Understanding Employee Privilege Templates

Employee privilege templates allow you to determine whether employees have access to view or change accounting ChartFields on expense report, time report, and travel authorization transactions. When using the Employee Privilege template, you can configure which accounting ChartFields must be displayed on expense report, time report, and travel authorization transactions when the accounting ChartFields are in view or change mode. Employee templates are optional and if they are not defined, then employees have access to all ChartFields that appear on expense reports, time reports, and travel authorizations.

An Employee Privilege template can be created for each transaction type and associated with a business unit or a user role. The Employee Privilege template also determines Billing Action.

When you create expense transactions, PeopleSoft Expenses determines what accounting information to use and determines whether the accounting information can be viewed or modified.

When creating an expense report, a time report, or a travel authorization:

1. The system checks the employee profile first to determine whether a role is designated.

2. If a role is designated, the system checks the role to determine whether an Employee Privilege template is associated with the role. If there is no employee privilege template associated, the system proceeds to check whether an Employee Privilege template is associated with the GL business unit that is associated with the employee.

3. If a role is not designated, the system checks to determine whether an Employee Privilege template is associated with the general ledger business unit that is associated with the employee.

When an Employee Privilege template is defined, the system uses it to determine the employee access to accounting defaults and accounting details.

For more information about setting up employee privilege templates, see Maintaining Employee Privilege Templates.