Obtaining Access - PPS

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

What you should know:

The decision to grant preparers and reviewers Entry/Update access to the PPS production region is based on the following:

1. Completion of the mandatory training - Intro to PPS and the applicable policies and procedures (P&P);
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 your PPS Advisory Group Member;
4. Evaluative input from the PPS Administrative Group (mainly the personnel offices) - based on their assessment of the user's skills as demonstrated through the completed practice updates.

OPTRS training is a requirement for obtaining Entry/Update in the OPTRS production region. See more information about obtaining access at the OPTRS access page.

Access Instructions:

	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.
2	Enroll in Training	New users requiring access to PPS must participate in training. See the Required Classes page for more information.
3	Establish eligibility	To establish eligibility to access PPS, the department must submit the PPS Departmental Organizational Structure Form describing the division of the following roles and responsibilities for payroll 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	Complete Practice Exercises	Complete all practice transactions in the test region that demonstrate skills, knowledge, ability and a clear understanding of PPS and Personnel P&P.
5	Await approval	Upon notification from your supervisor that you have completed all practice transactions, your participation in the required training and practice exercises will be reviewed. You will be notified via e-mail when access is approved.