Assigning Management Grant Access Rights

You have three different ways to assign management grant access rights to an employee — bundled rights based on the employee's functional role, custom group rights, and assigning individual rights to an employee (such as functional utilities, exports/uploads & EDI, reports, EANs, Business Analytics, and more).

Use the Functional Access tab to give managers a specialized bundle of management access rights based on the manager's unique job responsibilities. A description of the rights given based on each type of functional access is included on the Functional Access tab on the Grant Access Rights page.

As the HR Administrator, you have several individuals in the Payroll, Tax, HR and Benefit areas that will need access to ExponentHR for their primary work function. Instead of assigning each right separately, you will be able to assign each member to the functional group that best fits their job description.

Notes:

You may assign more than one functional role in grant access if the manager handles more than a single function.
The functional role(s) are in addition to any other functional utilities you may have set for the manager.

1. Click the Functional Access tab.

The Functional AccessFunctional Access tab displays.

2. Provide the manager with the Human Resource Function, Benefits Administrator Function, Tax Manager, or Payroll Function.

Human Resource FunctionHuman Resource Function

The Human Resource functional access package provides the ability to:

Create, re-route, and approve all eAction Notices (EANs) (you may restrict which EANs are available on the EANs tab)
View employee personal records
Access the following report groups: HR Administration, EEO, Workplace Safety, Benefits, and Quick List

Note: The functions will remain limited to the Employee Access restrictions you set for this user.

To assign a manager to the Human Resource Function functional access package:

1. Check the Human Resource Function checkbox .

2. Click the Save Changes button.

Result: After you save changes, the manager you selected is given the Human Resource Function bundle of rights.

Note: Although you may designate managers as HR personnel with Human Resource Function Access, you may not assign any manager as an HR Administrator. Only ExponentHR may designate your organization's HR Administrators.

Benefits Administrator FunctionBenefits Administrator Function

The Benefits Administrator functional access package provides the ability to:

Manage employee benefit plan enrollment for New Enrollment and Open Enrollment
Create and edit Life Events
Use benefits applications such as Eligibility Overrides, Non-Group Plans, and Benefits Notifications
View employee information related to benefits administration (dependents, SSN, ethnicity, marital status, and date of birth)
Access Benefits reports

Note: The functions will remain limited to the Employee Access restrictions you set for this user.

To assign a manager to the Benefits Administrator functional access package:

1. Check the Benefits Administrator checkbox .

2. To expand the user's rights to include access to the Benefits Plan Setup utility (where the rules and settings of your organization's benefit plans can be reviewed, check the Allow access to the Benefit Plan Setup Utility checkbox.

3. Click the Save Changes button.

Result: After you save changes, the manager you selected is given the Benefits Administrator bundle of rights.

Tax Manager FunctionTax Manager Function

The Tax Manager Function functional access package provides the ability to the Tax Management utility, which includes the ability to:

Create, review, and address tax-related cases
Generate tax-related reports
Access all available tax resources online

This will override any Employee Access assignments for these tax functions; however, the visibility of tax information (through generating reports or viewing uploaded tax documents) can be limited to just the company in which the tax manager is currently employed or expanded to any combination of (including all) companies within the organization (for multi-company organizations).

To assign a manager the Tax Manager functional access package:

1. Check the Tax Manager check box.

The Tax Manager visibility options display.

2. To limit the Tax Manager's visibility of tax information (tax report results and uploaded tax documents) to just certain companies with your organization, click the Edit Companies button and make your desired selection from the available list of companies associated with your organization. Alternatively, by selecting the Entire Organization (All EINs) option, the Tax Manager will have full visibility to all information that is contained within the Tax Management utility.

This option is only available for multi-company organizations.

3. If desirable, designation as a Tax Manager also offers the option to assign access rights to the General Ledger Management utility. This additional right may be granted with full visility or refined to just specific companies within your organization.

Note: If the manager is separately provided access to the GL Managment utility (granted through the Functional Utilies tab), the user automatically obtains access to all companies.

4. Click the Save Changes button.

Result: After you save changes, the manager you selected is given a specific bundle of Tax Manager rights.

Payroll FunctionPayroll Function

The Payroll Function functional access package provides the ability to:

Process payroll batches and perform the selected actions (re-open/edit and/or approve payroll batches)
Approve timesheets
Access all management reports, paid leave reports, and payroll funding reports under the Wage & Tax heading
Print checks remotely

This access will override any Employee Access assignments for these payroll functions, allowing this manager to view all employees and execute payroll functions on a company-wide basis. However, you can use filters to limit the manager's access to employees.

To assign a manager the Payroll Function functional access package:

1. Check the Payroll Function check box.

The Payroll Function selection boxesselection boxes display.

2. By default, Payroll Function users inherit the ability to perform all actions within a payroll batch. If desired, the following options allow you to restrict the actions a Payroll Function user can do:

Disable Final Batch Approval Rights: Restricts the user from approving (posting) a pending payroll batch
Disable Batch Re-Open/Edit Rights: Removes the Make Changes button within a pending payroll batch, inhibiting the ability to re-open the pending batch and/or make any changes. The user will also be restricted from editing batch settings of any pending/re-opened batch or adding new state tax rates

Note: When both options are selected, a view-only access for any pending payroll batch will be effectively created for the Payroll Function user.

3. To limit a manager's access to all pay groups and companies, uncheck the Provide Access to All Pay Groups and All Companies check box.

Notes:

To give the manager access to all pay groups and companies within your organization, leave the Provide Access to All Pay Groups and Companies check box checked and skip the steps that follow.
If your organization does not have multiple companies, the check box is named "Provide Access to All Pay Groups."

4. Select the Filter Types Available radio button next to the criteria (Pay Groups or Company) to which you would like to limit manager access.

5. Uncheck the Disable [Pay Group or Company] Filter check box.

The Available box will display all available pay groups or companies in your organization, based on which Filter Type you selected in step 3.

Note: No pay groups or companies are available by default. Once you uncheck the Disable Filter check box, you must add all pay groups or companies to which you would like the manager to have access.

6. Select the appropriate pay group or company in the Available box.

The criteria you selected will be highlighted.

7. Click the right arrow button to move the highlighted pay group or company to the Selected box.

The manager may access all pay groups and companies you place in the Selected box, but may not access any pay groups or companies left in the Available box.

Note: Mixing these filters provides powerful customization options. For instance, you could give a manager access to all pay groups, but limit their access to employees in a single company. Or, you could give a manager access to one pay group, but allow them to access that pay group across all companies.

8. Repeat steps 5 to 6 for all pay groups or companies to which you want to give this manager access.

9. Click the Save Changes button.

Result: After you save changes, the manager you selected is given a specific bundle of payroll function rights (listed at the top of the page) and given access to as many pay groups and companies as you selected.

Use the Group Membership tab to assign a preset group of management access rights to a manager. To create group rights, see the Related Help Topic at the bottom of this page.

In addition, an individual may be automatically assigned to a management group if that group uses the Job Code Auto-Assignment feature, which automatically assigns a predetermined set of rights based on a manager's job code.

In your organization, you have multiple managers that will need to do the same functions in ExponentHR. Instead of assigning the same rights to the managers multiple times, you can use the Group Rights function to create a group with the appropriate rights and then assign the appropriate managers to the group.

1. Click the Group Membership tab.

The Group MembershipGroup Membership tab displays.

2. To manually change which group(s) the manager is a member of, use the arrows to add or remove a group to the Selected box.

3. The Auto-Assigned Group Membership by Job Code section displays each group the manager has automatically been assigned to based on his/her current job code. If desirable, this automatic membership assignment can be removed by activating the Suppress all rights inherited from groups auto-assigned by job code option.

4. Click the Save button.

Result: After you save changes, the manager you selected has all the management access rights provided by the group(s) you selected.

Notes:

The group access rights given to a manager are in addition to any other rights you grant to the manager, including Functional Access, Functional Utilities, and so on.
You may assign more than one group of rights to the same manager.

Related Help Topics:

Viewing Group Rights

Creating Group Rights

Use the EANs tab to allow managers to create and submit specific EAN types.

In order to be notified of certain actions taken by a manager (such as pay rate changes, new hires, or terminations), you will be able to give the manager the ability to submit an EAN for your review and approval. Granting a manager the ability to submit an EAN will not change any information in ExponentHR unless you approve the requested action.

1. Click the EANs tab.

The EANsEANs tab will display.

2. Select the Create/Submit EAN radio button from the Type of EAN Rights section of the tab.

Notes:

If you select the Approve EAN radio button, the manager will be able to create and submit specific EANs, as well as approve and submit them directly to ExponentHR for processing.
To give a manager access to create and submit all EAN types (including EAN types that may later be added to the system), check the Full Access to Create/Submit all EAN Types checkbox.

3. Select the appropriate EAN type in the Available box.

The EAN type you selected will be highlighted.

4. Click the right arrow button to move the highlighted EAN type to the Selected box.

Note: You may remove EAN types from the Selected box by selecting the EAN type and clicking the left arrow button to move that EAN type back to the Available box.

5. Check the List OSM Position Mgmt Visibility to Manager's Down-line Branch Only box to restrict a manager’s view of the OSM tree within an EAN when assigning an employee to a new or unfilled position. When activated for a specific manager, only a subordinate (down-line) position that is directly or indirectly beneath the manager's own position in the same OSM tree will be an available option when choosing a position for an employee.

6. Check the Limit New Hire Access to Manager's Company (EIN) Only box to limit a manager to hiring employees only into the same company as the manager.

Note: This restriction option only applies to organizations with more than one Company/EIN.

7. Activating the Allow Manager to Re-Route EANs for Multi-Level Approval option will permit the manager creating the EAN to select a list of "approvers" to review the employee change request. When the manager Re-Routes the EAN, it will be automatically re-directed to each management-level user specified by the manager. After all additional approvers have noted their approval, the EAN will be queued for a final HR approval prior to completion.

Note: Managers will not have the ability to edit an EAN (or change the approver list) after saving the EAN and initiating the Re-Route process. If changes are required for an EAN in Re-Routed status, it must either be rejected back to the originator, or modified by an HR user with appropriate rights.

8. The Force Automatic Re-Route to Up-Line OSM Supervisor option will make it where an EAN is forced into the Re-Route status each time the manager submits one of the specified EAN types. Once submitted, the EAN will be re-routed to the manager's direct supervisor for approval consent. Once approved by that direct supervisor, the EAN will then proceed to HR for final review and approval. By moving the EAN types to the Selected box within the manager's access rights setup, HR personnel are able to determine which EAN types are required to go through this automatic re-route process.

Note: This feature is only available when the Allow Manager to Re-Route EANs for Multi-Level Approval check box has been activated and for EAN Types that the manager has access rights to create.

9. Click the Save button.

Result: After you save changes, the manager may approve all EAN types you moved to the Selected box. The manager may not approve EAN types that remain in the Available box.

Use the EANs tab to allow managers to approve specific EAN types.

One of your HR Representatives will need to submit and approve changes in ExponentHR. By granting the ability to approve an EAN, the representative will be able to approve EANs directly without review or approval by you. In granting a representative approval rights, be sure to review the EANs you grant this individual so the proper audit/approval process will remain in place.

Note: Giving a manager the right to approve EANs does not make them HR personnel with HR Function functional access. Managers may approve EANs they create (either for themselves or on behalf of employees) only. Even with approval rights, managers may not approve EANs created by others. That right is reserved for HR personnel.

1. Click the EANs tab.

The EANsEANs tab will display.

2. Select the Approve EAN radio button from the Type of EAN Rights section of the tab.

Note: To give a manager access to approve all EAN types (including EAN types that may later be added to the system), leave the Full Access to Approve all EAN Types checkbox checked.

3. Select the appropriate EAN type in the Available box.

The EAN type you selected will be highlighted.

4. Click the right arrow button to move the highlighted EAN type to the Selected box.

Note: You may remove EAN types from the Selected box by selecting the EAN type and clicking the left arrow button to move that EAN type back to the Available box.

5. Activating the Allow Manager to Re-Route EANs for Multi-Level Approval option will permit the manager creating the EAN to select a list of "approvers" to review the employee change request. When the manager Re-Routes the EAN, it will be automatically re-directed to each management-level user specified by the manager. After all additional approvers have noted their approval, the EAN will be queued for a final HR approval prior to completion.

6. Check the List OSM Position Mgmt Visibility to Manager's Down-line Branch Only box to restrict a manager’s view of the OSM tree within an EAN when assigning an employee to a new or unfilled position. When activated for a specific manager, only a subordinate (down-line) position that is directly or indirectly beneath the manager's own position in the same OSM tree will be an available option when choosing a position for an employee.

7. Check the Limit New Hire Access to Manager's Company (EIN) Only box to limit a manager to hiring employees only into the same company as the manager.

Note: This restriction option only applies to organizations with more than one Company/EIN.

8. Check the Disable Bulk Processing Options box to disable a management user's ability to simultaneously apply the same EAN status action (Approve, Reject, etc.) to multiple EANs.

9. Click the Save button.

Result: After you save changes, the manager may approve all EAN types you moved to the Selected box. The manager may not approve EAN types that remain in the Available box.

Use the Custom Tables tab provide managers access to specific custom table data for employees within your organization.

Through this feature, a management user without grant access rights to Employee Personnel Records can be provided access to custom table data. Additionally, a management user can be provided adjusted custom table employee visibility and data edit capabilities (in variance to the edit rights defined in custom table setup.)

Note: To allow the user access to the Custom Tables Utility, you must also provide rights in Functional Utilities.

Each company device issued to employees is tracked in a custom employee table. The custom tables are contained on each employee's personnel record; however, the IT department issuing the devices is not permitted to see any information contained on personnel records. By granting the IT department access to this specific custom table, they may add/edit entries through the Custom Employee Tables utility.

1. Click the Custom Tables tab.

The Custom TablesCustom Tables tab will display.

2. To add or remove a specific custom table on the Custom Tables tab, click the Add/Edit button.

The Custom Table AccessCustom Table Access page displays with each custom table that access rights have been specifically provided.

Select all desired custom tables and use the arrow keys to add them to (or remove them from) the user's accessibility in the Custom Employee Tables utility and click the Save button.

3. The Access drop-down selection provides the option to expand an employee's visibility of the table to display all employees within the organization. By default, the Limited Employee Access option is selected, which limits custom table data visibility to just the employees included in the manager's access rights.

4. In the Rights section, check the boxes to appropriately provide the user with access to add new rows, edit existing information on a row, and/or delete an existing row for the respective table.

Note: Within the configuration of a custom table, it is designated which user types are able to view, add, edit, and/or delete information on a custom respective table. The selections made in a user's grant access rights override the table's configuration settings for the specific individual.

5. Click the Save button once all changes have been made.