/or edit all calculated payment types.
Company Set Up	Gives the user access to Company Set Up screens	Note that removing these individual permissions will have no effect if the user has been assigned both Payroll Global Access (above) and Pay Administrator Access (above).
Alert Set Up	Gives the user access to the Alert Set Up screens
Payment Types	Gives the user the selected access to be able to define Payment Types in the system The user may be granted access to one, some or all payment types - the specific Payment types visible to the user will be those defined on their user profile
Pension Schemes	Gives the user access to Administration > Pension Schemes
Absence Types	This permission gives the user the selected level of access to be able to view and/or edit the definition of Absence Types in the system
SSP Qualifying Days	Gives the user access to view and edit the SSP Qualifying Days applicable to payroll
Global Settings	Gives the user to Global Settings

Payroll Admin

Permission	Definition	Comments
Configure Exception Checks	Gives the user access to be able to configure exception checks
Payrun Reconciliation	Gives the user access to the Payrun Reconciliation
Absence Override Access	Gives the user access to override the details of an employee’s absence record/s. Access to amend dates and absence reason, typically
View Pay Type History	Gives the user access to the pay type history
Current Pay Run List	Gives the user access to view and search/filter the current pay run list
Tax Code Batch Update	Gives the user access to the tax code batch update
New Employees	Allows the user access to search for new employees added to the system during a date range
Complete Pay Run	Gives the user access to be able to complete a pay run
Approve Payrun	Gives the user access to be able to approve a pay run
Upload Employee Deductions	Gives the user access to be able to upload deductions
Rollback Payrun	Gives the user access to be able to rollback a payrun
Edit Absence Documents Seen	Gives the user access to be able to edit the ‘document seen’ tick in an absence record
View Salary Changes	Gives the user access to be able to view salary changes on screen
Past Pay Run List	Gives the user access to the Past Pay Run List
P45 Administration	This permission gives the user access to the HMRC Data Exchange drop-down menu (payroll module homepage)
Year End	Gives the user access to the Year End > Year End
Payslip Queries	Gives the user access to Payslip Queries
Upload Payments	Gives the user access to be able to Upload Payments

Employees

Permission	Definition	Comments
Edit Bank Details	Gives the user the ability to edit an employee’s bank details
Rehire Employees With P45	Gives the user access to be able to rehire employees with a P45
Exclude from Payroll (allow HR&Payroll)	This permission can be enabled in either HR, or Payroll. If done in HR it will automatically provide this access in Payroll and vice versa if given in Payroll If this permission is assigned, it provides the user with capability to edit the Exclude Employees from Payroll tick box regardless if the global setting Exclude New Employees from Payroll is turned on or not. (Payroll > Administration > Global Settings > Settings For The Adding Of Employees To Payroll)
Employee History	Gives the user access to view, create and edit the employee’s termination record
Personal Details	Gives the user access to view, and edit an employee’s personal details
Career History	Gives the user access to view, and rebuild an employee’s career history
Document Management	Gives the user access to view, and upload an employee’s documents
Termination Details	Gives the user access to view, create and edit the employee’s termination record
Employees Pay & Tax Details	Gives the user access to view, create and edit the employee’s pay and tax detail record
Employees Deductions	Gives the user the ability to view an employee’s deduction records
Employees Attachments	Gives the user the ability to view, edit and create an employee’s Protected Earnings, and Attachment of Earnings records
Employees Pensions	Gives the user the ability to view, an employee’s Pension records
Employees SMP	Gives the user the ability to view, edit and create an employee’s Statutory Maternity Pay records
Employees SAP	Gives the user the ability to view, edit and create an employee’s Statutory Adoption Pay records
Employees Previous Salary	Gives the user the ability to view an employee’s salary change records
Shared Parental Leave	Gives the user the ability to view, edit and create an employee’s Shared Parental Leave records
Edit TUPE Details	Gives the user access to activate the TUPE flag, and enter a TUPE start date, on the employee record
Edit Eligibility to Work Details	Gives the user the ability to edit an employee’s eligibility to work details
Re-Hire Employee	Gives the user the ability to re-hire an employee
Create New Employee	Gives the user access to create a new employee in the Payroll Module
Assign Access Levels	Gives the user access to assign access levels
Employee Summary	Gives the user access to view the Employee Summary
Employment Details	Gives the user access to view the Employment Details screen on the employee record
Multiple Employment	Gives the user the ability to view, edit and create an employee’s Multiple Employment records
View Absences	Gives the user the ability to view, edit and create an employee’s Absence records
Joining Checklist	Gives the user the ability to view and edit an employee’s Joining Checklist
Employees Bank Details	Gives the user the ability to view create and edit an employee’s bank details
Employees Student Loans	Gives the user the ability to view create and edit an employee’s Student Loans details
Employees Tax Credits	Gives the user the ability to view create and edit an employee’s Tax Credit details
Employees SSP	Gives the user the ability to view, edit and create an employee’s Statutory Sick Pay records
Employees Past Payslips	Gives the user the ability to view an employee’s past payslips
Employees P11 Details	Gives the user the ability to view an employee’s P11 details
Employees Payment Types	Gives the user the ability to view an employee’s Payment Types records
Statutory Parental Bereavement Leave	Gives the user the ability to view, edit and create an employee’s Statutory Parental Bereavement Leave records

Other

Permission	Definition	Comments
Approve Employees	User can choose to ‘Approve’ employees before they are added to the payroll
Add Employee To Payroll	Gives the user the ability to add an employee to payroll
Timesheet Input Access	Gives the user access to input timesheets
My Payroll	Gives the user access to their own payroll details and the ability to update them
Assign User Access	Gives the user the access to assign Access Levels

Reports

Permission	Definition	Comments
Rehired Employees Report	Allows the user access to this report. Data returned is based on user’s location and division access
Absences CSP rates and days taken report	Allows the user access to this report. Data returned is based on user’s location and division access
National Minimum Wage Compliance Shifts	Allows the user access to this report. Data returned is based on user’s location and division access
Expense Items	Allows the user access to this report. Data returned is based on user’s location and division access
Employee Pay Deviation	Allows the user access to this report. Data returned is based on user’s location and division access
Pay Transfer	Allows the user access to this report. Data returned is based on user’s location and division access
Payroll Deduction & Attachment Report	Allows the user access to this report. Data returned is based on user’s location and division access
Payroll Summary - Individual Pay Period	Allows the user access to this report. Data returned is based on user’s location and division access
Pension Contributions	Allows the user access to this report. Data returned is based on user’s location and division access
Bank Details	Allows the user access to this report. Data returned is based on user’s location and division access
Payroll Month End Summary	Allows the user access to this report. Data returned is based on user’s location and division access
Super Journal Settings	Allows the user access to view and/or edit Super Journal Settings	Recommended for System Administrators, Payroll, Finance only. Super Journal Settings are global and apply to all exports, for past and future pay runs.
Absences - SSP payments report	Allows the user access to this report. Data returned is based on user’s location and division access
Custom Reports	Allows the user access to build custom reports	Recommended for Admin, Finance and Payroll only. Users can run/view/edit/delete all created reports. Users see information for the locations & divisions they have access to
P11 Summary Report	Allows the user access to this report. Data returned is based on user’s location and division access
Payroll Absence Report	Allows the user access to this report. Data returned is based on user’s location and division access
Payroll Summary - Year To Date	Allows the user access to this report. Data returned is based on user’s location and division access
Pay Element Preview	Allows the user access to this report. Data returned is based on user’s location and division access
Payroll P30 Summary	Allows the user access to this report. Data returned is based on user’s location and division access
Payroll Summary with Tronc - Individual	Allows the user access to this report. Data returned is based on user’s location and division access
Exports	Allows the user access to build view exports