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 |
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