In this topic
- Introduction
- What is a Web Role?
- Types of Web Roles
- Assigning Web Roles
- Payroll Web Roles
- Employee Web Roles
- Employer Web Roles
- General Ledger Web Roles
- Leave Management Web Roles
- Expense Management Web Roles
- Reporting Web Roles
- Documents Web Roles
- Roster Web Roles
- Synchronise Web Roles
Introduction
This topic describes the purpose of Web Roles and what they are in Payroll.
What is a Web Role?
A Web Role is used to stipulate the permissions that a particular user has in Payroll.
The Web Roles that are available to assign to a user will vary depending on the products that are available to your organisation.
Types of Web Roles
Broadly speaking, Web Roles can be split into two types:
- Employee Web Roles - Web roles that are assigned to employees and typically only allow the user to perform actions related to themselves.
- Authority Web Roles - Web roles which can be assigned to both employees and authorities and typically allow the user to perform administrative functions.
Assigning Web Roles
Employee Web Roles are assigned to employees via the Employees -> Personal Details screen or via the Add New Employee screen.
Authority Web Roles are assigned to users via the Administration -> People -> Personal Details screen.
Payroll Web Roles
The following Web Roles exist in Payroll and directly relate to payroll processing:
| Name | Type | Description |
|---|---|---|
| Run Payroll Authority | Authority | This web role allows the user to fully run a payroll. |
| Submit Payroll Authority | Authority | This web role allows the user to use the online system to submit a payroll to Payroll for processing. |
| Verify Payroll Authority | Authority | This web role allows the user to prepare payrolls by completing Step 1 and 2 of the payroll, but does not allow the user to run or finalise a payroll. |
Employee Web Roles
The following Web Roles exist in Payroll and directly relate to maintaining employee records:
| Name | Type | Description |
|---|---|---|
| Employee Authority | Authority | This web role allows the user to view and update employee details (including salary information) for any employee in a Cost Centre that the user is authorised to view. |
| Employee View Authority | Authority | This web role allows the user to view, but not edit employee details (including salary information) for any employee in a Cost Centre that the user is authorised to view. |
| Employee Self Service User | Employee | This web role allows an employee to edit and view their own personal details, bank account details (if allowed) and view their payslips and payment summaries. |
| Employee Self Service User Limited | Employee | This web role allows an employee to view, their details. |
| Salary Packaging Authority | Authority | This web role allows the user to configure Salary Packaging items at both the Employee and Organisation levels. |
Employer Web Roles
The following Web Roles exist in Payroll and directly relate to employer configuration:
| Name | Type | Description |
|---|---|---|
| Employer Authority | Authority | This web role allows the user to view and configure organisation details. |
| Employer Authority Limited | Authority | This web role allows the user to view and configure organisation details, with some limitations. For example, a user with this web role cannot add a Super Fund to an account. |
| Flow Chart Adminstrator | Authority | This web role allows the user to view and edit Organisation Charts on an account. |
| Flow Chart View Only | Authority | This web role allows the user to view , but not edit Organisation Charts on an account. |
| Paycode Administrator | Authority | This web role allows the user to view and edit Paycodes and Payment Groups on an account. |
| Authority Administrator | Authority | This web role allows the user to create new authorities on an account and manage existing authority access. |
General Ledger Web Roles
The following Web Roles exist in Payroll and directly relate to general ledger integration:
| Name | Type | Description |
|---|---|---|
| Custom GL User | Authority | This web role allows the user to configure and manage the general ledger integration. |
| Xero Full User | Authority | This web role allows the user to configure all aspects of the Xero general ledger integration. |
Leave Management Web Roles
The following Web Roles exist in Payroll and directly relate to leave management:
| Name | Type | Description |
|---|---|---|
| Leave User | Employee | This web role allows the user to access the leave management system as an employee. |
| Leave Approver | Authority | This web role allows the user to approve leave/apply for leave for employees who report to them in the organisation chart. |
| Leave Administrator | Authority | This web role allows the user to approve leave for all employees. The user will also be able to manage the leave management configuration. |
Expense Management Web Roles
The following Web Roles exist in Payroll and directly relate to expense management:
| Name | Type | Description |
|---|---|---|
| Expense User | Employee | This web role allows the user to access the expense management system as an employee. |
| Expense Approver | Authority | This web role allows the user to approve expense reimbursements/apply for expense reimbursements for employees who report to them in the organisation chart. |
| Expense Administrator | Authority | This web role allows the user to approve expense reimbursements for all employees. The user will also be able to manage the expense management configuration. |
Reporting Web Roles
The following Web Roles exist in Payroll and directly relate to reporting:
| Name | Type | Description |
|---|---|---|
| Report Administrator | Authority | This web role allows the user to run all reports in the On Demand Reporting module. |
| Paid Payroll Authority | Authority | This web role allows the user to view the Payroll and Month End Reports for any payroll that has been already finalised. |
| Advanced Reporting User | Authority | This web role allows the user to generate and view all reports in the Advanced Reporting module. |
Documents Web Roles
The following Web Roles exist in Payroll and directly relate to the documents module:
| Name | Type | Description |
|---|---|---|
| Document Administrator | Authority | This web role allows the user to configure document fields and upload documents into document fields. |
| Document Manager | Authority | This web role allows the user to view documents for employees in their cost centre and to upload documents into some company wide document fields. |
Roster Web Roles
The following Web Roles exist in Payroll and directly relate to Synchronise:
| Name | Type | Description |
|---|---|---|
| Roster Administrator | Authority | This web role allows the user to configure rosters in Sychnronise. |
| Roster Manager | Authority | This web role allows the user to create and publish rosters. |
| Roster User | Employee | This web role allows the user to be assigned to a roster. |
Synchronise Web Roles
The following Web Roles exist in Payroll and directly relate to Synchronise:
| Name | Type | Description |
|---|---|---|
| Synchronise Administrator | Authority | This web role allows the user to configure Synchronise. |
| Synchronise Approver | Authority | This web role allows the user to approve Synchronise Timesheets for employee’s who report to them. |
| Synchronise User | Employee | This web role allows the user to complete Synchronise Timesheets. |
| Synchronise Integrator | Authority | This web role allows the user to interpret timesheets and pay the interpreted hours to payroll. |
