Human Resources

Benefits Roles

End User

Role NameDescription
UF_BN_BENEFITS_INQUIRYThis is an end user role granting access to the Benefits module to:
  • View benefit plan enrollments for department employees
This role will be approved only for department and college administrators with documented business need for the information. Note:  Prior to the implementation of the Fringe Benefits Pool, departments needed this information to calculate benefit costs for budget purposes.  Because this is no longer the case, this role is normally limited to department and college administrators with documented business need for the information.  The information may be obtained from other screens for which you may already have security, such as Review Paycheck or Review Accrual Balance. If your department feels you have a business need for this information, please have your DSA submit the request with information documenting this need in order to perform your current duties.
Password Level (3)
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Core User

Role NameDescription
UF_BN_BENEFITS_ADMINISTRATORThis is a core office role granting access within the Benefits, Payroll, and Workforce modules to:
  • Correct foundation tables
  • Correct additional pay
  • Correct general deductions
  • Print earnings statements
  • Run reports and processes related to benefits/deductions
  • Update/correct base benefits setups
  • Update/correct benefit enrollments
  • Update/correct employee/dependent information
  • Update/correct job information
  • View leave accruals
  • View tax information
Password Level (4)
UF_BN_BENEFITS_ENROLLERThis is a core office role granting access within the Benefits, Payroll, and Workforce modules to:
  • Update general deductions
  • Update/correct benefit enrollments
  • Update employee/dependent information
  • View base benefits setups
  • Run base benefits reports
  • Print earnings statements
  • View leave accruals
  • View job information
  • View tax information
Password Level (4)
UF_BN_BENEFITS_SUPERUSERThis is a core office role granting access within the Benefits module to:
  • Add, Update and Correct Base Benefits and Ben Admin foundation tables
  • Add, Update and Correct employee Base Benefits and Ben Admin data
Password Level (5)
UF_BN_GEN_DEDUCT_CORRECTIONThis is a core office role - primarily intended for a few employees in the HRS recruiting and staffing office - granting access within the Benefits module to:
  • Correct general deductions
Password Level (4)
UF_BN_PEOPLEFIRST_PROCESSORThis is a core office role granting access within the Benefits module to
  • Update PeopleFirst Adjustments
Password Level (4)
UF_BN_SERVICE_CENTER_INQUIRYThis is a core office role granting access within the Benefits, Payroll, and Workforce modules to:
  • View general deductions
  • View benefit enrollments
  • View employee/dependent information
  • View base benefits setups
  • View leave accruals
  • View job information
  • View tax information
Password Level (4)
UF_HR_TAX_SERVICES_NRAThis is a core office role granting access within the HR module to:
  • Update Enroll in Benefits
  • Correct Job Information
  • Update Personal Information
  • Update UF Employee Department Lookup
Password Level (4)
UF_N_Benefits_FileAccThis role provides access to upload files to the University Benefits folder on the UF Enterprise Systems File Delivery Server. This role should only be requested for employees in positions of special trust who must review or, in some cases, transmit files to federal or state government agencies and UF business partners.
Password Level (4)
UF_N_BENEFIT_IMAGING_CLIENT_VWHuman Resource Benefits Client View. When requesting the role you must include the user’s GatorLink username in the Authority Area. For Human Resource Services Benefits personnel only.
Password Level (4)
UF_N_LEAVE_IMAGING_CLIENT_VIEWHuman Resource Leave Client View. When requesting the role you must include the user’s GatorLink username in the Authority Area. For Human Resource Services Leave personnel only.
Password Level (3)
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Reporting

Role NameDescription
UF_BN_BENEFITS_ADMINISTRATORThis is a core office role granting access within the Benefits, Payroll, and Workforce modules to:
  • Correct foundation tables
  • Correct additional pay
  • Correct general deductions
  • Print earnings statements
  • Run reports and processes related to benefits/deductions
  • Update/correct base benefits setups
  • Update/correct benefit enrollments
  • Update/correct employee/dependent information
  • Update/correct job information
  • View leave accruals
  • View tax information
Password Level (4)
UF_BN_BENEFITS_ENROLLERThis is a core office role granting access within the Benefits, Payroll, and Workforce modules to:
  • Update general deductions
  • Update/correct benefit enrollments
  • Update employee/dependent information
  • View base benefits setups
  • Run base benefits reports
  • Print earnings statements
  • View leave accruals
  • View job information
  • View tax information
Password Level (4)
UF_BN_BENEFITS_INQUIRYThis is an end user role granting access to the Benefits module to:
  • View benefit plan enrollments for department employees
This role will be approved only for department and college administrators with documented business need for the information. Note:  Prior to the implementation of the Fringe Benefits Pool, departments needed this information to calculate benefit costs for budget purposes.  Because this is no longer the case, this role is normally limited to department and college administrators with documented business need for the information.  The information may be obtained from other screens for which you may already have security, such as Review Paycheck or Review Accrual Balance. If your department feels you have a business need for this information, please have your DSA submit the request with information documenting this need in order to perform your current duties.
Password Level (3)
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Commitment Accounting Roles

End User

Role NameDescription
UF_KA_DEPT_BUDGETING_ADMINCommitment Accounting (formerly Payroll Distributions) module:
  • Review distribution set-ups and actuals
  • Update Payroll Distributions at departmental level*
  • View Combination Code Table
  • View Cost Distribution Reports in Enterprise Reporting
  • Receives Listserv emails to PY-DISTRIBUTION@LISTS.UFL.EDU
  • Role expires after 3 years and users need to take PST985 and PST986 again prior to expiration
* When requesting the role, the DSA will specify the department id(s) the employee is authorized to access in Access Request System > Requests > Account Code Security
Password Level (3)
Training Requirements:

PST985 - Commitment Accounting Basics

PST986 - Commitment Accounting Advanced

UF_KA_DEPT_BUDGETING_TRAINEECommitment Accounting (formerly Payroll Distributions) module:
  • Review distribution set-ups and actuals
  • Update Payroll Distributions at departmental level*
  • View Combination Code Table
  • View Cost Distribution Reports in Enterprise Reporting
  • Receives Listserv emails to PY-DISTRIBUTION@LISTS.UFL.EDU
  • Role expires after 90 days and need users to take PST986 Commitment Accounting Advanced prior to expiration
*When requesting the role, the DSA will specify the department id(s) the employee is authorized to access in Access Request System > Requests > Account Code Security
Password Level (3)
Training Requirements:

PST985 - Commitment Account Basics

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Core User

Role NameDescription
UF_KA_ACCOUNT_CODE_ADMINThis is a core office role granting access within the Commitment Accounting module to:
  • Correct combination code table
  • Update Budget Information
Password Level (4)
UF_KA_CAS_MANAGERThis is a core office role granting access within the Commitment Accounting module to:
  • Update Budget Information
Password Level (4)
UF_KA_CG_APPROVERThis is a core office role granting access within the Commitment Accounting module to:
  • Update actuals/retro distributions
  • Update combination code table
  • Update Budget Information
  • Correct UF Projected Payroll
Password Level (4)
UF_KA_CG_REVIEWERThis is a core office role granting access within the Commitment Accounting module to:
  • View Payroll Distributions
  • Review Retro Distribution Messages
  • Update Payroll Cost Transfer Forms
  • View Combination Code Table
  • View Department Budget Table
  • View UF Projected Payroll
Password Level (4)
UF_KA_PAYROLL_BUDGETINGCommitment Accounting (formerly Payroll Distributions) module:
  • Review distribution set-ups and actuals
  • Update Payroll Distributions at COLLEGE level*
  • View Combination Code Table
  • View Cost Distribution Reports in Enterprise Reporting
  • Receives Listserv emails to PY-DISTRIBUTION@LISTS.UFL.EDU
* When requesting the role, the DSA will send an email to smwilson@ufl.edu requesting that ALL security row level be added.
Password Level (4)
Training Requirements:

PST985 - Commitment Accounting Basics

PST98 - Commitment Accounting Advanced

UF_KA_PAYROLL_BUDGETING_ADMINThis is a core office role granting access within the Commitment Accounting module to:
  • Update Payroll Distribution
  • Update combination code table
  • Correct Budget Information
  • Update Account Code Security
  • Correct UF Projected Payroll
Password Level (4)
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Reporting

Role NameDescription
UF_KA_ACCOUNT_CODE_ADMINThis is a core office role granting access within the Commitment Accounting module to:
  • Correct combination code table
  • Update Budget Information
Password Level (4)
UF_KA_CG_APPROVERThis is a core office role granting access within the Commitment Accounting module to:
  • Update actuals/retro distributions
  • Update combination code table
  • Update Budget Information
  • Correct UF Projected Payroll
Password Level (4)
UF_KA_CG_REVIEWERThis is a core office role granting access within the Commitment Accounting module to:
  • View Payroll Distributions
  • Review Retro Distribution Messages
  • Update Payroll Cost Transfer Forms
  • View Combination Code Table
  • View Department Budget Table
  • View UF Projected Payroll
Password Level (4)
UF_KA_DEPT_BUDGETING_ADMINCommitment Accounting (formerly Payroll Distributions) module:
  • Review distribution set-ups and actuals
  • Update Payroll Distributions at departmental level*
  • View Combination Code Table
  • View Cost Distribution Reports in Enterprise Reporting
  • Receives Listserv emails to PY-DISTRIBUTION@LISTS.UFL.EDU
  • Role expires after 3 years and users need to take PST985 and PST986 again prior to expiration
* When requesting the role, the DSA will specify the department id(s) the employee is authorized to access in Access Request System > Requests > Account Code Security
Password Level (3)
Training Requirements:

PST985 - Commitment Accounting Basics

PST986 - Commitment Accounting Advanced

UF_KA_DEPT_BUDGETING_TRAINEECommitment Accounting (formerly Payroll Distributions) module:
  • Review distribution set-ups and actuals
  • Update Payroll Distributions at departmental level*
  • View Combination Code Table
  • View Cost Distribution Reports in Enterprise Reporting
  • Receives Listserv emails to PY-DISTRIBUTION@LISTS.UFL.EDU
  • Role expires after 90 days and need users to take PST986 Commitment Accounting Advanced prior to expiration
*When requesting the role, the DSA will specify the department id(s) the employee is authorized to access in Access Request System > Requests > Account Code Security
Password Level (3)
Training Requirements:

PST985 - Commitment Account Basics

UF_KA_PAYROLL_BUDGETINGCommitment Accounting (formerly Payroll Distributions) module:
  • Review distribution set-ups and actuals
  • Update Payroll Distributions at COLLEGE level*
  • View Combination Code Table
  • View Cost Distribution Reports in Enterprise Reporting
  • Receives Listserv emails to PY-DISTRIBUTION@LISTS.UFL.EDU
* When requesting the role, the DSA will send an email to smwilson@ufl.edu requesting that ALL security row level be added.
Password Level (4)
Training Requirements:

PST985 - Commitment Accounting Basics

PST98 - Commitment Accounting Advanced

UF_KA_PAYROLL_BUDGETING_ADMINThis is a core office role granting access within the Commitment Accounting module to:
  • Update Payroll Distribution
  • Update combination code table
  • Correct Budget Information
  • Update Account Code Security
  • Correct UF Projected Payroll
Password Level (4)
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Effort Tracking Roles

End User

Role NameDescription
UF_ET_EFFORT_COORDINATORDepartmental role for users who:
  • Coordinate and fill out Effort Reporting information for faculty.
  • Run Effort Reporting reports in Enterprise Reporting.
Password Level (3)
Training Requirements:

RSH200 - Effort Reporting
RSH220 - Effort Fundamentals
RSH230 - Effort Management

UF_ET_FAR_ADMIN_APPROVERRole required for users who will need to:
  • Approve a Faculty Assignment Report for a department chair or dean.
  • Run Effort Reporting reports in Enterprise Reporting.
Password Level (3)
UF_ET_FAR_APPROVERRole for department chairs or deans who need to:
  • Approve Faculty Assignment Reports for faculty members.
  • Run Effort Reporting reports in Enterprise Reporting.
Password Level (3)
UF_ET_FAR_INITIATORRole for departmental users responsible for:
  • Entering Faculty Assignment Report information.
  • Running Effort Reporting reports in Enterprise Reporting.
Password Level (3)
UF_ET_VIEW_ONLYView only access to all Effort Reporting modules:
  • Faculty Assignment Reports
  • Effort Certification
  • Effort Committments
  • Run Effort Reporting reports in Enterprise Reporting
Password Level (3)
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Core User

Role NameDescription
UF_ET_COMM_CENTRALThis is a core office role granting access within the Effort Reporting module to:
  • Update Administration
  • Update Effort Certifications
  • Update Effort Commitments, Employee Data, and Project Data
  • Run Effort Reporting reports in Enterprise Reporting
Password Level (4)
UF_ET_EFFORT_INITIATORThis is a core office role granting access within the Effort Reporting module to:
  • Correct Administration
  • Correct Effort Certifications
  • Correct Effort Commitments, Employee Data, and Project Data
  • Run Effort Reporting reports in Enterprise Reporting
Password Level (4)
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HRMS PeopleTools Roles

End User

Role NameDescription
ReportSuperUserThis role enables a user to delete report entries and update distribution lists or expiration dates for reports in Report Manager that the user is authorized to view.
Password Level (3)
UF_HR_QUERY_VIEWERThis is an end user role that will allow users to:
  • View public queries in HRMS.
Password Level (3)
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Core User

Role NameDescription
ReportDistAdminThis is a core-user role that enables a user to delete report entries and update distribution lists or expiration dates for any reports in Report Manager.
Password Level (5)
UF_HR_QUERY_MANAGER_PRIVATEThis is a core user role that will allow users to:
  • Create, save and manage private queries in HRMS
Password Level (4)
UF_HR_QUERY_MANAGER_PUBLICThis is a core user role that will allow users to:
  • Create, save and manage public or private queries in HRMS.
Password Level (4)
UF_HR_TREE_MANAGERThis is a core office role granting access within the HR module to:
  • Correct Tree auditor, manager, structure, and utilities
Password Level (4)
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Hiring and Job Actions Roles

End User

Role NameDescription
UF_EPAF_Department AdminePAF module:
  • Enter job actions for employees, such as hires, rehires, job changes, leaves of absence, terminations, leave cash–outs, and additional pay
  • Enter position actions for Faculty, TEAMS, and USPS such as FTE changes, position description updates, reclassifications, adding a new position.
  • View personal information and job data for employees
  • Review medical exam results
  • View workforce reports in Enterprise Reporting
Password Level (3)
Training Requirements:

PST093 - Introducing GatorStart
PST920 - Managing ePAF 9.1

Conflicting Roles:

UF_EPAF_Level 1 Approver

UF_EPAF_DOCE ApproverePAF module:
  • Approve, deny, or recycle submissions for DOCE specific job actions, such as hires, rehires, and additional pay.
  • View personal information and job data for employees
Password Level (3)
Training Requirements:

PST093 - Introducing GatorStart
PST920 - Managing ePAF 9.1

UF_EPAF_Level 1 ApproverePAF module:
  • Approve, deny, or recycle submissions for job actions, such as hires, rehires, job changes, leaves of absence, terminations, leave cash–outs, and additional pay.
  • Approve, deny, or recycle submissions for Faculty, TEAMS, and USPS position actions such as FTE changes, position description updates, reclassifications, adding a new position.
  • View personal information and job data for employees
  • View workforce reports in Enterprise Reporting
Password Level (3)
Training Requirements:

PST093 - Introducing GatorStart
PST920 - Managing ePAF 9.1

Conflicting Roles:

UF_EPAF_Department Admin

UF_HR View/InquiryThis is an end user role granting view-only access to a variety of HR-related information - such as job records and personal data - for purposes of responding to researching basic information and responding to certain inquiries..
Password Level (3)
UF_HR_CIP_VIEWONLYThis is a core office role granting access within the Workforce module to:
  • View department and faculty CIP codes used for classification of instructional programs.
Password Level (3)
UF_HR_OCCUPATIONAL_MED_INQUIRYThis is an end user role granting access to the Workforce module to:
  • Review medical exam results
 Note:  This role isn't needed for users who have the UF_EPAF_Department Admin role
Password Level (3)
UF_HR_PERSONNEL_DOCSmyUFL HRMS system:
  • View scanned personnel documents for an employee while viewing the employee's personal information
  • Users who are assigned this role will see a "Personnel documents" button on the "Biographical Details" tab of the personal information
  • Any user assigned this role must also have a separate role that provides the access to view personal information.
Please note: This role requires VP or Dean’s Office approval
Password Level (3)
UF_N_JRQ Department Req ApprThis is an end user role for department administrators to:
  • Approve departmental job requisitions
Password Level (3)
Training Requirements:

PST098 - Careers at UF

UF_N_JRQ Department Req OrigThis is an end user role granting access for department administrators to:
  • Create job requisitions in the Job Requisition application
Password Level (3)
Training Requirements:

PST098 - Careers at UF

UF_N_JRQ Non EmployeeThis is an end user role granting access for non-employees to the Job Requisition system.
Password Level (3)
Training Requirements:

PST098 - Careers at UF

UF_N_JRQ Talent SearchThis is an end user role for department administrators to:
  • To access the Job Requisition Talent Search Module
Password Level (3)
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Core User

Role NameDescription
UF_EPAF_Academic PersonnelThis is a core office role granting access within the ePAF module to:
  • Correct position data, employee pay data, workforce data
  • Correct job data and additional pay data
  • Correct personal data
  • Update job data
Password Level (4)
UF_EPAF_Class and CompThis is a core office role granting access within the ePAF module to:
  • Correct position data
  • Correct job data and additional pay data
  • Correct personal data
Password Level (4)
UF_EPAF_Employment OfficeThis is a core office role granting access within the ePAF module to:
  • Correct Position Management
  • Correct Job Data and Additional Pay
  • Correct Job Information
  • Correct Personal Information
  • Correct Salary Grades
Password Level (4)
UF_EPAF_Leave OfficeThis is a core office role granting access within the EPAF module to:
  • Update Position Management
  • Update Job Data and Additional Pay
  • Update Personal Information and Citizenship
  • Update I-9 Forms
Password Level (4)
UF_EPAF_Payroll OfficeThis is a core office role granting access within the EPAF module to:
  • Update Position Management
  • Update Job Data and Additional Pay
  • Update Personal Information and Citizenship
Password Level (4)
UF_EPAF_Retirement OfficeThis is a core office role granting access within the EPAF module to:
  • Update Position Management
  • Update Job Data and Additional Pay
  • Update Job Information
  • Update I-9 forms
  • Update Personal Information and Citizenship
  • Update ePAF Retirement Home Page
Password Level (4)
UF_EPAF_Student EmploymentThis is a core office role granting access within the EPAF module to:
  • Update Position Management
  • Correct Employee Pay Data(additional pay)
  • Update Job Information
  • Correct personal information; Biographical, Citizenship, organization relationships.
Password Level (4)
UF_EPAF_Tax ServicesThis is a core office role granting access within the EPAF module to:
  • Update Position Management
  • Correct Workforce Administration
  • Update I9 management
  • Correct Job Information
  • Correct Personal Information
Password Level (4)
UF_HR Affirmative ActionThis is a core office role granting access within the HR module to:
  • Update Affirmative Action
Password Level (4)
UF_HR_ACADEMIC_PERSONNEL_ADMINThis is a core office role granting access within the Workforce module to:
  • Update faculty events – including FEO, salary pay plan, and tenure/promotion tracking
  • Update school setup
  • Update CIP codes
  • View foundation tables
Password Level (4)
UF_HR_ACADEMIC_PERSONNEL_STAFFThis is a core office role granting access within the Workforce module to:
  • Update faculty events
  • Update school setup
Password Level (4)
UF_HR_CIP_MAINT
This is a core office role granting access within the Workforce module to:
  • Update department and faculty CIP codes used for classification of instructional programs. 
This role is restricted to a few people in academic core offices such as the Office of the Provost and Academic Personnel.
Password Level (4)
UF_HR_DEPT_SECURITY_ADMINThis role is restricted to core staff in the Office of Human Resource Services who are authorized to add/update department security for users of the HRMS system.
Password Level (5)
UF_HR_EMPLOYEE_RELATIONSThis is a core office role granting access within the Workforce module to:
  • View position data and job data
  • Update historical background data
  • Correct employee review history
Password Level (4)
UF_HR_HIST_BACKGROUND_CORRECTThis is a core office role granting access within the HR module to:
  • Correct Job Information
  • Correct Personal Information
Password Level (4)
UF_HR_HIST_BACKGROUND_UPDATEThis is a core office role granting access within the HR module to:
  • Update Job Information
  • Update Personal Information
  • Update Position Management
Password Level (4)
UF_HR_OCCUPATIONAL_MED_ADMINThis is a core office role granting access within the HR module to:
  • View job information
  • Update Monitor Health and Safety
Password Level (4)
UF_HR_RECRUITMENT_AND_STAFFINGThis is a core office role granting access within the HR module to:
  • Update Administer Base Benefits
  • Update Define Base Benefits
  • Correct Job Information, Visa/Permits
  • Correct Administer Workforce
Password Level (4)
UF_N_HR_IMAGING_CLIENT_MAX Human Resources Client Max
Password Level (3)
UF_N_HR_IMAGING_CLIENT_UPDT

Human Resources Client Update

Password Level (3)
UF_N_HR_IMAGING_CLIENT_VIEW

Human Resources Client View

Password Level (3)
UF_N_HR_IMAGING_VIEW

View Human Resources Images

Password Level (3)
UF_N_JRQ HRS Application AdminThis is a core office role granting access to
  • System setups in the Job Requisition system
Password Level (4)
UF_N_JRQ Recruit and StaffingThis is a core office role granting access to
  • To review and approve job requisitions for posting
Password Level (4)
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UFIT

Role NameDescription
UF_N_JRQ ES System AdminThis is an Enterprise System role granting access to
  • System setups in the Job Requisition system
Password Level (5)
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Reporting

Role NameDescription
UF_EPAF_Academic PersonnelThis is a core office role granting access within the ePAF module to:
  • Correct position data, employee pay data, workforce data
  • Correct job data and additional pay data
  • Correct personal data
  • Update job data
Password Level (4)
UF_EPAF_Class and CompThis is a core office role granting access within the ePAF module to:
  • Correct position data
  • Correct job data and additional pay data
  • Correct personal data
Password Level (4)
UF_EPAF_Department AdminePAF module:
  • Enter job actions for employees, such as hires, rehires, job changes, leaves of absence, terminations, leave cash–outs, and additional pay
  • Enter position actions for Faculty, TEAMS, and USPS such as FTE changes, position description updates, reclassifications, adding a new position.
  • View personal information and job data for employees
  • Review medical exam results
  • View workforce reports in Enterprise Reporting
Password Level (3)
Training Requirements:

PST093 - Introducing GatorStart
PST920 - Managing ePAF 9.1

Conflicting Roles:

UF_EPAF_Level 1 Approver

UF_EPAF_Employment OfficeThis is a core office role granting access within the ePAF module to:
  • Correct Position Management
  • Correct Job Data and Additional Pay
  • Correct Job Information
  • Correct Personal Information
  • Correct Salary Grades
Password Level (4)
UF_EPAF_Level 1 ApproverePAF module:
  • Approve, deny, or recycle submissions for job actions, such as hires, rehires, job changes, leaves of absence, terminations, leave cash–outs, and additional pay.
  • Approve, deny, or recycle submissions for Faculty, TEAMS, and USPS position actions such as FTE changes, position description updates, reclassifications, adding a new position.
  • View personal information and job data for employees
  • View workforce reports in Enterprise Reporting
Password Level (3)
Training Requirements:

PST093 - Introducing GatorStart
PST920 - Managing ePAF 9.1

Conflicting Roles:

UF_EPAF_Department Admin

UF_EPAF_Payroll OfficeThis is a core office role granting access within the EPAF module to:
  • Update Position Management
  • Update Job Data and Additional Pay
  • Update Personal Information and Citizenship
Password Level (4)
UF_EPAF_Retirement OfficeThis is a core office role granting access within the EPAF module to:
  • Update Position Management
  • Update Job Data and Additional Pay
  • Update Job Information
  • Update I-9 forms
  • Update Personal Information and Citizenship
  • Update ePAF Retirement Home Page
Password Level (4)
UF_EPAF_Student EmploymentThis is a core office role granting access within the EPAF module to:
  • Update Position Management
  • Correct Employee Pay Data(additional pay)
  • Update Job Information
  • Correct personal information; Biographical, Citizenship, organization relationships.
Password Level (4)
UF_EPAF_Tax ServicesThis is a core office role granting access within the EPAF module to:
  • Update Position Management
  • Correct Workforce Administration
  • Update I9 management
  • Correct Job Information
  • Correct Personal Information
Password Level (4)
UF_HR Affirmative ActionThis is a core office role granting access within the HR module to:
  • Update Affirmative Action
Password Level (4)
UF_HR View/InquiryThis is an end user role granting view-only access to a variety of HR-related information - such as job records and personal data - for purposes of responding to researching basic information and responding to certain inquiries..
Password Level (3)
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Letters of Appointment Roles

End User

Role NameDescription
UF_LOA_INPUTLetters of Appointment module:
  • Create or update a letter of appointment record for a graduate assistant or pre–doc fellowship
Password Level (3)
UF_LOA_PET_VIEWLetters of Appointment module:
  • View petition information that allows a student to become a graduate assistant when he/she does not qualify
Password Level (3)
UF_LOA_STATUSLetters of Appointment module:
  • View the courses a student is taking and the total amount of waivers received
Password Level (3)
UF_LOA_VIEWLetters of Appointment module:
  • View letter of appointment information and funding sources for waivers
Password Level (3)
UF_LOA_WAIVERLetters of Appointment module:
  • Update letter of appointment information and funding sources for waivers
Password Level (3)
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Core User

Role NameDescription
UF_LOA_FEEThis is a core office role granting access within the LOA module to:
  • Update UF Grad Letters of Appointment
Password Level (4)
UF_LOA_GRADPETThis is a core office role granting access within the LOA module to:
  • Update UF Graduate Petitions
Password Level (4)
UF_LOA_SUPERThis is a core office role granting access within the LOA module to:
  • Update UF Graduate Letters of Appointment
Password Level (4)
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Online Promotion and Tenure Roles

End User

Role NameDescription
UF_HR_OPT College AdminCollege Online Promotion and Tenure (OPT) administrator access to:
  • Enter the Dean and his or her designees
  • Enter the college promotion and tenure review committee
  • Enter the vote count from the college committee
  • Add/update the list of eligible faculty for the tenure and promotion process
  • Enter the designated department review committee for each faculty member
  • Enter the current department Chair or Director and his or her designees
  • Review Tenure and Promotion Packets, and recycle them for review or move them forward to the department committee and department chair
  • Enter the vote count from the department committee.
Password Level (3)
UF_HR_OPT College DeanCollege dean or designee access within the Online Promotion and Tenure (OPT) module to:
  • Review tenure and promotion packets for employees in their college
  • Upload letters of endorsement
  • Upload responses to faculty members that have responded to dean’s letter
  • Move the Tenure and Promotion packet forward to the APB level of the process
  • Upload responses to APB queries
Password Level (3)
UF_HR_OPT College ImportCollege access within the Online Promotion and Tenure (OPT) module to
  • Upload an xml file of publication references
  • View and update the uploaded publication reference data
  • Add publications for promotion and tenure
Password Level (3)
UF_HR_OPT Dept AdminDepartment Online Promotion and Tenure (OPT) administrator access to:
  • Add/update the list of eligible faculty for the tenure and promotion process
  • Enter the designated department review committee for each faculty member
  • Enter the current department chair or director and his or her designees
  • Review Tenure and Promotion Packets, recycle them for review or move them forward to the department committee and department chair
  • Enter the vote count from the department committee
Password Level (3)
UF_HR_OPT Dept ChairDepartment chair or designee access within the Online Promotion and Tenure (OPT) module to:
  • Review tenure and promotion packets for employees in their department
  • Upload letters of endorsement
  • Upload responses to faculty members that have responded to chair’s letter
  • Move Tenure and Promotion packet forward to the college level of the process
  • Upload responses to APB queries
Password Level (3)
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Core User

Role NameDescription
UF_HR_OPT APB AdminThis role gives the APB administrator access to:
  • Review promotion and tenure packets.
  • Enter APB Queries.
Password Level (4)
UF_HR_Tenure and PromotionThis is a core office role granting access within the HR module to:
  • Correct On-line promotion and tenure
Password Level (4)
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Reporting

Role NameDescription
UF_HR_OPT College AdminCollege Online Promotion and Tenure (OPT) administrator access to:
  • Enter the Dean and his or her designees
  • Enter the college promotion and tenure review committee
  • Enter the vote count from the college committee
  • Add/update the list of eligible faculty for the tenure and promotion process
  • Enter the designated department review committee for each faculty member
  • Enter the current department Chair or Director and his or her designees
  • Review Tenure and Promotion Packets, and recycle them for review or move them forward to the department committee and department chair
  • Enter the vote count from the department committee.
Password Level (3)
UF_HR_OPT College DeanCollege dean or designee access within the Online Promotion and Tenure (OPT) module to:
  • Review tenure and promotion packets for employees in their college
  • Upload letters of endorsement
  • Upload responses to faculty members that have responded to dean’s letter
  • Move the Tenure and Promotion packet forward to the APB level of the process
  • Upload responses to APB queries
Password Level (3)
UF_HR_OPT Dept AdminDepartment Online Promotion and Tenure (OPT) administrator access to:
  • Add/update the list of eligible faculty for the tenure and promotion process
  • Enter the designated department review committee for each faculty member
  • Enter the current department chair or director and his or her designees
  • Review Tenure and Promotion Packets, recycle them for review or move them forward to the department committee and department chair
  • Enter the vote count from the department committee
Password Level (3)
UF_HR_OPT Dept ChairDepartment chair or designee access within the Online Promotion and Tenure (OPT) module to:
  • Review tenure and promotion packets for employees in their department
  • Upload letters of endorsement
  • Upload responses to faculty members that have responded to chair’s letter
  • Move Tenure and Promotion packet forward to the college level of the process
  • Upload responses to APB queries
Password Level (3)
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Payroll Roles

End User

Role NameDescription
UF_HR_APAY_EXCThe is an end user role granting acess to create additional pay without having to enter an account code.
Password Level (3)
UF_PY_PAYROLL_INQUIRYPayroll module:
  • Review paychecks and W-2/W-2c forms
Password Level (3)
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Core User

Role NameDescription
UF_HR_CORE_INQUIRYThis is a core office role granting access within the HR/Payroll system to:
  • View most of HR application
Password Level (4)
UF_HR_PAYCHECK_EMAILThis is a core office role granting access within the HR module to:
  • Update UF Payroll Email
Password Level (4)
UF_HR_PAYROLL_SVCS_ADDL_PAYThis is a core office role granting access within the HR module to:
  • Update Employee Pay Data
  • Correct Job Data
Password Level (4)
UF_N_PY_IMAGING_CLIENT_VIEWAuthorize access for core payroll office staff to use client application for image viewing.
Password Level (3)
UF_PY Garnishments CorrectionThis is a core office role granting access within the Payroll module to:
  • Correct deductions/garnishments
Password Level (4)
UF_PY_DIRECT_DEPOSITSThis is a core office role granting access within the Payroll module to:
  • Update request direct deposit
Password Level (4)
UF_PY_GARNISHMENTSThis is an end user role granting access within the Payroll module to:
  • Update/view garnishment data in Employee Pay Data
Password Level (4)
UF_PY_ON-CYCLE_PROCESSORThis is an core office user role granting access within the Payroll module to:
  • Update create direct deposits, create and load paysheets
  • Update produce checks
  • Update produce payroll
  • Update balance adjustments/balance reviews
  • Correct garnishments
  • Update payroll processing controls
Password Level (4)
UF_PY_PAYROLL_SERVICES_ADJUSTThis is an core office role granting access within the Payroll module to:
  • Correct direct deposits
Password Level (1)
UF_PY_PAYROLL_SERVICES_ADMINThis is an core office role granting access within the Payroll module to:
  • Update manager self service/time management
  • Update maintain payroll data
  • Correct update payroll options
  • Update manage payroll process
  • Correct FLSA Period table
  • Update define payroll process
  • Update capture time and labor
  • Maintain Time Reporter Data
Password Level (4)
UF_PY_PAYROLL_SERVICES_STAFFThis is an core office role granting access within the Payroll module to:
  • Update manager self service/ time management
  • Update maintain payroll data
  • Update manage payroll process
  • update define payroll process
  • update capture time and labor
Password Level (4)
UF_PY_TAX_SERVICES_ADMINThis is an core office role granting access within the Payroll module to:
  • update manager self service/ time management
  • update maintain payroll data
  • correct tax information
  • update Windstar Interface
  • update manage payroll process
  • update manage retro process
  • update manage annual tax reporting
  • update define payroll process
Password Level (4)
UF_PY_TAX_SERVICES_STAFFThis is a core office role granting access within the Payroll module to:
  • Update manager self service/ time management
  • Update maintain payroll data
  • Correct to tax information
  • Update Windstar Interface
  • Update manage payroll process
  • Update manage retro process
  • Update manage annual tax reporting
  • Update define payroll process
Password Level (4)
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Reporting

Role NameDescription
UF_PY_GARNISHMENTSThis is an end user role granting access within the Payroll module to:
  • Update/view garnishment data in Employee Pay Data
Password Level (4)
UF_PY_PAYROLL_INQUIRYPayroll module:
  • Review paychecks and W-2/W-2c forms
Password Level (3)
UF_PY_PAYROLL_SERVICES_ADMINThis is an core office role granting access within the Payroll module to:
  • Update manager self service/time management
  • Update maintain payroll data
  • Correct update payroll options
  • Update manage payroll process
  • Correct FLSA Period table
  • Update define payroll process
  • Update capture time and labor
  • Maintain Time Reporter Data
Password Level (4)
UF_PY_PAYROLL_SERVICES_STAFFThis is an core office role granting access within the Payroll module to:
  • Update manager self service/ time management
  • Update maintain payroll data
  • Update manage payroll process
  • update define payroll process
  • update capture time and labor
Password Level (4)
UF_PY_TAX_SERVICES_ADMINThis is an core office role granting access within the Payroll module to:
  • update manager self service/ time management
  • update maintain payroll data
  • correct tax information
  • update Windstar Interface
  • update manage payroll process
  • update manage retro process
  • update manage annual tax reporting
  • update define payroll process
Password Level (4)
UF_PY_TAX_SERVICES_STAFFThis is a core office role granting access within the Payroll module to:
  • Update manager self service/ time management
  • Update maintain payroll data
  • Correct to tax information
  • Update Windstar Interface
  • Update manage payroll process
  • Update manage retro process
  • Update manage annual tax reporting
  • Update define payroll process
Password Level (4)
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Time and Labor Roles

End User

Role NameDescription
UF_ER_KRONOS_REPORTINGEnterprise Reporting role that allows access to the Kronos Reporting package. This package contains data directly from the Kronos application that the O'Connell Center employees use to enter their time card information. This role is intended for administrative staff of the O'Connell Center who need access to that data as part of their assigned job duties.
Password Level (3)
UF_TL Batch ProcesserThis role is assigned to end-users who have the responsibility to load batches of time for their respective departments into 'Elapsed Time'. This role is designated to payroll managers in selected departments.
Password Level (3)
UF_TL_DEPT_APPROVERTime and Labor module:
  • Review and approve time worked for department employees
  • Maintain supervisor groups
Note: Approvers will not need to reset their Supervisor/Group IDs
Password Level (3)
Training Requirements:

PST916 - Time & Labor Approvers

Conflicting Roles:

UF_TL_DEPT_PROCESSOR

UF_TL_DEPT_PROCESSORTime and Labor module:
  • Review and approve time worked for department employees
  • Maintain supervisor groups
  • Review leave accrual balances
  • View leave reports and paylists in Enterprise Reporting
  • Report time and leave for an employee in the department or make changes to an employee’s existing time and leave entries
Password Level (3)
Training Requirements:

PST915 - Time and Labor

Conflicting Roles:

UF_TL_DEPT_APPROVER

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Reporting

Role NameDescription
UF_TL_DEPT_APPROVERTime and Labor module:
  • Review and approve time worked for department employees
  • Maintain supervisor groups
Note: Approvers will not need to reset their Supervisor/Group IDs
Password Level (3)
Training Requirements:

PST916 - Time & Labor Approvers

Conflicting Roles:

UF_TL_DEPT_PROCESSOR

UF_TL_DEPT_PROCESSORTime and Labor module:
  • Review and approve time worked for department employees
  • Maintain supervisor groups
  • Review leave accrual balances
  • View leave reports and paylists in Enterprise Reporting
  • Report time and leave for an employee in the department or make changes to an employee’s existing time and leave entries
Password Level (3)
Training Requirements:

PST915 - Time and Labor

Conflicting Roles:

UF_TL_DEPT_APPROVER

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Training & Development Roles

End User

Role NameDescription
UF_EL_TRAINING_REPORTSIn the event that an end user has a business need to access training reports, but does not have any other HR role in the system, this role will provide access to training reports.
Password Level (3)
UF_ER_HRPR_ACCOMPLISHMENTSThis is an end user role available to authorized training personnel who require access to protected compliance training data. This is a restricted role requiring approval by HR.
Password Level (3)
UF_N_EL_INSTRUCTOR_ADVANCED

This role is for individuals who have instructional (training) responsibilities in the myTraining system and must have the ability to manage a roster directly.

Note: When requesting this role, the DSA must enter ONE of the following domain codes (without the quotes) in the Authority Area: "UF" for University of Florida, "UFHS" for UF Health, or "GLOBAL" for both UF and UFHS. A user can only have one security role per domain within myTraining.

  • Learner permissions
  • View teaching schedule when identified as Responsible and Qualified in the learning activity properties
  • Manage roster records for learning activities when assigned as a “Responsible Instructor”
  • Use Report Manager to run reports that include training information on themselves, people in their department(s), and people in learning activities where they are listed an instructor
Password Level (3)
UF_N_EL_INSTRUCTOR_STANDARD

This role is for individuals who have instructional (training) responsibilities in the myTraining system but are not permitted to manage a roster directly.

Note: When requesting this role, the DSA must enter ONE of the following domain codes (without the quotes) in the Authority Area: "UF" for University of Florida, "UFHS" for UF Health, or "GLOBAL" for both UF and UFHS. A user can only have one security role per domain within myTraining.

  • Learner permissions
  • View teaching schedule when identified as Responsible and Qualified in the learning activity properties
  • Use Report Manager to run reports that include training information on themselves, people in their department(s), and people in learning activities where they are listed an instructor
Password Level (3)
UF_N_EL_PROXY

This role is assigned to users who will serve as a substitutes for managers in the myTraining system to perform delegated training administration functions.

Note: When requesting this role, the DSA must enter ONE of the following domain codes (without the quotes) in the Authority Area: "UF" for University of Florida, "UFHS" for UF Health, or "GLOBAL" for both UF and UFHS. A user can only have one security role per domain within myTraining.

  • Learner permissions
  • View transcript of direct reports
  • Enroll direct reports in trainings
  • View enrollments for direct reports and/or viewable users
  • Access Manager dashboard
  • Use Report Manager to run reports that include training information on themselves, people in their department(s), and people in learning activities where they are listed an instructor
Password Level (3)
UF_N_EL_REPORTER

This role is assigned to users who will run reports in the myTraining system on themselves, people in their department(s), and people in learning activities where they are listed an instructor.

Note: When requesting this role, the DSA must enter ONE of the following domain codes (without the quotes) in the Authority Area: "UF" for University of Florida, "UFHS" for UF Health, or "GLOBAL" for both UF and UFHS. A user can only have one security role per domain within myTraining.

  • Learner permissions
  • Use Report Manager to run reports that include training information on themselves, people in their department(s), and people in learning activities where they are listed an instructor
Password Level (3)
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Core User

Role NameDescription
UF_EL_ADMINISTRATORThis role is reserved for Training and Development core office staff. The role allows users to create new courses, sessions, and certification programs. Users may also close or reschedule course and sessions, as well as view, enroll, waitlist, or drop participants. Role allows users to send email notices to enrollees, track or manage training schedules, instructors, facilities, and participants.
Password Level (4)
UF_EL_CORRECTIONThis is a core office role granting access within the Enterprise Learning module to:
  • Correct historical data for courses and person profiles 
Highly restricted to a few core office employees in Training and Organizational Development at Human Resource Services.
Password Level (4)
UF_EL_TRAINING_ADMINThis is a core office role granting access within the Enterprise Learning module to:
  • Correct courses and person profiles
  • Update program information
  • Update training resources
  • Update result tracking
  • Update student enrollments
  • Update content catalog
  • Run training reports
Password Level (4)
UF_N_EL_ADMINISTRATOR

Users with this role exist at the subdomain level (e.g. UF or UF Health Shands) of the myTraining system and serve as subdomain administrators.

Note: When requesting this role, the DSA must enter ONE of the following domain codes (without the quotes) in the Authority Area: "UF" for University of Florida, "UFHS" for UF Health, or "GLOBAL" for both UF and UFHS. A user can only have one security role per domain within myTraining.

  • Learner permissions
  • “Release content” to end users by assigning audiences
  • Manage Org (View/Add/Edit/Delete/Map)
  • Manage Job (View/Add/Edit/Delete/Map)
  • Manage some domain configuration settings
  • View teaching schedule when identified as Responsible and Qualified in the learning activity properties
  • Use Report Manager to run reports for all system users in assigned domain
Password Level (4)
UF_N_EL_AUTHOR

This role is for training coordinators or instructional designers needing the ability to build learning activities in the myTraining system.

Note:  When requesting this role, the DSA must enter ONE of the following domain codes (without the quotes) in the Authority Area: "UF" for University of Florida, "UFHS" for UF Health, or "GLOBAL" for both UF and UFHS. A user can only have one security role per domain within myTraining.

  • Learner permissions
  • View, create, and edit all Learning Activity Types
  • Use the New Activity Wizard
  • View, create, and edit Question Banks
  • Create and edit evaluations
  • View teaching schedule when identified as Responsible and Qualified in the learning activity properties
  • Use Report Manager to run reports that include training information on themselves, people in their department(s), and people in learning activities where they are listed an instructor
Authors are not permitted to delete learning activities, question banks, or evaluations. Authors are also not permitted to “release content” by assigning audiences or manage rosters.
Password Level (4)
UF_N_EL_AUTHOR_ADVANCEDThis role is for training coordinators or instructional designers needing the ability to build learning activities and create reports in the myTraining system. Note: When requesting this role, the DSA must enter ONE of the following domain codes (without the quotes) in the Authority Area: "UF" for University of Florida, "UFHS" for UF Health, or "GLOBAL" for both UF and UFHS. A user can only have one security role per domain within myTraining.
  • Learner permissions
  • View, create, and edit all Learning Activity types
  • Use the New Activity Wizard
  •  View, create, and edit Question Banks
  • Create and edit evaluations
  • Use Advanced Reporting to create and schedule reports, in addition to running reports that include training information on themselves, and individuals affiliated with their department
  • Enroll learners in learning activities
Those with the Author Advanced role are not permitted to delete learning activities, question banks, or evaluations, make training assignments, or “release content.” Roster management is limited to enrollment only; those with this role are not permitted to update or cancel attendance.
Password Level (4)
UF_N_EL_DOMAIN_SYS_ADMIN

This role exists at the subdomain level (e.g. UF or UF Health Shands) of the myTraining system and has access to make limited configuration changes within the user’s respective subdomain.

Note: When requesting this role, the DSA must enter ONE of the following domain codes (without the quotes) in the Authority Area: "UF" for University of Florida, "UFHS" for UF Health, or "GLOBAL" for both UF and UFHS. A user can only have one security role per domain within myTraining.

Password Level (4)
UF_N_EL_REPORTER_ADVANCED

This role is assigned to users who will run reports in the myTraining system for all system users in assigned domain.

Note: When requesting this role, the DSA must enter ONE of the following domain codes (without the quotes) in the Authority Area: "UF" for University of Florida, "UFHS" for UF Health, or "GLOBAL" for both UF and UFHS. A user can only have one security role per domain within myTraining.

  • Learner permissions
  • Use Report Manager to run reports for all system users in assigned domain
Password Level (4)
UF_N_EL_REPORTING_DOMAIN_ADMINThis role exists within the “UF” subdomain of the myTraining system.   It includes all functions of the UF_N_EL_ADMINISTRATOR role, but has the added ability to create “custom domains” or non-standard reporting fields in system reports.  Only users who have passed the SumTotal Custom Domain Certification should be assigned this role   Authority Area Required: Yes
Password Level (4)
UF_N_EL_TRAINING_ADMINThis role is for individuals who support existing staff within the “UF” subdomain of the myTraining system with instructional (training) responsibilities and must have the ability to manage a rosters directly. Note: When requesting this role, the DSA must enter UF in the Authority Area field. A user can only have one security role within the UF domain of myTraining.
  • Learner permissions
  • Manage others’ learning
  • Act as proxy for managers
  • Manage jobs
  • Manage active activities
  • Manage instructors and resources
  • Copy classes and modify resources
Password Level (4)
UF_N_EL_WEB_SERVICES_READ_ONLYThis role was designed for developers at both UF and UF Health Shands to read only account data from users across the Shands and UF domains within myTraining. This role does not permit any user account or Learning Activity roster modifications. This provides Read-only access. Note: When requesting this role, the DSA must enter a myTraining domain of either UF or GLOBAL in the Authority Area field.  A user can only have one role per domain in the myTraining application.
Password Level (4)
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UFIT

Role NameDescription
UF_N_EL_APPLICATION_ADMINThis role exists at the Global domain level of the myTraining system and has access has access to all functions of the platform without the ability to delete domains, orgs, and jobs. Note: When requesting this role, the DSA must enter GLOBAL in the Authority Area field. A user can only have one security role within the GLOBAL domain of myTraining.
Password Level (5)
UF_N_EL_APPLICATION_SEC_ADMINThis role exists at the Global domain level of the myTraining system.  It includes all functions of the UF_N_EL_APPLICATION_ADMIN role, but has the added ability to maintain user access across domains.  It should be granted only to a SELECT FEW number of employees who have been authorized to modify users’ roles in urgent case scenarios.
Password Level (5)
UF_N_EL_DOMAIN_APPL_ADMINThis role exists within the “UF” subdomain of the myTraining system and has access has access to all functions of the platform within that domain without the ability to delete domains, orgs, and jobs, nor the ability to edit or delete Users. Note: When requesting this role, the DSA must enter UF in the Authority Area field. A user can only have one security role within the UF domain of myTraining.
Password Level (5)
UF_N_EL_SYSTEM_ADMINISTRATOR

This role exists at the Global domain level of the myTraining system and has access to all functions of the platform.

Note: When requesting this role, the DSA must enter the domain code of "GLOBAL" (without the quotes) in the Authority Area. A user can only have one security role per domain within myTraining.

Password Level (5)
UF_N_EL_TMS_SECURITY_ADMIN

This role is used by Identity Access Management offices at both UF and UF Health Shands to provision and de-provision security roles within the myTraining system and to make changes to security settings per role and user permissions as needed. Users with this role can also create accounts directly in the myTraining system (only in the event of an emergency).

Note: When requesting this role, the DSA must enter ONE of the following domain codes (without the quotes) in the Authority Area: "UF" for University of Florida, "UFHS" for UF Health, or "GLOBAL" for both UF and UFHS. A user can only have one security role per domain within myTraining.

Password Level (5)
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Reporting

Role NameDescription
UF_EL_TRAINING_ADMINThis is a core office role granting access within the Enterprise Learning module to:
  • Correct courses and person profiles
  • Update program information
  • Update training resources
  • Update result tracking
  • Update student enrollments
  • Update content catalog
  • Run training reports
Password Level (4)
UF_EL_TRAINING_REPORTSIn the event that an end user has a business need to access training reports, but does not have any other HR role in the system, this role will provide access to training reports.
Password Level (3)
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