Salary Expense Transfer Document/DS Payroll Expense Report Access Instructions

Types of Access

Because the Salary Expense Transfer (SET) document allows a user to view employee payroll information, access is restricted to those employees who have a business need to initiate salary expense transfers.

There are TWO types of access available:

SET Initiator: Allows you to create SET documents AND view the applicable FIS Decision Support (DS) payroll expense reports (Payroll Expense Distribution Report (339) and Payroll Lien/Committed Salary Report (340)).
FIS DS Payroll Reviewer: Allows you to view the Payroll Expense Distribution (339) and Payroll Lien/Committed Salary Report (340) reports in Decision Support ONLY. This access does not give you access to initiate the SET document. (Note: On the 339 and 340 reports, permission is maintained at the document level, not organization level. This means that a user who has access to these reports will be able to view payroll information across organizations, which can be beneficial for Shared Service Center departments.)

Only users who have access to create an SET document or view DS payroll expense reports will see the applicable links on the KFS Main Menu in the Labor Distribution section or in FIS Decision Support (DS).

Access will be granted after the Payroll Expense Transfer Access Application is completed. For SET document access, training is also required. See below.

Note: You must have KFS access before you get access to the SET document. If you do not have a KFS user account, please complete the steps of getting one before requesting access to the SET.

If you are requesting view only access for the 339 and 340 reports, you must have FIS DS access. If you do not have a DS user account, please complete the steps of getting one before requesting access to the 339 and 340 reports.

Access Request Application

Complete the Payroll Expense Transfer Access Application form. This form should be signed by you and your supervisor and e-mailed to fishelp@ucdavis.edu or faxed to (530)754-7385, attention A&FS: Education and Support Services (ESS). Once the form has been processed by ESS and your training has been confirmed (for SET access, see below), you will be notified that your access has been granted.

Note: Any OPTRS users (Preparers and Back-Up Preparers) as of 6/30/11 do not need to complete a Payroll Expense Transfer Access Application. These OPTRS users will be automatically granted access to the SET document after completing the required training (see below).

Training

Training is required for employees who will be initiating the SET document. This training requirement is for anyone who will be using the SET, including any former OPTRS users. Training is optional for staff who only need access to the DS payroll expense reports and who will not be initiating SET documents.

Two types of training are available:

Online training is available in the Learning Management System. Do a search on kualification_08 in the Search field to access and start the required training for the SET document. Do a search on kualification_09 in the Search field to access and start the optional training for the DS payroll expense reports.
Classroom training is also available. Enrollment is done through the Learning Management System as well. Do a search on Salary Expense Transfer in the Search field. The same content is covered in the online and classroom versions.