Organization Support Role Descriptions

Overview

This tip sheet provides a description of Organization Support Roles in PeopleSync. To view employee and payroll data and transact within PeopleSync and related systems, HR, Payroll, and Finance personal are assigned to one or more of these roles by the Security Partner at each school or unit. 

  • Only employees with Organization Support Roles have the ability to view and perform HR and Payroll–related transactions.
  • Most roles are assigned by the Security Partner at each School or Unit. (Some roles (as indicated) are assigned by ESM only.
  • One employee can have multiple roles. For example, an employee can be both an HR Partner and HR Analyst.
  • More than one employee from the same organization can fill the same role. For example, it is common to have multiple people in the HR Analyst role.
  • Review the Role & Approval Chain section of a transaction tip sheet (for example hire or assign costing allocation) to see what these roles do in each business process. For example, a hire transaction is submitted by the HR Analyst. That transaction then routes to the HR Partner for approval; once approved it routes to the Finance Executive for final approval.
  • Specific dashboards are available to these roles.
  • The descriptions provided below are from the context of usage in the US for Washington Square based operations and may differ in access and responsibilities if used for Abu Dhabi, Shanghai or Global sites.
  • Generally speaking, roles described below do not have access to compensation information for ULT, Band 55, or University HR employees even when assigned to support those individuals.

Roles

HR

Role Description Sensitive Data Access
 Transactions
Absence Partner Initiates transactions for a leave of absence. Has access to compensation and leave data Place Employee on Leave, Return Employee From Leave
Additional Compensation Partner Submits and edits additional compensation jobs. Is intended to be assigned only to Additional Compensation sup orgs. Has access to Period Activity Pay compensation data Add Job, End Job, Manage Period Activity Pay, Assign Costing Allocation
Compensation Partner Held by members of Global Compensation only. Reviews and approves the compensation step of Administrative/Professional or Staff hire, add and edit position, job change, create position/edit position restriction transactions, and merit increases during AMI.  Has access to compensation and leave data Approves compensation in key staffing transactions.
HR Analyst Submits most employee transactions–from creating a position to hiring, requesting comp changes and termination. This is a main role in the system with primarily transaction responsibilities. Has a broad range of access to data and visibility into employee records. Has access to compensation, leave, payroll (gross pay), personal demographic data, most HR related reports.  Create Position, Edit Job, Create Job Requisition, Hire, Edit Position or Job, Request Compensation Change, Change Organization Assignments, Change personal/contact information, Change workspace, Assign Costing Allocation, Job Change, Switch Primary Job, End Job, Terminate, Edit Timesheets etc.
HR Contact for Integrations (Primary)

and

HR Contact for Integrations (Secondary)

 Typically assigned to the HRO at school or HR Partner at unit. These are not transactional roles. They function as the default contact(s) for system related issues and are referenced by systems administrators at NYU. Typically the same person holds both roles but you may select two different people in each role. (Primary) is typically the HRO of the school or HR Business Partner of the unit.

Note: these roles are used by our integrations with Liberty Mutual for Leave Management. If your leave transactions are managed by PeopleLink, the primary and secondary contact must be assigned to the same person.

   No transactional access
HR Executive Approves role assignments submitted by the Security Partner. Receives Tuition Remission notifications

Note: One person should be assigned to this role per sup org to avoid issues with the Tuition Remission system.

 Has access to compensation, leave, personal demographic data Assign Organization Support Role, Enter Time
HR Partner Approves most staffing transactions or changes to employee records. This can also initiate transactions. This is a major HR role in the system with primarily approval responsibilites. Has a broad range of access to data and visibility into employee records. HROs are always assigned to the HR Partner role. (See HR Analyst role above. In many transactions the HR Analyst is the initiator and the HR Partner is the approver). Has access to compensation, leave, payroll (gross pay), personal demographic data, all HR related reports.  Create Position, Edit Job, Create Job Requisition, Hire, Edit Position or Job, Request Compensation Change, Change Organization Assignments, Change personal/contact information, Change workspace, Assign Costing Allocation, Job Change, Switch Primary Job, Place Employee on Leave, End Job. Terminate, Enter Time, etc.
HR Reporting Analyst Has access comparable to HR Analyst/HR Partner. This role does not submit transactions. Has access to compensation, leave, payroll (gross pay), personal demographic data, most HR related reports.  No transactional access
 

I-9 Partner

 Reviews, approves, and amends I-9 transactions. I-9 forms, employee personal IDs. Approve I-9 transaction
Onboarding Specialist Assigned to members of UHR’s onboarding department only. This role initiates transactions related to hiring new employees.  Has access to compensation, I-9 forms, personal IDs and demographic data Hire, Add Job, Amend Form I-9, Edit IDs, Assign Costing Allocation, Change Organization Assignment, Add Education, Change Personal Information.
 

Performance Partner

 Has permissions for events and tasks for employee and manager performance evaluations. Typically this role is assigned to an HR Partner. Performance data (goals and reviews). Reports related to performance review metrics such as completion status and results Start Performance Review, Manage Goals, Cascade Goals, Send Back Form.
Security Partner Assigns roles in PeopleSync. This role submits the Assign Organization Support Role transaction which is then approved by the HR Executive and by Security Administrators in UHR. This role is typically held by the HRO or a member of the HR team.    Assign roles
Time & Absence Partner Review, Edit, Correct, Approve timesheets on behalf of managers (manually advance).

Note: This access is already held by HR Analysts and Partners.  You do not need to assign this role if the employee is already an HR Analyst or Partner for the organizations they desire access.

 Timesheets, Time Off balances. Access to reports related to time and absence.  Access to “HR only” absence types. Assign Work Schedule, Enter Time, Enter Absence, Correct Absence

Finance

Role Description Data Transactions
Budget Office Analyst Responsible for approving compensation and budget related transactions.

Note: This role has already been assigned on behalf of schools. Contact the budget office or PeopleLink if you have questions.

 Has access to compensation data Approves the following transactions: Override Budget Checks; Create Position (for proposed positions)
Budget Office: Approving Proposed Positions
Concur Travel and Expense Approver Overrides the manager of the sup org as the manager-level approver in Concur for travel and expenses. Additional information can be found here.

Note:  You should assign this role only if the manager should stay the same and the approver of their employees’ expense reports should be someone different.

   No transactional access
Costing Allocation Partner Has access to view the same data as the Finance Executive, however only has access to process costing allocations transactions.

Note: This is commonly assigned in conjunction with the Payroll Adjustment Partner role, as this role does not grant access to accounting adjustments by itself.

 Has access to compensation, leave and payroll (gross pay) data Assign Costing Allocation
Finance Executive Approves transactions which involve compensation and costing info. Can also initiate transactions. Finance Officers are typically assigned to this role. Has access to compensation, leave and payroll (gross pay) data Change Organization Assignments, Assign Costing Allocation, Assign Pay Group.
Payroll Adjustment Partner The Payroll Adjustment Partner can initiate payroll accounting adjustments.

Note: The user must also have an HR Analyst, HR Partner, Finance Executive or Costing Allocation Partner role in order to process these types of transactions.

 Has access to payroll data Payroll Accounting Adjustment

Academic

Role Description Data Transactions
Academic Initiator Manages Academic Appointment data.

Note: when assigning a user to this role, assign them to both the sup org and the academic units hierarchy. (To find a list of academic units run the Academic Unit Audit report).

 Academic appointment data including track type, tenure status, tenure review dates. Add, Update and End Academic Appointment
Academic Approver Approves academic appointment transactions. Can also initiate the transactions.

Note: when assigning a user to this role, assign them to both the sup org and the academic unit hierarchy. (To find a list of academic units run the Academic Unit Audit report).

 Academic appointment data including track type, tenure status, tenure review dates. Add, Update and End Academic Appointment
Academic Partner This role is assigned centrally by ESM to members of the Office of Academic Appointments (OAA) Academic appointment data including track type, tenure status, tenure review dates.

Has access to compensation data

 Is final approver of some academic appointment transactions – add, update and edit. Can also initiate these transactions. 

Merit

The following roles are part of the AMI process and transactions in PeopleSync. 

Role Description Data Transactions
Merit Partner Responsible for entering in the employee’s performance rating, merit increase percentage and bonus amounts.  This is typically assigned to the manager/department head, but can also be assigned to any designated individual.

There should only be one Merit Partner assigned to each sup org.

Note: HR Partners has the same access as the Merit Partners they support to update proposed awards during the process

 Has access to compensation data only during the Compensation Review (AMI) process  

Refer to the AMI/Compensation Programs resources published on the HRO Community Blog for material on these roles and transactions.
Merit Reviewer 1, 2, or 3 (Admin/Other)

Merit Reviewer 1, 2, or 3 (Faculty)

Merit Reviewer 1, 2, or 3 (Researcher)

 

 The AMI proposed awards will route to the assigned Reviewer for each respective process for review and approval. 

  • Merit Reviewer 1 is the first person to approve. It is then sent to Reviewer 2.
  • Merit Reviewer 2  reviews what Reviewer 1 approved. It is then sent to Reviewer 3.
  • Merit Reviewer 3 is the final reviewer before the AMI goes to UHR/Compensation and OAA.
  • If you do not need three separate reviewers, you may assign Merit Reviewer 2 and Merit Reviewer 3 to the same individual. This will allow more time for that individual to review the submission.
 Has access to compensation data only during the Compensation Review (AMI) process Refer to the AMI/Compensation Programs resources published on the HRO Community Blog for material on these roles and transactions.

Managers

Security Partners assign one manager to a supervisory organization (sup org). The sup org will contain the employees/positions who report into that manager. 

Role Description Data Transactions
Manager This role is assigned to a sup org. Typically the employees in that sup org report into the Manager. The manager can view employee records.

If a TSA or TOA org is not assigned, this role approves timesheets and time off requests.  Managers always has access to edit timesheets and enter time off on behalf of their workers.

If the school uses performance management in PeopleSync, managers also complete manager evaluations.

In Concur (Travel and Expense), expense reports will route to the employee’s manager  for approval unless overridden.

 Employee Data –  job information, contact information, PTO/Absence balance.

Does not have access to compensation, payroll data, or sensitive personal data.

 View, edit, approve timesheets.

Review, approve, cascade goals and complete manager performance evaluations.
Manager Compensation View Provides access to compensation data on the employee record.

Note: This role should only be assigned in conjunction the manager role if access to compensation is needed.  Assigning this role grants visibility to compensation information for all subordinate organizations as well.

 Employee compensation information including salary history.

Does not have access to payroll data.

 No transactional access

USER-BASED SECUrity roles – access to other systems

Role Description Data Transactions
iCIMS HRO Recruiter Provides access to iCIMS, the applicant tracking system for Administrative/Professional and Staff positions.

Note: This is not assigned by the Security Partner and is assigned by ESM. To assign this role to an employee, HR can send in a ticket to PeopleLink. 

 Access to manage job posting information in iCIMS for your school/unit No transactional access
Interfolio Access Assigning this role adds the Interfolio login card to the worker’s NYU Home page.  It is commonly requested to be given to faculty/researchers who access Interfolio to help in recruiting/search committees.

Note: This is not assigned by the Security Partner and is assigned by ESM. To assign this role to an employee, First make sure access is approved by OAA by sending an email to Interfolio.Support@nyu.edu. Once approved submit a ticket to PeopleLink with a copy of the email approval, the name, N# and netid.

   No transactional access
UDW+ Reporting

Other UDW+ Roles

 Grants access to UDW+ dashboards. For information on assigning the roles, review the following: Assigning UDW+ HR Security For more information on UDW+ review the following:

UDW+ HR Reporting

 No transactional access

other

Role Description Data Transactions
Secondary HR Partner and Finance Executive Assigned to the Shared Funding With custom organization. This custom org indicates that the position is funded as whole or in part by that school in addition to the school where the position sits.

The role is generally assigned to the HR Partner and Finance Executive who supports that school.

Receives notifications when a Costing Allocation is applied to a position assigned with the Shared Funding With custom organization.

 Visibility to position details for those which sit outside your supervisory organization and have the Shared Funding With org of your school assigned. Includes access to position details and compensation data. No transactional access
Cost Center Manager This role is managed outside of PeopleSync. It is assigned to Cost Center and Cost Center Hierarchies. 

The role is commonly assigned the the Finance Executive and any others who support them. It is typically assigned to all cost centers (called “Orgs” in FAME and in the other financial systems) relevant for that school or unit.

To assign this role you must send a request to the budget office. The assignment will be made in Hyperion and will flow to PeopleSync overnight. Contact: budget.office@nyu.edu.

 Access to reporting based off of Cost Centers, various reports on the Position Budget Management dashboard No transactional access
Company Intersection Data Viewer

and

Organization Intersection Data Viewer

 These two roles are assigned together to give Company X Organization Compensation intersection access. The Company Intersection Data Viewer is assigned to the Company and the Organization Intersection Data Viewer is assigned to the Account.

This role should be used sparingly.  It is appropriate for an individual who needs to be able to view certain types of employees (e.g. all researchers, all faculty) for the whole university, but does not directly support them as an HR Partner or other similar role.

 Limited position and compensation data for all positions assigned both the Account and Company organizations these roles are assigned to (for example, an assignment to the accounts 51102 and 51112 and the New York University company grants access to all full-time faculty and part-time faculty for WSQ). No transactional access
Company Intersection Data Viewer

and

Student Data Organization Viewer 

 These two roles are assigned together to give Company X Student Data Viewer intersection access. The Company Intersection Data Viewer is assigned to the Company and the Organization Intersection Data Viewer is assigned to the Account.

This role should be used sparingly. It is generally assigned to administrators at the Wassserman Center to allow reporting on student workers.

 Position, personal demographic, and compensation related information for all positions assigned both the Account and Company organizations these roles are assigned to. No transactional access

Last updated: July 2023