GRANTING ACCESS TO FUNCTIONAL USERS AND ACCESS CONTROL CUSTODIANS

1. After completing the sign-on procedures (using Access Control Custodian Initials), the PAYROLL ACCESS CONTROL MENU screen will appear.

PACQMENU PAYROLL ACCESS CONTROL MENU 03/11/2010 12:58:33 new Access Control Custodian, place “A” (add new record) in the SEL field.

3. In the L1 L2 L3 L4 L5 field, the 8-character organization code as entered on the Access Control Sign-On Screen will automatically display. When adding a user at your same organization level, you do not need to change the organization code. If you are adding a person below your

organization level, key over the asterisks with the proper organization level code. By leaving asterisks, you grant the user access to all levels of the organization that have asterisks.

4. In the INITIALS field, enter the 3-character user ID (preferably employee's initials identifying the user being added. Each User ID must be unique: it cannot be a duplicate of any User ID already being used.

5. In the NAME fields, enter the first and last name of the user being added. Middle name is optional.

6. In the GROUP LEVEL field, type “A” for agency. “S” is a valid entry only for BOSP or systems level staff.

7. The OLO that corresponds to the Access Control Custodian is automatically displayed by the system in the USER GROUP (OLO) field.

8. Press the <ENTER> key and the PAYROLL ACCESS CONTROL - ADD screen will be displayed.

GROUP LEVEL ORGANIZATION INITIALS AC DESCRIPTION

4400 A 44********* XYZ N JANE DOE,W4-OPERATOR

9. To complete assigning access, add information as follows:

a. The organization level and initials entered on the Access Control screen will automatically display near the top of this page under the ORGANIZATION and INITIALS headings respectively. These fields are protected and cannot be changed.

b. In the AC (access control) field, enter "Y" if the user you are setting up is to perform Access Control Custodian functions using these initials. Enter "N" if the employee you are setting up is to perform operating functions using these initials. The same set of initials cannot access both Access Control and operating functions. WHEN SETTING UP ANOTHER ACCESS CONTROL CUSTODIAN, ASSIGN THEM THE SAME LEVEL ACCESS YOU HAVE BEEN GRANTED FOR EACH FUNCTION (See d. below).

c. Utilize the DESCRIPTION field to provide additional information about the user.

d. The last and first name entered on the Access Control Screen will automatically display under the LAST and FIRST NAME Headings.

e. Two columns are displayed next to the functions. The first column contains the access level your Access Control Custodian user ID has been granted. You cannot change values in this column. In the second column, enter the access level the user you are setting up is to have for each function. Remember, the Access Control Custodian can assign access only at or below the access level that he/she has been granted. Levels of access that may be assigned are:

U – (Update) level grants access to add, update, or inquire into records.

I – (Inquiry) level grants access to inquire into records, but has no add or update capabilities.

P – (Prohibited) level prohibits access. The user cannot add, update, or inquire into records.

PACQU PAYROLL ACCESS CONTROL - UPDATE 03/11/2010 13:30:17 USER GROUP GROUP LEVEL ORGANIZATION INITIALS AC DESCRIPTION

4400 A 44********* XYZ N JANE DOE, W-4 OPERATOR

LAST NAME: DOE FIRST NAME: JANE MI:

* * * * P P COLLECTION ADS P P COLLECTION AGN P P COLLECTION CSR P P COLLECTION FPT I P COLLECTION IRS P P COLLECTION PSR P P COLLECTION XSL I I COURT ORD SUPP I P DEBT GARNISH I P ST LOAN REPAY P P AGCY FILE CERT P P BATCH CONTROL P P DATA ENTRY I P DEFERRED COMP U P DUPLICATE W2'S I P EFT DELETION P P EMP TRAVEL I P EMPLOYEE INFO P P FORM CONTROL P P NONCASH APPRV P P NONCASH INPUT P P REPORT SCHEDUL P P RET APPROVAL P P RET INPUT P P SAL REFUND APP P P SALARY REFUND P P TAPE SCHEDULE P P TAX COLL APPRV P P TAX COLL INPUT P P TAX REPORTING P P WNT CANX APROV P P WNT CANX INPUT U U W4/W5 FILE DIRECTORY MAINTENANCE * PASSWORD'S FUNCTION CONTROL CODES NEXT: SEL ORGANIZATION ** ** ** ** *** INITALS OLO ****

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- CONT RETRN BKWRD FRWRD CAN

NOTE: Great care should be exercised when assigning update or inquiry capabilities. For internal control purposes, only the level of access necessary for the performance of the user's duties should be assigned.

f. To grant access to payroll directories, place an “X” to the left of DIRECTORY

MAINTENANCE on the PAYROLL ACCESS CONTROL – UPDATE screen and press the

<ENTER> key. The first of several DIRECTORY MAINTENANCE FUNCTIONS screens will be displayed.

g. The DIRECTORY MAINTENANCE FUNCTIONS screens display two columns to the left of each directory. The first column contains the access level your Access Control Custodian user ID has been granted. You cannot change values in this column. In the second column, enter “I” to the left of each function to which the user is to have inquiry access. Agencies can be given only inquiry (I) access to the directories.

h. Use the PF8 key to proceed to the next DIRECTORY MAINTENANCE FUNCTIONS screen.

PACQA

DIRECTORY MAINTENANCE FUNCTIONS

* * *

I P DIRECTORY AAA I P DIRECTORY BPT I P DIRECTORY CAL I P DIRECTORY CCT I P DIRECTORY COC I P DIRECTORY DED I P DIRECTORY DID I P DIRECTORY DIS P P DIRECTORY DVH I P DIRECTORY EID I P DIRECTORY ERN P P DIRECTORY ESA P P DIRECTORY ESM I P DIRECTORY FLF P P DIRECTORY FUN I P DIRECTORY HIT I P DIRECTORY LCV I P DIRECTORY LTX I P DIRECTORY MRH P P DIRECTORY PGR I P DIRECTORY RAC I P DIRECTORY RCC I P DIRECTORY RET I P DIRECTORY RGD I P DIRECTORY RGM P P DIRECTORY RPT I P DIRECTORY SAF I P DIRECTORY SLF I P DIRECTORY SSN I P DIRECTORY STC I P DIRECTORY TAX I P DIRECTORY TLE I P DIRECTORY TTL P P DIRECTORY VWN

* PASSWORD'S FUNCTION CONTROL CODES

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---

i. Use the PF3 key to return to the PAYROLL ACCESS CONTROL - UPDATE screen.

j. From the PAYROLL ACCESS CONTROL - UPDATE screen, you can use the NEXT line near the bottom of the screen to add or update other users, or you can use the PF3 key to return to the PAYROLL ACCESS CONTROL MENU screen.