Implementing Self-Service Applications

PeopleSoft Expenses provides employees with secure and convenient access to your expense system through self-service web pages. Self-service page navigation is defined by roles in the organization, which requires you to identify the appropriate role for each individual who needs access.

This topic provides an overview of security and roles and discusses how to set up roles.

A user's profile determines what self-service pages the user can access. To set up security and roles:

  • Create user profiles in the Maintain Security page within the User Profile component.

  • Assign each user profile a role.

  • Link the roles to permission lists.

Each permission list identifies the pages that users who are assigned to a role can access. PeopleSoft Expenses delivers a permission list (EPEX9000) that enables users to access all pages in the application.

Note: If you modify a permission list, you change access for all users assigned to roles that are linked to it.

PeopleSoft Expenses uses roles to govern access to pages. Using the standard self-service menus, you can access PeopleSoft Expenses pages using the employee, approver, and project manager roles. PeopleSoft Expenses delivers these role definitions:

Role Name

Description

EX_EMPLOYEE

Employee.

EX_APPROVAL

Expenses approver.

EX_AUDITOR

Expenses auditor.

EX_PROJMGR

Expenses project manager.

To enable users to access self-service pages:

  • Link user IDs to the employee, manager, or project manager roles.

  • Associate the roles with permission lists that provide access to the appropriate self-service applications.

Employee Role

User IDs that are set up with the employee role can select:

  • Delegate Entry Authority.

  • Create/Update User Template.

  • Create Travel Authorization.

  • Modify Travel Authorization.

  • View Travel Authorization.

  • Cancel an Approved Travel Authorization.

  • Delete Travel Authorization.

  • Print Travel Authorization.

  • Create Cash Advance.

  • Modify Cash Advance.

  • View Cash Advance.

  • Delete Cash Advance.

  • Print Cash Advance.

  • Create Expense Report.

  • Modify Expense Report.

  • View Expense Report.

  • Delete Expense Report.

  • Print Expense Report.

  • Create Time Report.

  • Modify Time Report.

  • View Time Report.

  • Delete Time Report.

  • Print Time Report.

  • View My Wallet.

  • Review My Wallet Receipts.

  • Review Expense History.

  • Review/Edit Profile.

  • Access travel partner links.

  • Update travel partner passwords.

Manager Role

User IDs that are set up with the manager role can select:

  • Approve Transactions.

  • Modify Approved Transactions.

Note: User IDs that are set up with the manager role can also access employee user defaults from a link on the expense transactions pages.

Project Manager Role

User IDs that are set up with the project manager role can select Approve Transactions.