Security Roles

1. Click the Pay Period menu and click the Enter button for the pay period you want to work with.

2. Open the Security Roles page. From the Company menu, select Security Roles.
3. Click Add New Role.
4. Enter a new user role name.
5. (Optional) If this role is to be the default role, select the Use as default role for new users checkbox.
6. Expand the Page Access node.
7. Clear the check boxes next to the pages the user should NOT have access to.
8. Expand the Pop-Up Access node.
9. Clear the check boxes next to the pop-up pages the user should NOT have access to.

10. Expand the Controls node.

11. Clear the Pay Rate checkbox to hide pay rate for the security role.

    When the Pay Rate checkbox is cleared, users assigned to the security role will NOT have access to the following pages: Audit Trails, Payroll Preview, Mass Compensation Update and the Remuneration, Pay Rate, Payroll and Year-End reports. In addition, the pay rate is masked with ‘$$$$$’ throughout Powerpay including on the following pages and sections:

    • Employee Info bar
    • Employee Profile page. The Annual Earnings field is also masked.
    • Regular Payment – Rapid Entry page
    • Employee Profile pop-ups
    • Second Payment – Rapid Entry page
    • messages on the Data Verification page

12. Expand the Employee Level Access node.

13. Expand the Pay Type node.

    Use employee level access to limit access to Powerpay pages and functionality by pay type (salaried employees or hourly employees.)

    Clear the checkboxes next to the pay type the user should not have access to.

    • Pay Type for salaried employees includes all employees with pay types: Salary EE, Salary EE Paid Vac Pay each pay, Salary EE paid Add'l Accum each pay, Salary EE paid Vac Pay and Add'l Accum each pay, Salary EE also received commissions.
    • Pay Type for hourly employees includes all employees with pay types: Hourly EE, Hourly EE paid Vac Pay each pay, Hourly EE paid Add'l Accum each pay, Hourly EE paid Vac Pay & Add'l Accum each pay, Hourly EE also receives commissions.

    All options are selected by default for the Payroll Admin security role and cannot be cleared. When the options are cleared for other security roles, the employees with the defined Pay Types:

    • do not display in the Employee List,
    • are NOT searchable and
    • do NOT display on any page for Regular Runs and Extra Runs on the following pages:
      • Employee Timesheet (Regular and Second Payment),
      • Deductions & Contributions
      • Permanent Rates, Factors, Earnings
      • Statutory Deductions
      • Reversal
      • Manual
      • Accumulators
      • Rapid Entry (Regular and Second Payment).

    When any of the Employee Level Access options are cleared, specific page restrictions are applied. This means that select pages are unavailable for the cleared Employee Level Access type. The page restrictions are locked and cannot be enabled on the Security Role Settings Page Access options.

    When the Salaried Employee or Hourly Employee options are cleared: The Audit does not display for any applicable employees for the current or previous payroll runs and, if the 'Employee Number within pay type' or 'employee surname within pay type' options are selected on the Sort/Filter page, the employee list only contains the employees that the user has access to.

14. Click Save.

Note: A security role cannot be deleted if it is assigned to a user.

1. Click the Pay Period menu and click the Enter button for the pay period you want to work with.

2. Open the Security Roles page. From the Company menu, select Security Roles.
3. Select the user role to delete.

4. Click Delete Role.

1. Click the Pay Period menu and click the Enter button for the pay period you want to work with.

2. Open the User & Contact Mgmt page. From the Company menu, select User & Contact Mgmt.
3. For a new Powerpay user, click Add User. For an existing Powerpay user, click Edit.

4. For a new user, complete the fields as described in Add a new Powerpay user and, select the appropriate security role for the user from the Security Role drop-down list.

   For an existing user, select the appropriate security role for the user from the Security Role drop-down list.

   All of the security roles set up for the company ID are available. When role based security in enabled, this is a required field.

5. Click Submit.

   The user to whom the role was assigned has the access specified by the security role.