Specify Security Rights for a Payroll Administrator

Deltek security is based on roles, or groups of users categorized by how they use Deltek. Your System Administrator must configure your role with at least the rights explained in the following procedure to allow you to administer and process payroll.

Depending on what other functions you perform at your firm, your role may need security access to other Deltek tabs, fields, or features.

The following instructions are intended as a guideline to create a payroll administrator role called PAYROLL that includes access rights required to administer and process payroll. If the individuals at your firm who run payroll also perform other Deltek functions, you may want to modify an existing role, or create a broader role that includes the settings explained in this topic.

To create a PAYROLL role with the minimal security access:

  1. From the Navigation menu, click Settings > Security > Roles.
  2. Click New > New Role to open a blank role record.
  3. In the Role field on the General tab, enter PAYROLL.
  4. Enable the following items:

    • Hubs: Employees, Projects, Accounts

    • Transaction Center: Transaction Posting

    • Accounting: Void Payment, Cost/Pay Rate Tables (if you use pay rate tables)

    • Human Resources: Absence Accruals, Payroll: Payroll Processing, Direct Deposit, Form W-2 Processing

    • My Stuff: Timesheet

    • Reporting: Payroll

    • Utilities: Open New Absence Year, Open New W-2 Quarter, History Loading:Payroll

    • Settings: Payroll: General, Withholding Codes, Contribution Codes, User-Defined Tax Locales

  5. Click the Record Access tab and select the following settings:

    • In the Access field, select Modify Only for Employees and for Projects.

    • In the Chart of Accounts field, select Read Only.

  6. Click the Accounting tab and select the following options:
    Option Description

    Include paychecks on register and bank rec

    If the role has been granted access to Bank Reconciliation (Accounting > Bank Reconciliation) and the Payment Register (Reporting > Accounting) on the General tab of Roles Security, select this option to make payroll processing-related entries available to this role. To access the Payment Register report, Payment Register must be selected for the role in the Accounting reports and the Reports for this Role area must be selected on the Access Rights tab. Selecting this option also allows users who belong to this role to void payroll payments. For users who belong to a role with this security setting, Payroll Payments displays as an option for the Payment Type field on the Void Payment Processing form.

    Allow payroll processing in prior W2 quarter

    Select this option to allow the Payroll Administrator to change the W2 quarter and year from the Payroll Processing form for the current payroll run, if it is a bonus or adjustments run. Deltek recommends that you leave this setting cleared. If your Payroll Administrator needs to make an adjustment in a prior W2 quarter, you can turn this feature on, and then turn it off again when the Administrator is finished.

    Full Access to all Transactions

    In the Labor Cost/Rates Amounts field, select this option if your firm intends to use pay rate tables.

  7. Click the Access Rights tab and specify the following settings:
    1. In the Functional Area field, select Reports
    2. In the Report Type field, select Payroll.
    3. In the Available Reports area, select all reports and click Add.
    4. In the Functional Area field, click Application > Tabs.
    5. In the Application field, select Employees.
    6. Select Accounting and Payroll and click Add.
    7. In the Application field, select Projects.
    8. Select Accounting and click Add.
  8. Click Save.

After you create the PAYROLL role, you associate the users who will administer and process payroll with this role.

Parent Topic: How to...