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Office of the University Controller Indiana University

HRMS Payroll | Access

There are three levels of HRMS Payroll access designed for the following types of users:

  • Department Payroll Processors
  • Campus-Level Payroll Processors
  • Fiscal Approvers

Please continue reading for access level descriptions and requirements.

 

Looking for general system and support information?

Learn about HRMS Payroll Support

 

Department Payroll Processors: Payroll Voucher and Adjustment Voucher Processor Access

HRMS payroll vouchers display pay period earnings and funding details for the processors' assigned departmental employees, and is an essential component to reviewing and approving payroll. Payroll Processors have viewing and editing permissions to this data. Payroll Processors have access to submit adjustment vouchers. This access will not be provisioned until the following steps are completed.

 

Prerequisites and Procedure

To be completed by the new Payroll Processor:

  1. Payroll Essentials online training course. This course takes approximately six hours to complete.
  2. HRMS Data Use Tutorial, which reviews data security protocols.
  3. FERPA Tutorial, which outlines proper handling of student data.
  4. Register as an IUIE user to run departmental payroll reports.

To be completed by the Fiscal Officer or departmental manager:

  1. HRMS Access Request Form

 

Completion of above Steps 1-5 will be verified by our UCO Payroll department before access is provisioned. Questions may be directed to ucopayrl@iu.edu.

Contingency Voucher Approvals: If your department is short-staffed and requires immediate assistance with payroll voucher review and approval, please contact UCO Payroll for guidance.

 

Campus-Level Payroll Processors: Administration (Central Office) Access

Campus-Level Payroll Processors assist all departmental Payroll Processors for their respective campuses. They have the same access permissions as Department Payroll Processors (above), but on a larger scale.

 

Prerequisites and Procedure

To be completed by Campus-Level Payroll Processor:

  1. HRMS Data Use Tutorial, which reviews data security protocols.
  2. FERPA Tutorial, which outlines proper handling of student data.
  3. Register as an IUIE user to run payroll reports.

To be completed by the Campus Fiscal Officer or Business Office Manager:

  1. HRMS Access Request Form

 

While Campus-Level Payroll Processors are not required to complete the Payroll Essentials training course, we strongly recommend reviewing the following course videos in Kaltura:

 

Fiscal Approvers: Payroll View-Only Access

Fiscal Approvers may obtain view-only access to payroll vouchers within their department or organization.

 

Prerequisites and Procedure

To be completed by the Fiscal Approver:

  1. HRMS Data Use Tutorial, which reviews data security protocols.
  2. FERPA Tutorial, which outlines proper handling of student data.
  3. Register as an IUIE user to run departmental payroll reports.

To be completed by the Fiscal Officer or Departmental Manager:

  1. HRMS Access Request Form

 

While Fiscal Approvers are not required to complete the Payroll Essentials training course, we strongly recommend reviewing the following course videos in Kaltura: